Human Resources Assistant

The Human Resources (HR) Assistant provides administrative support to the Milwaukee Public Library’s (MPL) HR staff by performing payroll functions, maintaining confidential records, and executing personnel transactions in the HR management system.

Essential Functions

HR and Payroll Administrative Duties:

• Review and approve timecard entries for all MPL employees.
• Process payroll forms such as sick leave, bereavement and jury duty.
• Maintain employee personnel records, absence analysis calendars, and leave balances.
• Process and enter time owed and allowed, dollars, and hour adjustments; calculate pay rates per the City’s Salary Ordinance.
• Enter all personnel actions into the human capital management system and audit entries to ensure the data entered is accurate, reliable, and compliant with the City Services Rules, Salary Ordinance, and payroll procedures.
• Compute annual vacation eligibility and seniority lists based on service credit.
• Process paperwork for employee injury claims, maintain the Occupational Safety and Health Administration (OSHA) log, and compile quarterly and yearly reports.
• Assist the Library HR administrator and HR Representative by compiling special data and reports.
• Monitor Positions Ordinance, Salary Ordinance, and other city records.
• Assist with onboarding new employees, including creating orientation folders and personnel files and conducting onboarding and payroll training.
• Manage administrative tasks related to separations, including resignation forms and separation checklists.
• Provide training to staff and managers on payroll practices.
• Participate in various HR projects, including assisting in HR programs and events.

 Records Maintenance:

• Maintain supporting documentation and files, including personnel and payroll files, history cards, and location cards.
• Manage biweekly Action Sheet reports of all personnel changes, including separations, hires, promotions, address changes, etc.
• Manage a roster of probationary reviews, following up with managers as needed.
• Monitor unpaid leaves and update years of service date.
• Maintain payroll manuals for employees and managers.

Customer Service:

• Monitor all messages sent to the Library Payroll group and respond to messages within 24 hours, including inquiries on policies, procedures, benefits, and payroll topics.
• Determine payroll-related benefits for employees considering retirement, resignation, or other employment separations and prepare required documentation.
• Respond to telephone and written requests for employment and income verification and unemployment requests.
• Function as liaison with the City's Pension Office in regard to employee enrollment in the system and provide information to calculate the final average salary.
• Respond to questions and requests for information from other City departments.
• Refer complex and sensitive questions and matters to the library HR Administrator or Representative.

We welcome qualified individuals with disabilities who are interested in employment and will make reasonable accommodations during the hiring process in accordance with the Americans with Disabilities Act (ADA) of 1990, as amended by the Americans with Disabilities Act Amendments Act (ADAAA) of 2008.

Minimum Requirements

1. Associate degree in human resources management, business management, or a related field from an accredited college or university.
2. Two years of experience providing programmatic support to human resources or comparable business functions such as payroll, employee relations, benefits, or leave administration.

 Equivalent combinations of education and experience may be considered.

 NOTICE: Please do not attach your academic transcripts to your employment application. The hiring department will verify candidates’ education as part of the background screening process prior to extending any job offers.

Knowledge, Skills, Abilities & Other Characteristics

Technical:

• Ability to make accurate calculations.
• Knowledge of mathematics and calculations related to complex payroll functions.
• Analytical skills to gather, research, and review information to determine trends and offer solutions.
• Customer service skills to assist employees and managers with inquiries and problems.
• Ability to read, interpret, and write reports.
• Intermediate to advanced skill in using standard computer applications such as Microsoft Word, Outlook, and Excel, including importing and exporting information and performing queries.
• Knowledge of administrative support methods, systems, and terminology.
• Ability to learn and effectively perform accurate data entry in a human capital management (HCM) system, currently Oracle’s Human Resources Management System (HRMS), soon to be Workday.

Communication/Interpersonal:

• Excellent communication skills, positive attitude, and professional demeanor.
• Written communication skills to prepare clear and concise business correspondence and reports.
• Knowledge of English language, including grammatical and punctuation conventions.
• Ability to build effective working relationships with managers, fellow staff, and city contacts.
• Ability to work cooperatively and fairly with people whose backgrounds may differ from one’s own.

 Critical Thinking/Professionalism:

• Ability to exercise effective judgment, discretion, and tact.
• Honesty, integrity, and the ability to maintain complete confidentiality.
• Ability to handle multiple priorities and to work within tight time constraints.
• Ability to organize workflow to meet organizational demands.
• Ability to perform work with a high degree of accuracy.
• High degree of initiative and dedication to process improvement.
• Ability to work independently and function as part of a team.
• Ability to serve as an effective steward of City resources.

Current Salary

The starting salary (5JN) is $62,229-$75,045 annually, and the resident incentive starting salary for City of Milwaukee residents is $64,096-$77,296 annually. Appointment above the minimum is possible based upon level of experience and other qualifications and is subject to approval.  

BENEFITS

The City of Milwaukee provides a comprehensive benefit program that includes the following:

• Wisconsin Retirement System (WRS) Defined Benefit Pension Plan
• 457 Deferred Compensation Plan
• Health and Dental Insurance
• Paid Parental Leave
• Comprehensive Wellness Program
• Onsite Clinic Services
• Onsite Employee Assistance Program
• Alternative Work Schedules
• Long Term Disability Insurance
• Group Life Insurance
• Tuition Benefits
• Paid Vacation
• 12 Paid Holidays
• Paid Sick Leave and other paid leave
• Flexible Spending Arrangement
• Commuter Value Pass

 For full details of the benefits offered by the City of Milwaukee, please visit https://city.milwaukee.gov/der/benefits.

The City of Milwaukee is proud to employ a diverse workforce that is committed to providing exemplary service to the City’s residents. If you have a passion for being a part of an inclusive team of public servants, please consider the following opportunity.