Chino Valley Independent Fire District
Human Resources Specialist
Under general supervision, the Human Resources Specialist performs a variety of
paraprofessional duties as well as specialized clerical duties and administrative tasks related to
recruitment, employment, workers’ compensation, and general liability.
The Human Resources Specialist is a single-position classification and is designated
confidential in accordance with Government Code 3507.5. This classification is distinguished
from other clerical classifications in that it requires the application and knowledge of human
resources rules, regulations and procedures and requires prior human resources experience.
Essential Job Functions
The following are the duties performed by employees in this classification, and incumbents may
perform some or all of these functions. However, this job specification is intended to identify
essential functions and requirements of the job, and should not be considered all-inclusive.
Creates, prints, and distributes recruitment brochures and flyers; develops and places
Assists in the development of testing materials; formats, proofreads and prints test
Proctors and scores written examinations.
Receives and responds to inquiries and requests for information related to recruitment
activities, position requirements, application and hiring processes, and other various
personnel inquiries, which may require interpretation of personnel rules and regulations.
Accepts applications for employment and screens for minimum qualifications and completion
requirements; drafts, formats and distributes correspondence to applicants regarding
examinations and interviews; makes direct contact with applicants and provides direction as
Coordinates and schedules examinations, hiring interviews, and pre-employment tests.
Types, distributes, and maintains a variety of highly confidential documents related to
employees; maintains confidentiality of personnel records and examination materials.
Coordinates and monitors employee performance evaluations; monitors all employee
evaluation periods and ensures timely distribution of evaluation forms; provides technical
assistance to supervisors; and follows-up to ensure timely completion.
Creates and maintains a variety of complex databases and filing systems related to various
personnel and risk management/safety issues, including Personnel Files, Workers’
Compensation files, accident files, general liability claims, etc.
Maintains OSHA 300 log and post in compliance with legal requirements.
Assists in the processing of claims, producing notices, acts as liaison with insurance carrier
and third party administrator, and establishes and maintains files.
Conducts research and surveys, compiles information, and produces routine reports such as
salary surveys, injury/illness reports and OSHA accident/incident reports, as well as special
reports as needed.
Establishes and/or maintains files, filing systems, and record keeping procedures.
Human Resources Specialist Position Classification
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Monitors and ensures compliance with the adopted records retention program for human
resources and risk management records; tracks retention schedule; established and
maintains log of records; identifies and recommends records for destruction.
Operates a variety of office equipment including computers and supporting software.
Prepares, sorts, files, and/or processes a variety of documents and records according to
Prepares, maintains, and produces a variety of correspondence, forms, documents, and
files including items of a confidential and sensitive nature.
Responds to inquiries from the public and District staff regarding District programs,
procedures, activities, and other matters requiring an in-depth knowledge of the District.
Orders and maintains supplies and materials.
Assists in budget preparation by compiling and processing budget related documents;
monitors expenses and/or revenues; prepares invoices for payment; handles petty cash.
May attend and take minutes at meetings; may transcribe dictation.
Performs related duties as assigned.
Basic knowledge of human resources principles and practices.
Applicable rules, regulations and procedures affecting human resources functions including
but not limited to, Memorandums of Understanding, Personnel Rules, federal and state labor
laws, OSHA recordkeeping requirements.
Modern office methods, procedures and equipment.
Principles, practices and procedures of recordkeeping, filing and business correspondence.
Methods and techniques of data collecting and compilation.
Operational characteristics of a variety of office equipment.
Clear and effective writing techniques including correct English usage, grammar, spelling,
vocabulary and punctuation.
Computer applications including Microsoft Word, Excel, Access, Powerpoint, and Outlook.
Maintain strict confidentiality, discretion and tact in the performance of administrative
Work on multiple tasks and projects simultaneously and manage competing deadlines.
Perform difficult and specialized paraprofessional and clerical work requiring a high degree
Prepare a variety of documents requiring specialized typing and a moderate to advanced
understanding of computer software programs such as Word, Excel, PowerPoint, Publisher
Operate a variety of office equipment.
Communicate clearly and concisely, both verbally and in writing.
Understand and follow verbal and written instructions.
Establish and maintain effective working relationships.
Understand, interpret, explain, and appropriately apply District policies and procedures.
Act as liaison between manager and other staff, transmitting messages and requests as
Work and act independently, including organizing and implementing projects with minimal
instruction in accordance with established policies and procedures.
Human Resources Specialist Position Classification
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Conduct research, gather and interpret data.
Plan and coordinate meetings, appointments, etc.
Prepare and maintain accurate reports and records.
Anticipate and analyze problems and identify solutions.
Deal tactfully and courteously with clients, applicants, and the public.
Proofread and edit written materials.
Education and Experience Requirements:
Equivalent to completion of High School supplemented by college-level coursework in
human resources, business or public administration, or related field.
Possess and maintain a Class C California driver's license and satisfactory driving record.
Three years increasingly responsible secretarial experience, including at least one year of
experience primarily involved in preparing and processing human resources related
documents; having extensive public contact; and, explaining rules, regulations, policies
Work is performed in a typical office environment with the following characteristics:
Mobility – frequent use of keyboard; frequent sitting for long periods of time; occasional
bending or squatting.
Lifting – frequently up to 10 pounds; occasionally up to 25 pounds.
Vision – constant use of overall vision; frequent reading and close-up work; occasional color
and depth vision.
Dexterity – frequent repetitive motion; frequent writing; frequent grasping, holding and
Hearing/Talking – frequent hearing and talking, in person and on the phone.
Emotional/Psychological – frequent decision-making and concentration; frequent public
and/or co-worker contact; frequent periods of working alone.
Environmental – frequent exposure to computer screens and noise.
FLSA Status: Non-exempt
Date Approved: January 14, 2009