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PORT HUMAN RESOURCES ASSISTANT
A. CLASS DEFINITION
Under general supervision, the Port Human Resources Assistant provides a variety of routine to
difficult, confidential administrative and clerical duties in support of the Human Resources
Department; provides support in a variety of personnel functions including recruitment and
selection, classification and compensation, personnel records and employee relations, and
performs other duties as required.
DISTINGUISHING CHARACTERISTICS
The Port Human Resources Assistant is a journey-level classification in the human resources
clerical series. It is distinguished from the Port Human Resources Technician classification which
requires technical expertise within a specific assigned program area and is assigned the most
complex, paraprofessional assignments/projects. Performs related work as assigned.
B. TYPICAL TASKS/DUTIES (Any one position may not include all the duties listed, nor do the
examples cover all the duties which may be performed. Incumbent may perform other related
duties at the equivalent level.)
1. Acts as receptionist; receives internal and external customers; assists applicants, the public
and Port employees by providing exceptional customer service; answers general questions
regarding Port personnel rules, regulations and policies.
2. Verifies accuracy of own and other staffs' work by comparing entries with source documents,
and recalculating mathematics on calculator and/or microcomputer.
3. Sets up and maintains appropriate files for each examination, classification/desk audits, and
other confidential human resource-related files according with established policies and
procedures.
4. Responds to questions over the phone and from visitors relating to current staffing activities
and employment opportunities.
5. Receives and reviews applications for completeness; logs, date-stamps, and maintains
applications for current examination.
6. Enters applications into applicant tracking software program; after the final filing date, turns
over applications to the Human Resource Analyst/Technician for screening.
7. Uses word processing software to prepare reports, charts, and correspondence generated by
the Human Resource Supervisors, Human Resource Analysts/Technicians.
8. Schedules meetings; prepares correspondence to candidates and telephones candidates,
panel members and other participants.
9. Acts as test proctor for written tests by preparing test materials and supplies, reserving testing
place, reading test instructions to candidates, collecting test materials, handing out booklets
and supplies, sorting booklets, answer sheets and other materials.
10. Makes copies of applications and other documents by operating a copy machine.
11. May prepare eligible list package for approval according to established procedures and
practices.
12. Uses microcomputer and appropriate software to prepare charts and tables, and other
documents written by Human Resource Analyst/Technician.
13. Processes New Employee Entries, Employee Status Changes, and related Board items by
checking to ensure data entered by Payroll Division is accurate and distributes related
documents to the appropriate department.
14. Prepares new files for new employees and maintains employee records all in accordance with
established policies and procedures.
15. May assist in setting up pre-employment physicals with Port-approved Physician for new
employees and conducts new employee orientations by informing new employees of Port's
benefit packages and ensuring that all employment documents are properly completed and
signed.
16. Maintains all files and binders (e.g., Personnel Files, Termination Files, Actions Completed
Files, Examination files, Classification/Desk Audit Files, Correspondence Files, Skelly
hearings, etc.) in accordance with established policies and procedures.
17. Assists in the preparation of various memos, letters, reports and documents (including
grievance responses, proposed disciplinary actions, arbitration briefs, contract proposals,
training materials, etc.) so deadlines are met.
18. Manages grievance data base and assists employee relations staff in preparation for
arbitrations; assists in the preparation of negotiations with the various bargaining units
including letters of understanding and side letters.
19. Develops and implements internal office procedures; recommends changes in procedures or
rules to facilitate effectiveness.
20. Perform related duties as required.
C. KNOWLEDGE, SKILLS AND ABILITIES
To perform the typical tasks and duties of the position successfully, the knowledge, skills and/or
abilities listed below are required.
Knowledge of:
• Modern office procedures, practices and equipment.
• Civil Service and Port of Oakland policies, rules and regulations and Memoranda of
Understanding.
• General human resources department practices including confidentiality and privacy
concerns.
• General recruitment and testing practices.
• Computer applications and hardware and software related to the work.
• Correct English, grammar, spelling and punctuation.
• Alphabetical, numerical and chronological filing and recordkeeping systems.
Ability to:
• Perform arithmetic computations (e.g., addition, subtraction, multiplication, division,
percentages, fractions, etc.).
• Organize and maintain a complex system of files and reference materials.
• Handle confidential material and maintain confidentially.
• Demonstrate proficiency in spelling and use correct grammar.
• Demonstrate keyboard proficiency sufficient to produce documents in a timely manner that
meets established typing standards.
• Communicate verbally and in writing with a variety of people to provide information, answer
questions and explain decisions.
• Apply policy and procedures to specific situations to process information, decide a course of
action or explain processes to others.
• Use tact and diplomacy with individuals from diverse backgrounds.
• Perform data compilation and entry work requiring close attention to details and accuracy.
• Learn and operate microcomputer, typewriter, and/or word processing equipment.
• Proofread documents, identify and correct errors in mathematics, spelling grammar, and
clarity.
• Work under deadlines and coordinate several concurrent assignments.
• Establish and maintain effective working relationships with those contacted in the
performance of duties and to work as a team.
D. PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
employee to perform this job successfully.
While performing the executive duties pertaining to this position, the employee is regularly
required to extensively make use of close vision to read fine print, reports, summaries, digests,
other documents and text on a computer; understand voice over the telephone and in person,
often over background noise; hear nuances in oral communications; have fine motor control to
manipulate keyboards and multi-button telephone sets; and have a range of motion sufficient to
push, pull and place books, binders and other materials on level surfaces; and strength to lift
safely and maneuver office supplies and equipment weighing up to 30 pounds.
E. WORK ENVIRONMENT
The work environment described here is representative of those an employee encounters while
performing this job.
The incumbent typically works indoors in an air-conditioned office, with a mixture of natural,
incandescent and fluorescent light. Typical noise levels are muted by acoustic ceilings, carpet
and sound-deadening wall panels.
F. EDUCATION AND EXPERIENCE
This position requires a combination of education and experience reflecting possession of the
required knowledge, skills, and abilities. A typical combination would include possession of an
associate’s degree or its equivalent, AND three years of progressively responsible clerical
experience, including at least one year of clerical experience in a centralized personnel office
performing recruitment and selection work that requires data compilation/entry, preparing and
processing confidential personnel forms, reports, correspondence and information and
maintaining confidential materials.
G. OTHER CHARACTERISTICS
1. May be required to possess a valid California Class C driver license at the time and for the
duration of appointment.
2. Willingness and ability to work scheduled and emergency overtime, weekends and evenings;
attend meetings, training and seminars during work and non-work hours.
3. Work outdoors in all weather conditions.
4. U.S. Customs requires each employee to complete and pass a 5-year employment history
verification prior to being considered for this position.
CLASS CODE: 10661
STANDARD HOURS-DAY/WEEK: 7.5/Day-37.5/Week
JOB CLASS/REP UNIT: Classified/D
FLSA: Non-exempt
Classification Created: (Port Ordinance) December 20, 2005 (3886)
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