Human Resources Assistant

Position Closes 09-15-26

Job Title: Human Resources Assistant 

Department: Human Resources 

Supervisor: HR/Risk Manager 

FLSA Status: Non-Exempt 

Grade: 25 (2026)

Union Code: N/A

Job Summary

Under the supervision of the HR/Risk Manager, the HR Assistant is responsible for HR administrative and customer support for internal and external customers which includes employees, applicants, and the general public; troubleshoots general HR questions; maintains personnel files; and performs a variety of administrative duties in the functional Human Resource areas. The position requires the ability to utilize information technology, work independently, exercise judgment and initiative, and maintain confidentiality.

Minimum Qualifications

• High School Diploma or equivalent.
• Two (2) years of administrative support experience, equivalent combinations of education and experience may be considered.
• Knowledge of office practices and procedures to include: Microsoft Office applications, Human Resources Information Systems (HRIS) or similar database systems and common office equipment.

Preferred Qualifications

• Associates degree in Human Resources, Business Administration or related field.
• SHRM-Certified Professional (SHRM-CP).
• Bilingual or multilingual communication skills.
• Experience in municipal government.

Major Duties (Essential Function)

1. Recruiting and Staffing
   • Assist in recruiting efforts by preparing job postings, advertising, scheduling and coordinating interviews, conducting reference checks and background screenings, and onboarding activities.
2. Benefits
   • Maintain working knowledge of benefit offerings to assist with employee questions and concerns.
   • Assist with open enrollment and benefit enrollment or status changes.
3. Compensation
   • Assist with maintaining salary schedules, compensation records and market wage data.
4. Employee and Labor Relations
   • Perform customer service functions by answering employee requests and questions regarding benefits, applicable policies, procedures, collective bargaining agreements and employment laws.
   • Maintain a working knowledge of labor contracts and update seniority listings.
5. Compliance and Risk Management
   • Create and maintain personnel files for all full-time, part-time, and seasonal employees. Ensure all appropriate documentation is obtained, maintained, retained, and appropriately destroyed.
   • Maintain working knowledge of employee forms, HR processes, personnel policies, employee classifications, compensation, insurance providers, and departmental/administrative policies and procedures.
   • Maintain DOT Drug and Alcohol file including employee information records, random drug test results, and billing. Schedule random/post-accident and alcohol testing.
   • Maintain file of driver’s license and insurance certificates for employees who drive City vehicles and/or personal vehicles for City business.
   • Maintain compliance with required labor posters in each department.
   • Submit new hire information to the South Dakota Department of Labor.
   • Assist with workers' compensation reporting and claim administration; serve as backup to the HR/Risk Manager as needed.
6. HRIS and Payroll
   • Maintain employee records within the HRIS and payroll systems to include wage adjustments/verifications, status changes, and other required documents through payroll to ensure accurate record keeping.
7. Administrative Support
   • Serve as back-up receptionist for City Administration office.
   • Create and distribute various correspondence, reports, agendas, minutes, forms, statistical records, and other confidential or non-confidential materials.
   • Utilize appropriate technologies to schedule appointments and arrange conferences/teleconferences and meetings.
   • Assist in establishing and reviewing methods and systems for the maintenance, handling, and distribution of departmental information and records.
   • Assist in the administration of the annual departmental budget; complete and process invoices and vouchers, allocate receipts and expenditures to various accounts, and maintain departmental expense funds.
   • Coordinate the logistics for various training functions. Assist with training as necessary.
   • Maintain assigned Human Resources information on the City's website.

Marginal Duties

• Attend training, seminars and workshops as deemed necessary.
• Perform all duties in compliance with safety standards and policies established by the City.
• Perform other job-related duties as deemed necessary and additional duties, tasks, or responsibilities as assigned.

Physical Demands/Work Environment (Essential Function)

• Prolonged periods of sitting while working at a computer and performing administrative tasks. 
• Frequent use of hands and fingers to operate a computer keyboard, mouse, calculator, telephone, and other standard office equipment. 
• Ability to communicate effectively in person, by telephone, and through written and electronic correspondence. 
• Frequent viewing of computer screens and printed documents. 
• Ability to stand, walk, bend, stoop, reach, and occasionally kneel while performing office duties. 
• Ability to retrieve, file, and organize documents in file cabinets and storage areas. 
• Ability to occasionally lift, carry, push, or pull office supplies, files, and equipment weighing up to 25 pounds. 
• Ability to move throughout the office to attend meetings, assist employees, and perform departmental functions. 
• Ability to maintain regular and reliable attendance and work a standard business schedule, with occasional overtime as needed. 

Mental Complexity/Interpersonal Contacts (Essential Function)

• Exercise sound judgment and maintain confidentiality when handling sensitive employee information. 
• Analyze information, solve routine problems, and make decisions in accordance with established policies and procedures. 
• Prioritize and manage multiple tasks while meeting deadlines in a fast-paced environment. 
• Maintain attention to detail and accuracy when preparing documents, maintaining records, and entering data. 
• Read, interpret, and apply policies, procedures, regulations, and employment-related documentation. 
• Organize work efficiently and adapt to changing priorities and business needs. 
• Maintain concentration and productivity despite frequent interruptions. 
• Communicate clearly and professionally, both verbally and in writing.
• Interact professionally, courteously, and respectfully with employees and the public.
• Support a positive, inclusive, and respectful workplace environment.
• Represent the Human Resources department in a courteous and professional manner.

Pre-employment Screening

Pre-employment screening may include, but are not limited to, the following: references, criminal background, credit history, drug and alcohol screening, medical history questionnaire, and pre-employment physical. 

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job‐related tasks other than those specifically presented in this description.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.