Position: Human Resources Assistant
Location: Library Headquarters, Anne Arundel County Public Library
Originally posted on the Maryland Library Association listserv.
Overall Position Purpose: Paraprofessional work providing assistance to the Staff Development Coordinator in administering the Library’s training program and staff development. Responsibilities also extend to administrative work of the Library’s Human Resources Office, such as developing records of staff training; entering and maintaining records and changes in the HR/Payroll system (ADP); and generating and running reports from this system.
Minimum Qualifications: Graduation from high school or equivalency program, plus proficiency in Office 365 with intermediate level skills in Outlook and Excel as well as one year of work experience utilizing these skills; or an equivalent combination of experience and training that has provided the knowledge, abilities and skills listed below.
Essential Duties: Examples are illustrative of this class of work; they are not intended to include all of the essential duties of all positions in this class. Certain conditions, e.g. economic constraints, staffing patterns, changes in system/branch goals and objectives, etc., may necessitate changes to the duties described in this job description.
A. Staff Development
- Assists in coordination of certification programs for all staff
- Responds to developmental leave requests according to established guidelines
- Monitors, tracks, and maintains files and documentation required by the certification regulations including the ADP database
- Uses staff intranet to promote training opportunities and organize learning resources
- Runs reports and monitors staff training requirements
- Maintains training registrations, including attendance records and Certified Educational Units (CEUs)
- Maintains records and distributes service recognition documents
B. Human Resources Support
- Assists in revising HR/Staff Development/Training manuals for competencies
- Serves as backup to the HR Specialist I on certain functions of ADP
- Performs routine administrative support functions such as copying, filing, mail distribution
- Responds to requests for various Family Medical Leave forms
- Generates notices to supervisors of performance evaluation due dates
- Coordinates receiving, recording and approvals of performance evaluations by the appropriate authorities
- Copies, distributes and files finalized performance evaluations
- Assists in obtaining references for new hires
C. Other Duties as Assigned
- Performs tasks and duties which may not be specifically listed in the position description, but which are within the general occupational category and responsibility level typically associated with the employee’s class of work.
D. Work Effectiveness Skills
- Consistently meets the standards of the work effectiveness skills required for this position.
Accountabilities: Include, but are not limited to the following:
1. Meets system objectives for training and staff development.
2. Meets personal development objectives as established with supervisor.
3. Maintains good working relations with administration, branch, and system staff.
4. Performs work in keeping with standards of the library and training professions and the policies and procedures of the Library System.
1. Physical Demands: Job involves a considerable amount of movement and activity. Work routinely involves lifting or handling material weighing up to 15 lbs., using computers, travelling to training programs, and transporting training equipment and supplies
2. Emotional Demands: Some stress related to public contact. Some pressure related to sustained periods of high-volume activity and multiple deadlines.
3. Social Environment: Always people to talk to/work with.
4. Physical Environment: Typical office/library environment. Some fluctuations in building temperature related to HVAC problems can cause some periods of uncomfortable heat or cold. May experience elevated noise levels during programs and peak time periods.
5. Mental Demands: This is administrative level support work requiring the exercise of initiative, judgment, and discretion. Work is performed with minimal supervision and allows for significant discretion and variance in work routine. Advice and assistance are normally available.
Knowledge, Skills and Abilities
1. Ability to learn operations of the HR database software related to the entry and maintenance of training and certification records.
2. Proficiency in using Office 365 with intermediate level skills in Outlook and Excel.
3. Ability to handle confidential matters with discretion.
4. Ability to communicate clearly and professionally in person, on the phone, and in writing.
5. Ability to organize, plan, and execute work and to set and reach goals with minimal direct supervision.
6. Ability to organize work and handle multiple tasks at the same time.
7. Ability to work calmly and effectively under pressure.
8. Knowledge and skills necessary to work effectively as part of a team toward the achievement of common goals and objectives.
9. Knowledge of standard public library resources (including those in electronic formats),
services, techniques, principles and practices.
10. Basic knowledge of and ability to use computers in the performance of job responsibilities.