Job Details
Human Resources Assistant
2026-01-26 City of Arcadia, CA Arcadia,CA
Description:
Note Regarding Salary: Newly hired candidates typically start at the first step of the salary range (Step A); however, a higher step within the salary range may be negotiated based on the candidate's qualifications, experience, and skillset.
RECRUITMENT PROCESS AND IMPORTANT DATESApplication Submission Deadline:Application filing period will close at 11:59 PM on Monday, January 26, 2026. First 100 applications will be considered for priority review.
Practical/in-Basket Test (Pass/Fai) and Qualifications Appraisal Interviews (100%):Wednesday, February 4, 2026 (Tentative).
DEFINITION
Under general supervision, to perform a variety of highly responsible, specialized, technical/clerical, secretarial, or administrative duties in support of the Human Resources Department, including Employee Benefits, Classification and Compensation, Employee Relations, Performance Management, Recruitment and Selection, Workers' Compensation, and Risk Management; to provide word processing and data entry support; to assist in planning, organizing, and coordinating support activities, operations, and functions; to perform responsible, confidential and complex administrative and secretarial duties; and to provide information and assistance to staff and the general public.
DISTINGUISHING CHARACTERISTICS
Positions at this level perform specialized clerical tasks pertaining to personnel and/or risk management programs. The Human Resources Assistant performs the full range of duties as assigned, working independently and exercising judgement and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.
Examples of Duties
SUPERVISION EXERCISED
Does not exercise direct/formal supervision over lower level staff.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Provide administrative and clerical assistance in all functional areas of Human Resources and serve as a resource for employees and the public related to Employee Benefits, Classification and Compensation, Employee Relations, Performance Management, Recruitment and Selection, Workers' Compensation, and Risk Management.
Ensure and maintain confidentiality and discretion of information related to Human Resources, including personnel files, personnel actions, records, and other such items.
Serve as primary contact for internal and external customers, both in person and by phone, regarding department and program policies, procedures, objectives, and functions; answer questions and provide information where judgment, knowledge and interpretations are utilized, especially in the proper handling of confidential information or files; resolve complaints; refer customers to appropriate source as necessary.
Perform a wide variety of clerical work including maintaining records, verifying accuracy of information, and recording information.
Provide information and forms to staff and the public; collect and process appropriate information; apply departmental and program policies and procedures in determining completeness of applications, records and files.
Type, proofread and word process a variety of documents including general correspondence, agendas, reports, newsletters, and memoranda.
Assist in the development of forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of information.
Receive, open, review, sort, date stamp, and distribute office mail; review correspondence directed to assigned staff; prepare written responses as directed.
Maintain detailed calendar of department activities; arrange interviews, appointments, schedules, conferences, travel arrangements, and itineraries.
Take and transcribe minutes at regular and special meetings and designated committees; prepare meeting packets for distribution; represent the assigned department in meetings and groups as assigned.
Maintain and account for limited office funds including petty cash fund.
Interpret regulations, policies, and procedures; make decisions involving independent judgment and requiring specialized knowledge of technical practices and precedents; analyze situations and make appropriate decisions without immediate supervision.
Collect and compile material for review and analysis; provide recommendations for changes in programs, policy, or procedures to improve efficiency and cost effectiveness of operations; coordinate consultation, information exchange, and necessary clearances and/or approvals.
Participate and assist in the administration of the Human Resources Department; supervise, organize, and manage all activities associated with the office; recommend procedural changes affecting support activities; recommend improvements in workflow, procedures, and use of equipment and forms.
Relieve Human Resources staff of a variety of administrative details, including during employer/employee matters and labor negotiations; independently respond to routine letters and general correspondence; compose and prepare letters, memoranda, and reports pertaining to standard policies.
Assist in the preparation and monitoring of assigned budgets including to secure purchase orders, process invoices, monitor account balances, perform account transfers, compile annual budget requests, recommending expenditure requests for designated accounts, and monitoring approved budget accounts; as assigned, review the financial condition of assigned programs and recommend and initiate corrective action to ensure financial integrity.
Organize the flow of communication in an efficient and effective manner with City staff, news media, the general public, businesses, and other agencies.
Collect, compile, and analyze information from various sources on a variety of specialized topics related to Human Resources; write reports which present and interpret data, identify alternatives and make and justify recommendations.
Assist in a variety of department and program operations; coordinate, supervise, monitor, and participate in special projects, assignments and activities as assigned; maintain control files on matters in progress and expedite their completion; serve on committees as assigned.
Perform responsible and difficult Human Resources administrative work involving the use of independent judgment and personal initiative; perform varied and responsible duties to assist in the processing and completion of administrative operations for assigned staff.
Initiate and maintain a variety of files and records for information related to Human Resources and programs including financial, budget, personnel, operational and administrative records; maintain and update resource materials.
Operate office machines and equipment including word processors, printers, copiers, calculators, and fax machines; routinely use a full range of word processing and spreadsheet computer software applications.
Order, receive, inventory, store, and distribute supplies, forms, and related items; prepare purchase orders; contact vendors and suppliers as needed; maintain related records.
Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase professional knowledge.
OTHER JOB RELATED DUTIES
Perform related duties and responsibilities as assigned.
JOB RELATED AND ESSENTIAL QUALIFICATIONS
Knowledge of:
Standard office procedures, methods and computer equipment.
English usage, spelling, vocabulary, grammar and punctuation.
Principles and procedures of record keeping.
Basic word processing methods, techniques and programs.
Basic mathematical principles.
Numerical, alphabetical, and subject matter filing systems.
Principles and practices used in dealing with the public.
Principles and practices of basic fiscal, statistical, and administrative data collection and report preparation.
Modern office procedures, methods, and equipment including computer equipment and applicable software programs.
Principles and practices of business letter writing.
Word processing methods, techniques, and programs including spreadsheet and data base applications.
Practices used in minute taking and preparation.
Ability to:
Learn, interpret, and apply pertinent Federal, State, and local laws, codes, and regulations including administrative and departmental policies an procedures.
Learn the procedures and functions of assigned position.
Work under supervision within a well-defined framework of standard policies and procedures.
Perform general clerical work including maintaining appropriate files and compiling information for reports
Understand the organization and operation of the assigned department, outside agencies, and the City necessary to assume assigned responsibilities.
Respond to questions from the public and City personnel regarding policies and procedures.
Plan and organize work to meet schedules and timelines.
Understand and follow oral and written instructions.
Communicate clearly and concisely, both orally and in writing.
Establish, maintain and foster positive and harmonious working relationships with those contacted in the course of work.
Work under limited supervision within a broad framework of standard policies and procedures.
Use independent judgment, initiative, and good human relations and problem solving skills in the application and follow through on decisions.
Work cooperatively with other departments, City officials and outside agencies.
Perform responsible and difficult administrative and secretarial work involving the use of independent judgment and personal initiative.
Analyze situations carefully and adopt effective courses of action.
Maintain confidential data and information.
Independently prepare correspondence, memoranda, and minutes of meetings.
Compile, tabulate, and analyze data and information and prepare summaries and reports.
Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
Minimum Qualifications
Minimum Qualifications:
Any combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential job duties of the position is qualifying. The incumbent will possess the most desirable combination of training, skills, and experience, as demonstrated in past and current employment history. A typical example includes:
Experience:
Three years of increasingly responsible clerical, administrative, secretarial, or related experience.
Training:
Equivalent to the completion of the twelfth grade supplemented by specialized course work in office practices, managment, or business administration.
Supplemental Information
Special Requirements:
Essential duties require the following physical skills and work environment:
Ability to work in a standard office environment.
Application:
A fully completed online application is required to be submitted. Incomplete, late, emailed, faxed and hard copy applications are not accepted. Resumes are not considered in lieu of the required online employment application. All certificates, resumes, cover letters, and other documents requested by the City for the position advertised, must be uploaded with your online application.
The Selection Process:
Those candidates who are determined to be best qualified based upon the information presented on the application materials will be invited to continue in the selection process which may include a qualifying written or performance evaluation and will include an interview. The City reserves the right to limit the number of interviews conducted. Candidates will be notified via e-mail or telephone if they qualify to move to the next step in the selection process. The interview score will determine ranking on the eligibility list and will remain in effect for one year.
Pre-employment background and medical examinations are additional requirements for hire. Failure on any part of the selection process will result in removal from the recruitment process.
Please Note: If you have a health or medical condition or a sincerely held religious belief that may require that the City provide you with an accommodation in either the selection process or the performance of your duties, please notify Human Resources in writing when you submit your application
01
INSTRUCTIONS: The information you provide on this online supplemental questionnaire will be evaluated to determine your eligibility to participate in next phase of the examination process. All questions must be answered. You are encouraged to respond as specifically and as completely as possible. Incomplete responses, false statements, omission of a material fact and partial information can result in disqualification. If any of the below questions are not applicable to you, please indicate "N/A" in the designated space.Please type your full name to indicate you have read and understood the instructions.
02
Why are you interested in the position of Human Resources Assistant with the City of Arcadia? Please limit your response to 150 words or less.
03
Describe your experience handling multiple assignments and explain how you stay on top of important deadlines. Please limit your response to 150 words or less.
Required Question
Salary : $58,008.00 - $72,420.00 Annually
Location : Arcadia CA 91007, CA
Job Type: Full-Time
Job Number: 26-02
Department: Human Resources Department
Opening Date: 01/19/2026
Closing Date: 1/26/2026 11:59 PM Pacific
Description
ABOUT ARCADIA
Nestled along the rolling foothills of the San Gabriel Mountains and Angeles National Forest, Arcadia is a charming, family-oriented community with a population of just over 57,000. Located only 13 miles east from downtown Los Angeles, regional transportation networks like the Metro Gold Line connect Arcadia as a premier residential, shopping, and entertainment destination in the San Gabriel Valley. Arcadia is known for its top-rated schools, iconic landmarks, and serene neighborhoods. Arcadia is an award-winning community having been twice named as the Best City in California in which to Raise Kids and has been recognized as a business-friendly City in Los Angeles County.
With many exciting new developments underway including the downtown revitalization around the Metro A Line Station, new hotels, affordable housing projects, and a thriving regional shopping mall, joined with the conveniences and amenities of a full-service, mid-size city, Arcadia's "Community of Homes" provides a quality of life that will go Above & Beyond your expectations.
ABOUT US
Our small, but dynamic Human Resources team is dedicated to helping employees and the public, creating strong connections, and evolving our workforce, all while having fun!
Our belief that people do their best work when they can be themselves allows us to bring our best self to work every day. We are a strong group of supportive professionals who are also gym-goers, bookworms, animal lovers, and foodies. Join our team of counter-intuitive thinkers, rule followers, risk managers, talent seekers, and developers of engagement. We are very proud to have cultivated an incredible work environment that is uniquely ours because we are uniquely ourselves!
The ideal candidate will be able to prioritize and multi-task with confidence and handle a variety of highly responsible administrative duties in support of the full range of Human Resources functions. In addition, since no two days are ever exactly the same, the ideal candidate must be able to understand and apply concepts to different situations. Attention to detail and strong interpersonal and communication skills are a must! Clerical experience in file management, invoice reconciliation, or onboarding/offboarding document processing is desired.
DESIRED QUALITIES:
- Highly detailed
- Takes initiative
- Collaborative and resourceful
- Contributes to the team and has fun!
- CalPERS retirement plan
- Three tier monthly benefit allowance of up to:
- $866 Employee only coverage
- $1,400 Employee +1 coverage
- $1,800 Family Coverage
- City paid Vision Plan for employee and family
- City paid Life Insurance, Accidental Death & Dismemberment, and Long-Term Disability
- Expected salary increase of:
- 5% effective 07/01/2026
- Tuition reimbursement/advancement upon the completion of probationary period
Note Regarding Salary: Newly hired candidates typically start at the first step of the salary range (Step A); however, a higher step within the salary range may be negotiated based on the candidate's qualifications, experience, and skillset.
RECRUITMENT PROCESS AND IMPORTANT DATESApplication Submission Deadline:Application filing period will close at 11:59 PM on Monday, January 26, 2026. First 100 applications will be considered for priority review.
Practical/in-Basket Test (Pass/Fai) and Qualifications Appraisal Interviews (100%):Wednesday, February 4, 2026 (Tentative).
DEFINITION
Under general supervision, to perform a variety of highly responsible, specialized, technical/clerical, secretarial, or administrative duties in support of the Human Resources Department, including Employee Benefits, Classification and Compensation, Employee Relations, Performance Management, Recruitment and Selection, Workers' Compensation, and Risk Management; to provide word processing and data entry support; to assist in planning, organizing, and coordinating support activities, operations, and functions; to perform responsible, confidential and complex administrative and secretarial duties; and to provide information and assistance to staff and the general public.
DISTINGUISHING CHARACTERISTICS
Positions at this level perform specialized clerical tasks pertaining to personnel and/or risk management programs. The Human Resources Assistant performs the full range of duties as assigned, working independently and exercising judgement and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.
Examples of Duties
SUPERVISION EXERCISED
Does not exercise direct/formal supervision over lower level staff.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Provide administrative and clerical assistance in all functional areas of Human Resources and serve as a resource for employees and the public related to Employee Benefits, Classification and Compensation, Employee Relations, Performance Management, Recruitment and Selection, Workers' Compensation, and Risk Management.
Ensure and maintain confidentiality and discretion of information related to Human Resources, including personnel files, personnel actions, records, and other such items.
Serve as primary contact for internal and external customers, both in person and by phone, regarding department and program policies, procedures, objectives, and functions; answer questions and provide information where judgment, knowledge and interpretations are utilized, especially in the proper handling of confidential information or files; resolve complaints; refer customers to appropriate source as necessary.
Perform a wide variety of clerical work including maintaining records, verifying accuracy of information, and recording information.
Provide information and forms to staff and the public; collect and process appropriate information; apply departmental and program policies and procedures in determining completeness of applications, records and files.
Type, proofread and word process a variety of documents including general correspondence, agendas, reports, newsletters, and memoranda.
Assist in the development of forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of information.
Receive, open, review, sort, date stamp, and distribute office mail; review correspondence directed to assigned staff; prepare written responses as directed.
Maintain detailed calendar of department activities; arrange interviews, appointments, schedules, conferences, travel arrangements, and itineraries.
Take and transcribe minutes at regular and special meetings and designated committees; prepare meeting packets for distribution; represent the assigned department in meetings and groups as assigned.
Maintain and account for limited office funds including petty cash fund.
Interpret regulations, policies, and procedures; make decisions involving independent judgment and requiring specialized knowledge of technical practices and precedents; analyze situations and make appropriate decisions without immediate supervision.
Collect and compile material for review and analysis; provide recommendations for changes in programs, policy, or procedures to improve efficiency and cost effectiveness of operations; coordinate consultation, information exchange, and necessary clearances and/or approvals.
Participate and assist in the administration of the Human Resources Department; supervise, organize, and manage all activities associated with the office; recommend procedural changes affecting support activities; recommend improvements in workflow, procedures, and use of equipment and forms.
Relieve Human Resources staff of a variety of administrative details, including during employer/employee matters and labor negotiations; independently respond to routine letters and general correspondence; compose and prepare letters, memoranda, and reports pertaining to standard policies.
Assist in the preparation and monitoring of assigned budgets including to secure purchase orders, process invoices, monitor account balances, perform account transfers, compile annual budget requests, recommending expenditure requests for designated accounts, and monitoring approved budget accounts; as assigned, review the financial condition of assigned programs and recommend and initiate corrective action to ensure financial integrity.
Organize the flow of communication in an efficient and effective manner with City staff, news media, the general public, businesses, and other agencies.
Collect, compile, and analyze information from various sources on a variety of specialized topics related to Human Resources; write reports which present and interpret data, identify alternatives and make and justify recommendations.
Assist in a variety of department and program operations; coordinate, supervise, monitor, and participate in special projects, assignments and activities as assigned; maintain control files on matters in progress and expedite their completion; serve on committees as assigned.
Perform responsible and difficult Human Resources administrative work involving the use of independent judgment and personal initiative; perform varied and responsible duties to assist in the processing and completion of administrative operations for assigned staff.
Initiate and maintain a variety of files and records for information related to Human Resources and programs including financial, budget, personnel, operational and administrative records; maintain and update resource materials.
Operate office machines and equipment including word processors, printers, copiers, calculators, and fax machines; routinely use a full range of word processing and spreadsheet computer software applications.
Order, receive, inventory, store, and distribute supplies, forms, and related items; prepare purchase orders; contact vendors and suppliers as needed; maintain related records.
Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase professional knowledge.
OTHER JOB RELATED DUTIES
Perform related duties and responsibilities as assigned.
JOB RELATED AND ESSENTIAL QUALIFICATIONS
Knowledge of:
Standard office procedures, methods and computer equipment.
English usage, spelling, vocabulary, grammar and punctuation.
Principles and procedures of record keeping.
Basic word processing methods, techniques and programs.
Basic mathematical principles.
Numerical, alphabetical, and subject matter filing systems.
Principles and practices used in dealing with the public.
Principles and practices of basic fiscal, statistical, and administrative data collection and report preparation.
Modern office procedures, methods, and equipment including computer equipment and applicable software programs.
Principles and practices of business letter writing.
Word processing methods, techniques, and programs including spreadsheet and data base applications.
Practices used in minute taking and preparation.
Ability to:
Learn, interpret, and apply pertinent Federal, State, and local laws, codes, and regulations including administrative and departmental policies an procedures.
Learn the procedures and functions of assigned position.
Work under supervision within a well-defined framework of standard policies and procedures.
Perform general clerical work including maintaining appropriate files and compiling information for reports
Understand the organization and operation of the assigned department, outside agencies, and the City necessary to assume assigned responsibilities.
Respond to questions from the public and City personnel regarding policies and procedures.
Plan and organize work to meet schedules and timelines.
Understand and follow oral and written instructions.
Communicate clearly and concisely, both orally and in writing.
Establish, maintain and foster positive and harmonious working relationships with those contacted in the course of work.
Work under limited supervision within a broad framework of standard policies and procedures.
Use independent judgment, initiative, and good human relations and problem solving skills in the application and follow through on decisions.
Work cooperatively with other departments, City officials and outside agencies.
Perform responsible and difficult administrative and secretarial work involving the use of independent judgment and personal initiative.
Analyze situations carefully and adopt effective courses of action.
Maintain confidential data and information.
Independently prepare correspondence, memoranda, and minutes of meetings.
Compile, tabulate, and analyze data and information and prepare summaries and reports.
Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
Minimum Qualifications
Minimum Qualifications:
Any combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential job duties of the position is qualifying. The incumbent will possess the most desirable combination of training, skills, and experience, as demonstrated in past and current employment history. A typical example includes:
Experience:
Three years of increasingly responsible clerical, administrative, secretarial, or related experience.
Training:
Equivalent to the completion of the twelfth grade supplemented by specialized course work in office practices, managment, or business administration.
Supplemental Information
Special Requirements:
Essential duties require the following physical skills and work environment:
Ability to work in a standard office environment.
Application:
A fully completed online application is required to be submitted. Incomplete, late, emailed, faxed and hard copy applications are not accepted. Resumes are not considered in lieu of the required online employment application. All certificates, resumes, cover letters, and other documents requested by the City for the position advertised, must be uploaded with your online application.
The Selection Process:
Those candidates who are determined to be best qualified based upon the information presented on the application materials will be invited to continue in the selection process which may include a qualifying written or performance evaluation and will include an interview. The City reserves the right to limit the number of interviews conducted. Candidates will be notified via e-mail or telephone if they qualify to move to the next step in the selection process. The interview score will determine ranking on the eligibility list and will remain in effect for one year.
Pre-employment background and medical examinations are additional requirements for hire. Failure on any part of the selection process will result in removal from the recruitment process.
Please Note: If you have a health or medical condition or a sincerely held religious belief that may require that the City provide you with an accommodation in either the selection process or the performance of your duties, please notify Human Resources in writing when you submit your application
01
INSTRUCTIONS: The information you provide on this online supplemental questionnaire will be evaluated to determine your eligibility to participate in next phase of the examination process. All questions must be answered. You are encouraged to respond as specifically and as completely as possible. Incomplete responses, false statements, omission of a material fact and partial information can result in disqualification. If any of the below questions are not applicable to you, please indicate "N/A" in the designated space.Please type your full name to indicate you have read and understood the instructions.
02
Why are you interested in the position of Human Resources Assistant with the City of Arcadia? Please limit your response to 150 words or less.
03
Describe your experience handling multiple assignments and explain how you stay on top of important deadlines. Please limit your response to 150 words or less.
Required Question