Employee Relations Assistant

City of Seattle, WA
September 1, 2023
Seattle, WA
Job Type


Position Description
Seattle City Light, a department of the City of Seattle, is one of the nation's largest municipally owned utilities in terms of the number of customers served. Over the years we have worked very hard to keep Seattle's electricity affordable, reliable, and environmentally sound. Today, City Light is a recognized national leader in energy efficiency and environmental stewardship.

The Employee Relations Assistant (Asst. Personnel Specialist) plays a critical role providing specialized clerical support to the Utility's People and Culture Division. Interacting with all levels of employees, the person hired into this role will have direct contact with City Light employees, supervisors and administrative staff, as well as employees of the Seattle Department of Human Resources, union representatives, and representatives of external private or public agencies.

This role provides administrative and customer service support for Employee Relations programs (e.g., workplace investigations, external agency Charge case management, litigation support, leave administration, ADA accommodations, and return-to-work). The Employee Relations Assistant performs time-sensitive and often confidential scheduling, correspondence, documentation, tracking, billing/invoicing, and filing tasks. The position demonstrates flexibility, adaptability, confidentiality, and a strong customer service focus as pillars of this role. The position will report to the Employee Relations Manager.
Job Responsibilities
Job Responsibilities - Here is more about what you'll be doing:
This position supports the Employee Relations team in performing administrative tasks requiring technical HR knowledge and confidentiality. You will provide administrative support in the areas of internal investigations regarding discrimination and misconduct, FMLA administration, ADA/Return-to-Work administration, employee grievances, litigation and claims.

Job responsibilities include:

  • Knowledge of principles and processes for providing customer service, including active listening skills, effective written communication appropriate for the needs of the audience and social perceptiveness.
  • Knowledge of business and management principles involved in human resource modeling, production methods, and coordination of people and resources.
  • Support the efficient administration of the Family Medical Leave (FML) Program under the supervision and guidance of the ER Manager and ADA/Leave Coordinator, including: processing FML requests; providing employees with appropriate forms; gathering and maintaining confidential medical information; communicating with employee medical providers for clarification of medical information; preparing approval and denial letters; ensuring timely responses; monitoring employee FML status; and providing information and responding to questions regarding leave policies and employee options for leave.
  • Assist administration of ADA accommodations under supervision of the ER Manager and ADA/Leave Coordinator, including coordinating meetings with employees and management, gathering and maintaining confidential medical information; communicating with employee medical providers for clarification of medical information.
  • Coordinate meetings with management, employees, and labor representatives for personnel related matters.
  • Prepare, coordinate, and provide oversight of consultant contracts and purchases in ER including ensuring accuracy and completeness of contract language and terms, ensuring compliance with contracting policies and terms, tracking contract expenditures, and paying invoices in a timely manner.
  • Track, maintain, and report Employee Relations metrics involving investigations, FML requests, ADA accommodations, agency charges, and litigation, using HR systems such as LaborSoft and LeaveSource.
  • Knowledge of administrative and clerical procedures for effectively creating and maintaining files, records, forms, and templates.
  • Gather documents to support Employee Relations and/or City Attorney work on investigations, external agency charges, and litigation.
  • Prepare, edit, and review documents related to sensitive personnel matters. Excellent time management and organizational skills with exceptional follow-through for the purposes of maintaining the workload and providing timely responses.
  • Perform related duties of a comparable level/type as assigned.

Required Qualifications: In addition to the skills and experience mentioned below, a successful applicant will have experience that reflects a commitment to creating fair and equitable outcomes and has:

Two years of progressively responsible clerical work in a personnel office setting is required (or a combination of education and/or training and/or experience which provides an equivalent background required to perform the work of the class).

Desired Qualifications - You will be successful if you have the following experience, skills, and abilities:

  • Bachelor's Degree in business or public administration, or a related field
  • Experience and ability to work effectively and collaboratively with people from diverse backgrounds, both as customers and team members, while providing excellent customer service
  • Adaptability and flexibility working with change, as well as considerable daily unpredictability and variety in the workplace
  • Experience working with highly confidential and sensitive documents and issues
  • Ability to handle multiple projects and deadlines in a fast-paced environment
  • Excellent organizational and time management skills, and strong attention to detail
  • Demonstrated computer application skills (Office 365, databases)

Please note this job advertisement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice .

Additional Information
The full salary range for this position is $29.54 to $34.47 per hour.

Application Process
Please submit the following with your online application:

  • A cover letter in which you clearly describe how your knowledge, experience, skills, and abilities prepare you for the job responsibilities and qualifications outlined in the job announcement.
  • A current resume of your educational and professional work experience.

Who May Apply: This position is open to all candidates that meet the qualifications. Seattle City Light values diverse perspectives and life experiences. Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity. Seattle City Light encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQIA+, people with disabilities, veterans, and those with diverse life experiences.

Job offers are contingent on the verification of credentials and other information required by the employment process, including the completion of a background check. The background check will involve a criminal history check, which includes conviction and arrest records in compliance with the Seattle's Fair Chance Employment Ordinance , SMC 14.17 and the City of Seattle Personnel Rule 10.3 . A driving history review may be conducted in compliance with SMC 4.79.020 . Applicants will be provided an opportunity to explain or correct background information.

The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members/most-employees-plans .

Want to know more about Seattle City Light? Check out our web page: https://www.seattle.gov/city-light/about-us/careers.

The City of Seattle offers a comprehensive benefits package including vacation, holiday and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.

More information about employee benefits is available on the City's website at:
"Most" Employees Plans - Human Resources | seattle.gov

Closing Date/Time: 9/12/2023 4:00 PM Pacific

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