Hybrid Human Resources Assistant II bei City of Pomona, CA

About the Department

Join the City of Pomona and be part of a team that makes a meaningful impact every day. We are seeking a motivated and detail-oriented Human Resources Assistant II who is passionate about people, organization, and providing exceptional service. This vacancy is in the Personnel Division, with a primary assignment at the Human Resources front desk.

Under general supervision, this position provides a wide range of administrative support for the front desk operations, including:

• Greeting visitors and answering the main telephone line
• Processing incoming and outgoing mail
• Filing and scanning documents into Laserfiche on a weekly basis
• Logging and tracking various HR forms
• Preparing materials and coordinating setup for new employee orientation
• Assembling interview packets
• Providing general administrative support to the HR office
• Assisting the HR Manager and HR Analysts with special projects and daily tasks

This role requires strong communication skills, keen attention to detail, and the ability to balance multiple priorities in a fast-paced, service-driven environment. 

Ideal Candidate

• Anticipate a 4% salary increase on October 1, 2025, and
• Enjoy a 5% salary increase on October 1, 2026.

Position Duties

Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities may qualify. A typical way to obtain the knowledge, skills and abilities would be:

Education and Experience: 

• High school diploma or GED equivalency.
• College level course work in Human Resources, Risk Management, or a related field may substitute for experience on a year for year basis.
• A minimum of three years of administrative support experience that included work in Human Resources and/or Risk Management      

• Attention to Detail: Focusing on the details of work content, work steps, and final work products
• Customer Focus: Attending to the needs and expectations of customers 
• Teamwork: Collaborating with others to achieve shared goals
• Professional Impact: Presenting self as a positive representative of the organization
  
• Using Technology: Working with electronic hardware and software applications
• Oral Communication - Engaging effectively in dialogue 
• Valuing Diversity: Appreciating the benefits of varied backgrounds and cultures in the workplace
  

Minimum Qualifications

• Organizes and maintains various administrative, confidential, reference and follow-up files; maintain confidentiality on information contained in files; scan documents into electronic filing systems; coordinate records retention management and destruction; gather documents in response to public records requests.
• Serve as an initial contact/resource person for the office; screen calls, visitors, and mail; respond to complaints and requests for information and assistance; interpret and explain regulations, procedures, policies, systems, rules, and precedents in response to inquiries and complaints from the public, City staff, representatives of other organizations, and others; research and gather information to provide accurate answers and information; refer more technical questions or issues to appropriate City staff; ensure follow up to unanswered inquiries.
• Assist with the implementation of policies and priorities for the Human Resources Department.
• Update and maintain employee and claimant information in automated systems.
• Prepare a variety of reports, forms, and correspondence; assist in the research, data compilation, and preparation of reports and spreadsheets.
• Participate in special projects and training as assigned.
• Prepare, pick-up, and distribute mail; maintain departmental office supply levels.

• Respond to inquiries regarding positions, application and testing procedures, and evaluation procedures; and prepares recruitment related correspondence.
• Coordinate and may conduct new hire employee onboarding; process benefit enrollments and changes; assist with annual Open Enrollment.
• Assist in recruitment functions including preparing job flyers, screening applications, administering written tests, obtaining oral board raters, and setting up for oral interviews; prepare job advertisements and distribute to requested locations for publication; may represent the City at local job fairs.
• Schedule and coordinate testing processes and employment examinations including proctoring and reviewing exam results.
• Respond to background investigation requests and employment verification requests.
• Assist with processing Personnel Action Forms for new hires, promotions, probation, merit increases, disciplinary actions, separations, address changes, and other personnel actions; enter information into database.
• Process employee evaluations and identify next review date; enter information into database.
• Scan and file personnel forms, documents, and records into electronic repository of personnel files; file and maintain paper files.

• Assist the Risk Management division with the administrative duties associated with workers’ compensation, liability claims, and other insurance coverages.
• Gather data and assist with renewals of all lines of insurance coverages including general liability and workers’ compensation, and others as needed.
• Receive, record, and review industrial injury claims, and forward to the third party claims administrator; gather documentation needed by third party administrator and/or city’s defense counsel.  Receive medical reports on injured employees; coordinate with department for work restriction accommodations and other claim status information; work with the Personnel Services division to coordinate leave and other benefits related to workers’ compensation. Prepare reports of city property damage and forward to appropriate department for repair estimates; communicate with insurance companies and/or responsible parties regarding settlement of damages.
• Coordinate the execution of any settlement documents and receipt of the settlement funds; set up payment arrangements; receive and track those payments.
• Respond to any request from the District Attorney’s office related to reimbursement for damaged City property.
• Assist the Safety and Emergency Preparedness Office with purchase of supplies and assisting with needs of the Emergency Operations Center functions. Coordinate requests for PPE.
• May assist with the Department of Transportation (DOT) random testing program, Department of Motor Vehicles (DMV) pull notice program and other related safety testing and reports in the absence of other staff.
• Create purchase orders and budget transfers; review and process all invoices for the Human Resources Department; set up new payment ledgers to record and track department purchases and budget.
  

• Perform related duties and responsibilities as assigned.

Other Qualifications

Special Requirements: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment; ability to travel to different sites and locations.