Join the City of SeaTac as a Human Resources Associate and make an impact by supporting programs that enhance employee engagement, wellness, and organizational success. Under the direction of the Human Resources Director, you’ll provide analytical and technical expertise across a wide range of HR functions, including benefits administration, HRIS management, performance reviews, and employee recognition programs.

At SeaTac, our work is guided by five core values:

Accountability, Collaboration, Trustworthiness, Social Responsibility, and Emotional Intelligence.

As a Human Resources Associate, you’ll help ensure these values are reflected in every aspect of our employee experience.

All Responsibilities Listed Are Considered Essential Job Responsibilities.

Office Management

Provide confidential and administrative support to the Human Resources department. Provide, as requested and practical, administrative assistance to the HR Director and HR team members.
Review and process invoices for payment ensuring that financial transactions for the Department are processed timely and accurately, create and/or edit travel vouchers and other transactions as needed, ensuring completeness and compliance with established policies and procedures, and authorization.
Track and report and account balances to support proper and accurate budget monitoring and tracking for the HR department. Compile requested information from various records to assist the Director in preparing the annual department budget.
Ensure gift cards used in various HR programs are purchased, tracked and regularly inventoried. Regularly send signed tax forms to Payroll when employees receive gift cards.
Maintain the department’s office supplies and equipment inventory. Order items as needed ensuring expenses align with the annual budget. Ensure Labor Law posters are ordered, and that annually, or more frequently, updated posters are displayed in appropriate City locations. Make recommendations to the HR Director for budget amounts needed for office supplies, labor law posters and office equipment.
Serve as the HR Department liaison for records management; receive, assign, and report on all public records requests for the human resources department. Work with the Public Records staff to archive and destroy documents in accordance with laws, regulations and City policies and procedures.

Employee Information Management

Process personnel actions as assigned; maintain and update human resources/payroll information. Perform HRIS data entry changes, align entry into HRIS with appropriate payroll cutoff date for timely processing. Create and maintain position control numbers to identify and assign positions to specific departments. Partner and strategize with payroll and finance to ensure information is obtained to process salary and budget information accurately.
verify and notify department management of employees’ license/certification renewals
Maintain the department filing systems including employee human resources files, I-9s, human resources program files, reports and processes as assigned.

Labor Relations Support

Attend and take notes for the City at collective bargaining negotiation sessions and, if requested, Labor Management Sessions. Transcribe notes to support tracking of discussions and decision.
Prepare updated and/or edited versions of labor agreements.
Maintain official records of collective bargaining agreements, memorandums of understanding, and other agreements between the City and the Union.

Employee Performance Review Program Oversight

Monitor and oversee the employee performance review process. Ensure related payroll changes (step increases and performance review date changes) are entered into the citywide HRIS system accurately and on a timely basis, run and review various reports, and. provide notification to supervisors of performance review due dates that are past due, Monitor overdue performance reviews and/or step increases for City employees.

Benefits Administration

Coordinate, maintain and educate employees on the City’s employee benefit programs, including health, life, and long-term disability insurance, flexible spending accounts, and pension programs. Administer and audit the City’s annual open enrollment process. Organize and schedule employee communication and informational meetings related to the City’s benefit programs.
Help employees understand available benefit programs by answering general questions, answering enrollment questions, leading the annual Open Enrollment process, etc. Assist employees as requested in completing benefits enrollment or change forms. Audit and complete employment documents, ensure compliance with legal hiring and separation requirements. Perform monthly audits of benefit enrollments, changes, separations, etc.to ensure all information is appropriately conveyed to vendors. Assist in preparing new hire packets and with payroll data input as requested.
Serve as LEOFF 1 Disability Board Secretary. Prepare all LEOFF Board reimbursements according to LEOFF Board policy and procedures ensuring timely and accurate reimbursements. Maintain monthly and YTD records on amounts reimbursed to LEOFF 1 members as well as amounts paid on behalf of LEOFF 1 members for audit purposes. Schedule Board meetings as needed. Distribute and retain all Board election nominations and ballots. Update Medicare premium reimbursements annually to align with changes to Medicare premiums.

City HR Program Management

Oversee the City’s drug testing program for commercial driver’s license (CDL) holders. Notify managers of employees randomly selected for testing; work with medical clinic to coordinate the medical visit, receive written evaluation and clearance. Maintain confidentiality of medical records and testing information.
Coordinate the City’s Wellness program. Serve as the HR liaison to the committee, monitor, track and report on the program budget, estimate costs of events, create campaigns and manage activities. Communicate events and ensure all city communication materials related to the program are kept current and refreshed as needed
Coordinate the City’s Employee Recognition program. Serve as the HR liaison to the Recognition committee, monitor, track and report on the program budget, estimate costs of events, create campaigns and manage activities. Compile data to determine award levels for employee recognition. Communicate activities and events, ensure informational and promotional materials are kept current and refreshed as needed.
Coordinate the employee Commute Trip Reduction program. Maintain compliance with program policies and regulations; maintain reports/records; order vouchers/incentives used in the program. Conduct and report on required surveys. Regularly communicate and promote the CTR program to City employees. Ensure communication materials are current, relevant and refreshed as appropriate.

To view the entire list of representative duties, please click here.

Graduation from high school or equivalent. An Associate of Arts degree is preferred.
A minimum of three (3) years of administrative office experience that includes maintaining information in a digital database as well as paper files.
A minimum of one (1) year of experience working in Human Resources is required.

OR

A combination of education, training and experience that provides the candidate with the knowledge, skills, and abilities to perform the job.

Knowledge Of

General knowledge of Human Resources laws, methodologies, and practices
Financial and statistical record-keeping techniques
Municipal government organization, functions, and services
Budget monitoring and control techniques
Proper office and telephone etiquette and techniques

Skilled In

Providing quality customer service to internal/external customers
Highly effective communication skills, both oral and written. Administrative support techniques such as preparing packets of information, developing PowerPoint presentations, calendaring and scheduling meetings, preparing and editing Word documents and Excel spreadsheets from verbal or written instructions.
Data entry, maintaining accurate and complete records and generating reports
Monitoring and maintaining budgets and other financial records using good basic math skills
Planning and organizing work to consistently meet timelines/deadlines
Cultivating professional relationships

Ability To

Maintain confidentiality of all work information and products encountered on a daily basis.
Maintain Human Resource/Payroll database software management systems
Apply and explain human resources and City policies, procedures, rules and regulations
Work independently with minimal supervision
Effectively handle several tasks simultaneously while maintaining accuracy and attention to detail in an environment with frequent interruptions
Accurately maintain records and filing systems
A satisfactory three-year driving abstract record, submitted prior to hire.

City of SeaTac

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Human Resource Associate