Human Resources Administrative Assistant I/II

Ideal Candidate

The ideal candidate will possess hands-on experience administering ADP Workforce Now and NEOGOV recruitment and onboarding systems, demonstrate strong technical proficiency with HRIS and electronic records management, and have experience supporting recruitment, onboarding, payroll, benefits, leave administration, and compliance functions in a public-sector or court environment. This individual exercises exceptional discretion, maintains confidentiality, and provides outstanding customer service while managing multiple priorities in a Human Resources Department environment.

This Human Resources Administrative Assistant opportunity is designated to serve the Court from the on-site Human Resources Department, located at 1000 Main Street, Woodland, CA 95695. Court hours of operation are 8:00 a.m. to 5:00 p.m., Monday through Friday.
Position Summary

The Human Resources Administrative Assistant I/II performs a wide variety of confidential administrative, technical, and customer service functions in support of Human Resources operations, including recruitment, onboarding, HRIS administration, employee records, payroll and benefits support, leave administration, compliance tracking, and departmental operations.  This position is non-exempt from the Fair Labor Standards Act, confidential, and at-will. 

Supervision Received and Exercised

Receives general direction from the Human Resources Manager or designee. No direct supervision exercised. 

Distinguishing Characteristics

HR Administrative Assistant I is the entry-level classification in the series. Incumbents work under close supervision and perform basic to intermediate assignments, gaining knowledge, skills, and experience while assuming increasing levels of responsibility. Work is reviewed regularly to ensure accuracy and compliance with established procedures.

HR Administrative Assistant II is the advanced level classification in the series. Incumbents work under limited supervision and perform moderate to advanced complexity work. Work is periodically reviewed. Essential Duties include, but are not limited to:

• Provide service that supports the Court’s goal of fair and equal access to justice.
• Support Human Resources functions by performing routine clerical and administrative tasks.
• Provide professional customer service to employees, applicants, judicial officers, vendors, and the public. 
• Greet and assist visitors and callers, respond to routine inquiries, and direct individuals to the appropriate staff member or resource. Coordinate recruitment activities including postings, applicant tracking, scheduling, and onboarding. Support benefits, workers' compensation, leave administration, and payroll processes. 
• Maintain and process Human Resources documents and records using manual and electronic document management systems; perform scanning, filing, copying, faxing, mail distribution, and correspondence preparation activities. Assist with preparing agendas, reports, and materials for various meetings and trainings.

Perform other related work as required. Essential duties may vary based on Court workload changes and demands. Reasonable accommodation will be made when requested and determined by the Court to be appropriate under applicable law.

Educational and Work Experience Requirements

Any combination of education and experience that could likely provide required knowledge, skills, and abilities may be considered qualifying.   A typical way to obtain knowledge, skills, and abilities would be:

Education: Equivalent to an associate degree, preferably with major coursework in personnel management, human resources, public administration, business, or a closely related field.  

Experience: Professional experience in performing administrative support for human resources, government, or public administration. 

HR Administrative Assistant I:  Requires a minimum of one (1) year of professional experience

HR Administrative Assistant II: Requires two to five (2-5) years of professional experience that includes at least two (2) years in a court environment

DESIRABLE EXPERIENCE

Experience in one or more of the following areas is highly desirable:

• Human Resources administration in a public sector, court, governmental, or similarly regulated environment.
• Experience using ADP Workforce Now for employee lifecycle transactions, payroll processing, benefits administration, time and attendance, personnel actions, and HR data maintenance.
• Experience utilizing NEOGOV Insight, GovernmentJobs.com, and Onboard modules for recruitment, applicant tracking, candidate communications, and onboarding,

Educational/Experience Substitution:

Two (2) years of increasingly responsible clerical, secretarial, or administrative support work in a Human Resources Department environment or equivalent administrative assistant functions may be substituted for the education requirement.

Driver’s License:  Possession of a valid California driver’s license may be required.

Knowledge:

Correct usage of English grammar, spelling, punctuation, and professional writing principles and standards. Clerical, administrative, and basic financial practices, including mathematical calculations and data and records management. Proficiency in the use of computers and Microsoft 365 applications.

Skills and Abilities: 

• Provide exceptional customer service and support to internal and external customers.

• Establish and maintain effective working relationships with employees, applicants, departments, and the public.
• Demonstrate a high degree of integrity, professionalism, discretion, and confidentiality in handling sensitive information.
• Organize, maintain, and manage confidential data, records, and files with accuracy and attention to detail.
• Communicate effectively, both orally and in writing, with individuals at all organizational levels.
• Work collaboratively and contribute positively to a team-oriented environment.
• Receive, interpret, and follow oral and written instructions accurately and effectively.
• Perform assigned duties with accuracy, attention to detail, and sound independent judgment.
• Effectively manage time by organizing, prioritizing, and coordinating multiple assignments, deadlines, and work activities.

Physical Requirements & Work Environment

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is frequently required to use dexterity and coordination utilizing hands to finger, handle, or feel objects, use a computer keyboard, view a computer monitor, handle files, single pieces of paper, stacks of papers, and reference and other materials; reach with hands and arms; and stoop and kneel.  Hearing and speaking are needed to listen effectively and to talk with individuals in person and by phone.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The employee is frequently required to sit, stand, and move from place to place within the office.   The employee is occasionally required to lift and/or move objects weighing up to twenty-five (25) pounds and reach for items above and below desk level.  Lifting objects weighing more than twenty-five (25) pounds will require team lifting.  The noise and traffic level in the work environment may be like a busy business office.

Normal business hours: 8:00 a.m. to 5:00 p.m., Monday through Friday.  Overtime may occur occasionally.

The employee is expected to adhere to all court policies.

RECRUITMENT PROCESS

Applications will be reviewed as they are received, and qualified candidates may be interviewed on a rolling basis until the position is filled.

To be considered for this opportunity, candidates must submit a fully completed application, along with the required resume and cover letter.

After submitting your application, all subsequent communications will be via email. Please provide a valid email address on your application and add HR@yolo.courts.ca.gov and info@governmentjobs.com to your email address book to ensure delivery of emails.
 
Human Resources will review completed applications.  Applicants who are successful in the application-screening phase may be contacted for an examination and/or structured oral interview. 

E-Verify: Yolo Superior Court 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.

Reference checks are required. Background checks and a drug screen are required after a job offer has been extended.  At the time of appointment to a position, candidates are required to execute an oath of allegiance to the United States and the State of California.
 
For more information, contact a Human Resources representative at 530-406-6881.