Human Resources Assistant

Human Resources Assistant

Salary

$49,233.60 - $65,998.40 Annually

Location

Oceanside, CA, CA

Job Type

Full Time

Job Number

26-10001

Department

Human Resources

Opening Date

09/20/2026

Closing Date

10/5/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

Introduction

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

DEFINITION

Under general supervision, the Human Resources Assistant provides administrative and technical support to the Human Resources & Risk Management Department,?such as maintaining employee records and information. This position also serves as the first point of contact in the department to greet the public, answer and route questions; and performs other related duties as assigned.

DISTINGUISHING CHARACTERISTICS:

Performs administrative and clerical support to Human Resource (HR) and Risk Management operations. Assists HR and Risk staff in functional areas including training and development, safety, Workers' Compensation, employment related requests, Human Resources Information Systems (HRIS), benefit administration, employee relations, compensation, recruitment, and organizational development. Participates in coordination of activities, projects and ongoing maintenance of organized, efficient systems which support HR/Risk functions. Provides internal and external customer service.

Examples of Duties

EXAMPLES OF DUTIES-Examples of duties performed by incumbents in the class may not include all required duties. The class specification is intended to present a descriptive list of the range of duties performed by the incumbent.

• Serves as support to HR/Risk staff with administrative and clerical functions relating to recruitment, benefits, records, employee relations, and contract negotiations.
• Support incident reporting by helping collect information and maintain documentation.
• Maintain safety records, logs, and basic documentation.
• Help coordinate safety training, including scheduling and tracking attendance.
• Assist with workplace safety inspections and follow-up items.
• Compile basic reports and spreadsheets related to claims and safety activities.
• Support communication efforts such as safety reminders and program updates.
• Provide general administrative support to the Risk Manager and HR team.
• Assist HR with administrative tasks including filing, scanning, onboarding paperwork, and maintaining employee records.
• Supports the HR department with various projects and team activities for the City.
• Prepares periodic and routine reports to support the HR & Risk functions.
• Participates in and attends related meetings and events as necessary.
• May assist in scheduling various HR/Risk related sessions, such as new employee orientation, claims review meetings and similar programs.
• Files and handles highly confidential employee documentation relating to the employee life cycle.
• Assists in maintaining the HRIS database and generates scheduled or requested reports.
• Assists employees and the general public with general issues or concerns and appropriate escalation to HR/Risk staff.
• May assist with acquiring and providing data for salary surveys as necessary.
• Makes recommendations to the HR/Risk staff for system or process improvements.
• Monitors, generates various reports, audits and prepares corresponding documents related to bargaining unit performance evaluations, expiring credentials, and milestone anniversaries for distribution to departments.
• Provides notices to departments and employees when action is required on such items.
• Prepares necessary employee communication and clinic authorizations for other medical related visits as needed.
• Assists with Personnel Action Forms and data entry.
• Responds to records requests and verifications of employment. Responds to verification of employment inquiries by disclosing approved information upon receipt of signed release.
• Establishes new employee files, electronically and otherwise. ?Responsible for organizing and maintaining files by sorting and filing documents and records alphabetically.?
• Assists with answering routine employee questions related to attendance, leaves, credentials, etc.?
• Assists with entry of annual salary progressions as defined by policy and/or collective bargaining agreements.?
• Monitors and maintains the department's inventory to include ordering and organization of employee service awards.
• Assists with coordination and administrative support for employee events and other department or City programs.
• May be certified by the Department of Justice to roll fingerprints as part of the City's background check process.?
• May assist with coordinating department meetings, preparation of meeting agendas and taking notes/minutes for certain meetings.
• Performs related duties as assigned.

Minimum Qualifications

Knowledge of:

• Knowledge of basic office equipment.?
• Excellent verbal and written communication skills.
• Excellent interpersonal skills to interact with all levels of management with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational and time management skills with attention to detail.
• Knowledge of software programs such as Microsoft Office.
• State and federal employment laws and/or the source of information.
• Office procedures and alphabetical filing.
• Confidentiality rules, especially those specific to the HR function.

Skill In:

• Organizing materials and documents.
• Developing and maintaining professional relationships.
• Communicating orally and in writing, including demonstrated skill in reading and interpreting documents, writing reports, and speaking effectively to individuals and groups.

Ability to:

• Read and interpret documents such as safety rules, and procedure manuals. ?
• Take and follow direction from various staff, pertaining to multiple HR and Risk functions.
• Maintain ahigh degree of confidentiality.
• Demonstrate flexibility as it relates to tasks.
• Work with frequent interruption.
• Work with high public engagement.
• Research information.
• Ability to speak effectively before groups of customers or employees of organization.
• Work well in a team-oriented environment
• Ability to organize and plan workload and work independently. ?
• Ability to establish and maintain effective working relationships with others. ?Ability to keep confidential information. ?

Experience and Training

Graduation from High School or equivalent. An Associates or Bachelors' Degree in Human Resources or related field is preferred.

Experience: Two years of professional level administrative support preferably for Human Resources and/or Executive teams.

Training: Any satisfactory equivalent combination of experience and training which ensures ability to perform the work may substitute for the above.

License/Certificate: Possession of, or ability to obtain and maintain, a current, valid, California drivers license.

Working Conditions and Selection Process

Environmental Conditions:

The incumbent typically works in an office environment and uses a computer, telephone and other office equipment as needed to perform duties. The noise level in the work environment is typical of that of an office. Incumbent may encounter frequent interruptions throughout the workday; possible exposure to variety of weather conditions; exposure to computer screens.

Physical Conditions:

Essential functions may require speaking and hearing to exchange information; visual acuity to read and interpret information. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. ?The employee is occasionally required to stand, walk, reach, bend or lift up to 20 pounds regularly and 30 pounds occasionally and stoop, kneel, crouch, or crawl on occasion. ?Specific vision abilities required by this job include close vision, depth perception, and ability to adjust focus. The employee is regularly required to talk or hear; frequently required to use repetitive hand motion, handle or feel, and to Contact with the public in home or office environments may risk exposure to irrational/hostile behavior, contagious diseases, or contact with domestic animals.

CITY OF OCEANSIDE

Unrepresented Supervisory, Technical & Confidential

Benefit Summary

The following is a highlight of benefits

Retirement

Public Employees Retirement System (CalPERS)

• Employees hired after January 1, 2013 are subject to the State laws of the California Public Employees Pension Reform Act of 2013 (PEPRA) in regard to retirement benefits. Each individuals benefits may differ. Consult with Employee Benefits for further details.
• Third Level 1959 Survivor Credit
• Survivor Continuation option

Additional Retirement Credit Purchase Options

• Buy additional Service Retirement Credit prior to membership
• Service Credit for unused Sick Leave
• Buy additional Military Service Credit

Health Insurance

Medical:

• Kaiser HMO
• Blue Shield HMO
• Blue Shield PPO

Dental:

• Delta Preferred Option (DPO)
• Delta Care USA (DHMO)

Vision:

• Vision Service Plan (VSP)

Pre-Tax Benefits

Health benefits are offered on a pre-tax basis and employees cannot add or delete coverage or benefits unless a qualifying event has occurred.

Employee Assistance Program (EAP)

The Anthem EAP is paid for by the City.

• Available to all members of your household
• 6 free confidential counseling visits per incident
• Self-service support online or by phone

Disability and Life Insurances

The STD/LTD/LIFE and AD&D Financial Financial premiums are paid for by City.

Short-Term Disability (STD) Insurance:

• First 90 days - benefits paid at 55% of weekly salary to a maximum weekly benefit of $700 for non-work related disability only
• Seven day waiting period unless hospitalized
• All sick leave must be exhausted before STD is used

Long-Term Disability Insurance:

• After 90 days - benefits paid at 66.7% of monthly salary to a maximum monthly benefit of $6,000 for any disability

Life and AD&D Insurance:

• 1 times annual base salary; minimum of $30,000 and maximum of $200,000 of Basic Life & AD&D

Voluntary Benefits

Benefits are employee paid.

Supplemental Life Insurance through Lincoln:

• Premiums are determined by age
• Purchased up to a maximum $500,000 for employees
• Spousal coverage up to the employee amount
• Dependent coverage up to $10,000

Flexible Spending Accounts through BCC:

• Utilizes a debit card as a form of payment
• Health Care Spending Account - maximum annual deferral is $3,400
• Dependent Care Spending Account - maximum annual deferral is $7,500

Deferred Compensation - 457 through Empower:

• 457 - Maximum annual pre/post-taxed amount is $24,500 for 2026; over age 50 may contribute an additional $8,000

Metlife Legal

• Telephone and office consultations are available for an unlimited number for personal legal matters with an attorney of your choice.

GotZoom Student Loan Relief

• Provides a no-obligation benefit analysis for federal student loans to identify, maximize and enroll employees into Federal Loan Repayment and Forgiveness Programs.

ScholarShare 529

• An easy to manage plan that helps make the most of your or a designated beneficiary's college savings with tax benefits.

Leave Benefits

Vacation:

All accruals are based on 80 hours in a paid status

1 - 5 years: 3.58 hours

6 - 10 years: 5.12 hours

11 - 15 years: 6.65 hours

16 + years: 8.19 hours

Maximum accrual:

• 360 hours for those hired before 7/1/95
• 300 hours for those hired 7/1/95 or after

Holidays:

• New Years Day
• Martin Luther King Jr Day
• Memorial Day
• Independence Day
• Labor Day
• Veterans Day
• Thanksgiving Day
• Friday after Thanksgiving Day
• Christmas Day
• 48 hours Floating Holidays per fiscal year
• Supervisory exempt employees receive 50 hours of Executive leave per fiscal year

Sick Leave:

• 12 days per year

Max accrual: Unlimited

Annual Sick Leave Pay Off:

Each calendar year an employee may elect to receive a 50% payment in lieu of sick leave provided such employee has used 32 hours or less of sick leave during the calendar year.

Sick Leave Pay Off at Separation:

• Sick leave paid out depends on years of service and whether an employee retires or terminates

Bereavement Leave:

• Three days for death of employees immediate family member
• Two additional days may be charged to sick leave upon approval

Tuition Reimbursement

Up to $2,000 per fiscal year.

Bilingual and Notary Pay

• Bilingual: $1.73 per hour for eligible employees
• Notary: $.58 per hour for eligible employees

Safety Shoes

The City will provide reimbursement up to $150 towards the purchase price of safety shoes to employees who are required to wear such shoes on the job.

Term of Compensation Plan

Approved July 1, 2024

This is a summary of available benefits. It is not intended to provide full details of all programs. The appropriate Memorandum of Understanding, Compensation Plan and/or Benefit Plan Documents will govern any discrepancies and provide program specifics.

01

Do you possess education equivalent to a high school diploma or GED?

• Yes
• No

02

Do you have possession of, or the ability to obtain and maintain, a current, valid, California drivers license?

• Yes
• No

03

What is your level of experience in professional level administrative support?

• 0 through 1 Year of Experience in Administrative Support
• 2-4 Years of Experience in Administrative Support
• 5-9 Years of Experience in Administrative Support
• 10+ Years of Experience in Administrative Support

04

List the computer programs you are familiar with and your proficiency level as Minimal, Competent, or Proficient.

05

Please describe your experience providing confidential and complex administrative support to a Department Director or Manager.

06

Please describe your experience in providing information to other organizational stakeholders and to the public regarding organizational and departmental procedures and policies.

07

Please describe your work experience working with human resources policies, procedures and workers compensation procedures.

Required Question

Employer City of Oceanside

Address 300 North Coast Highway, City Hall South

Oceanside, California, 92054

Phone 760-435-3511

Website http://www.ci.oceanside.ca.us