Human Resources/Risk Management Intern

Definition
Under direct supervision, assists assigned staff and management with a variety of specialized and confidential clerical and administrative support activities related to departmental programs, activities, and functions.

Supervision Received and Exercised
Receives direct supervision from assigned management and supervisory personnel. Exercises no direct supervision over staff.

Class Characteristics
This classification is used to provide college students an opportunity to gain hands-on experience in a professional setting while pursuing a degree in human resources management, public or business administration, or a related field. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise. Since this class operates in a learning capacity, interns may have only limited or no directly related work experience. Examples of Typical Job Functions (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs a variety of clerical and administrative departmental duties as assigned, which may include but not be limited to answering incoming phone calls, providing first line customer service support; referring inquiries, requests, and issues to appropriate staff; scheduling interviews, testing, and pre-employment screenings for employment candidates; reviewing status of new hire orientation packets prior to employment; inputting new employee information into automated payroll system; opening, sorting, and distributing departmental mail; ordering, stocking, and distributing supplies; and preparation of written correspondence, reports, flyers, and presentations.
• Assists professional staff with research, compilation, and analysis of data for a variety of human resources and risk management task, projects, and reports, including but not limited to the reconciliation or preparation of personnel action forms, employee and retiree benefit deductions and payments, classification and compensation studies and updates, and liability and workers compensation claims and expenditures.
• Assists professional staff with presentations at employee meetings and trainings.
• Inputs data into databases and maintains record keeping and filing systems.
• Responds to internal departments regarding departmental programs and projects.
• Organizes, archives, copies, maintains, and retrieves records, documents, reports, and files.
• Observes and complies with City and mandated safety rules, regulations, and protocols.
  • Performs other duties as assigned.

Qualifications

Knowledge of:

• Basic principles and practices of public sector human resources and risk management functions.
• Basic benefit program principles and practices, including claims processing, benefits reporting and insurance/benefit plan recordkeeping.
• Standard employee benefit plans, coverages, and insurance recordkeeping requirements.
• Methods and techniques of conducting initial screening on candidate applications.
• Methods and techniques of conducting employee orientation sessions.
• City personnel rules, policies and labor contract provisions.
• Operations and requirements of the Citys HRIS and risk management systems.
• Applicable Federal, State and local laws, regulatory codes, ordinances and procedures relevant to assigned areas of responsibility.
• Basic principles of record keeping.
• Business arithmetic and basic statistical techniques.
• Observes and complies with City and mandated safety rules, regulations and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Provide technical and administrative support to the Citys human resources and risk management systems and programs.
• Review human resources documents for completeness and accuracy.
• Assist in multiple tasks within the recruitment, testing, and selection process.
• Review and reconcile employee benefit records.
• Perform detailed human resources office support work accurately.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Develop, organize, and maintain accurate reports and complex filing systems.
• Understand and apply a wide variety of human resources and risk management regulations, policies, and procedures.
• Maintain confidentiality of sensitive personal information of employees, former employees, and other matters affecting City employee relations.
• Interpret, apply, and explain applicable federal, state, and local codes, regulations, policies, technical processes, and procedures.
• Enter data into a computer system and prepare written materials with enough speed and accuracy to perform the work.
• Make accurate mathematical calculations.
• Handle disputes and complaints in a calm and tactful manner.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner, organize own work, set priorities, and meet critical time deadlines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:
Concurrent enrollment in an undergraduate or graduate program in human resources management, public or business administration, or a related field at an accredited college or university.

Experience:
None.

Licenses and Certifications:

• None.

Physical Demands
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Environmental Conditions
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

E-Verify : The City of El Monte is an E-Verify employer. E-Verify is an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.