Human Resources Assistant

Join our team as a Human Resources Assistant! In this role, you’ll provide essential support to our Human Resources Services Division. This position is based on-site and requires a regular in-person presence to effectively support employees and keep daily HR operations running smoothly. You’ll play a key role in welcoming new employees through onboarding and orientation, support a wide range of HR functions, and serve as an important resource for records and organizational processes. We’re looking for an organized, tech-savvy individual who takes initiative, communicates effectively, and enjoys developing processes and systems that help ensure a positive and efficient workplace. If you’re interested in contributing to a positive experience for employees who serve the community and growing your HR career in a collaborative environment, we encourage you to apply!

JOB SUMMARY:
Performs advanced paraprofessional, technical and administrative tasks in support of the City’s Human Resources Department. Provides general information and facilitates access to human resources services. Interprets and explains existing human resource policies, procedures, and programs to employees, managers and the public. Delivers training or orientation in areas of responsibility. Maintains confidential records and generates reports. Provides technical and administrative assistance in support of professional Human Resources staff. 

SALARY AND BENEFITS:
This position will start at Step 1 ($31.38/hour). Employees receive step increases in accordance with the E-Team Handbook and City policy. The full hourly range for this position is $31.38 - $38.15. For internal candidates, placement within the range is based on City Pay Placement Procedures. 

At the City of Bellingham, we offer a comprehensive benefits package that helps you thrive in both your career and personal life. Join our team and enjoy peace of mind knowing that you and your loved ones are well cared for. Here’s a closer look at the outstanding benefits that come with being part of our team. You can find more details on our employment benefits page and labor agreements page.

• 13.33 hours of vacation leave per month 
• 12 paid holidays + 1 floating holiday per year
• 40 hours of sick leave upon hire + 8 hours accrued monthly
• Medical, dental, and vision insurance for employees and their families
• Life insurance and long-term disability coverage
• Flexible spending accounts and medical insurance opt-out program
• Access to an Employee Assistance Program (EAP)
• Washington State Retirement plan (DRS) for retirement security
• Optional 457 deferred compensation savings plan and 401(a) Retirement Savings Plan with employer match

Leave accruals are based on 1.0 FTE, accruals are pro-rated if part-time and require employees to be in paid status at least 120 hours/month.

This position is open until filled with a first review on Friday, January 9, 2026 at 4:30 pm. The position may be closed at any time following the first review.

ESSENTIAL FUNCTIONS OF THE JOB:

1. Responds to inquiries and provides information about human resources rules, policies, regulations, procedures and processes within assigned functional area(s) such as recruitment/selection, benefits, classification, compensation and/or leave rules and procedures. 
2. Receives, reviews, maintains and ensures the accuracy and completeness of human resource data, documents and records. Compiles data and prepares reports, statistics and statistical summaries, narrative summaries or graphic representations of data. 
3. Performs a variety of functions in support of departmental activities such as administering employment examinations; developing job announcements and advertisements; presentations at job fairs and other outreach activities; facilitating new employee orientation and coordinating new hire activities; responding to and disseminating salary surveys; and coordination of staff training and development activities. 
4. Performs data entry and retrieves data from Human Resources Information System (HRIS) or other computerized recordkeeping systems, including updating Human Resources and employment web pages.  
5. Composes, edits, formats/transcribes correspondence, agenda, notes and spreadsheets. Composes and publishes minutes for commissions and staff meetings. Performs administrative assignments in support of professional staff.
6. Schedules and arranges meetings, employment examinations and interviews; coordinates travel arrangements.
7. Gathers documents necessary to fulfill requests for public records from employees or members of the public; provides or verifies public information requested as directed. May serve as Human Resources Records Departmental Records Officer as assigned. 
8. Serves as recording secretary to the Civil Service Commission. Prepares and compiles commission agenda packets, mails to commissioners, confirms Quorum will be met. Composes and publishes minutes for commissions and staff meetings.
9. Compiles program and project information and prepares narrative and statistical reports that include determining the best way to obtain and organize information. Prepares and organizes grant requests and monitors financial compliance.
10. Develops and maintains departmental records systems in assigned areas. Sends and retrieves archival materials. Maintains accurate records of contracts and other important documents, routing for signatures as required.
11. Gathers and compiles information in support of budget development; estimating the needs and costs for supplies and equipment. Serves as backup in preparing A/P bills for payment. Reviews invoices for accuracy and enters payment information into applicable finance software. Researches information needed for purchase requisitions and requests for proposal; determining potential areas over or under expenditures; reconciling vendor accounts and initiating adjusting journal entries.

ADDITIONAL WORK PERFORMED:

1. Receives and directs visitors and telephone calls to Human Resources Department.
2. Processes incoming and outgoing mail for the department. 
3. Assists in developing internal office procedures.
4. May assist with time administration, as needed.
5. Performs other related duties of a similar nature or level.

WORKING ENVIRONMENT:
Work is performed primarily in an office setting at a computer workstation with long periods of sitting or standing. Environment includes a normal range of noise and other distractions with low everyday risks working around standard office equipment. This is a sedentary position with minimal physical exertion requirements.

Physical ability to perform the essential functions of the job, including:

• Frequently operate a computer and other office machinery such as a keyboard, mouse, phone, and fax machine;
• Frequently communicate accurate information and ideas with city employees and the public;
• Occasionally move between work sites;
• Occasionally lift and carry objects weighing up to 25 pounds.

Experience and Training

• High school diploma required.  
• Three years of office experience including at least six months of experience in a human resources or related setting. 
• Associate or bachelor’s degree in Human Resources, business administration or related field highly desired; Professional in Human Resources (PHR) certification preferred.
• Experience using a Human Resources Information System (HRIS) and data bases preferred.

In place of the above requirements, the incumbent may possess a combination of relevant education and experience which would demonstrate the individual’s knowledge, skill and ability to perform the essential duties and responsibilities listed above.

Necessary Special Requirements

• Employment contingent on passing a criminal background check (See Fair Hiring Practices).
• Verification of ability to work in the United States by date of hire. 

This is an on-site role located in our Human Resources office.

Selection Process

**You are encouraged to print a copy of this job announcement for your reference as the process moves along**

As part of the application process, a cover letter is required.  Applicants must submit a cover letter addressing the specific prompts provided below. The cover letter should be no more than two pages and demonstrate your ability to communicate clearly and professionally in writing.

1. What interests you about this Human Resources Assistant position, and how have your skills and experience prepared you to support a broad range of HR functions in a public-sector or civil service environment?
2. This position plays a key role in supporting the work of the Human Resources Services team and providing excellent service to City employees. Describe how your skills and work experience demonstrate your ability to work as part of a team and provide service-oriented support. Provide examples of how you have identified and taken action on opportunities to contribute to the team.

Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and supplemental questions). Application materials should comprehensively document your experience and skills related to the position responsibilities and experience/training requirements. As part of the City’s commitment to reducing bias in the hiring process, Human Resources redacts personally identifiable information for reviewers. Only the documents listed as required will be reviewed.

Interviews for the most qualified candidates are tentatively scheduled for the week of January 26, 2026. 
 
Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently, including your spam folders for messages filtered by your email providers.

Equal Opportunity:

The City of Bellingham is an Equal Opportunity Employer. We do not make decisions on the basis of an individual's race, religion, creed, color, national origin, sex, marital status, age (40+), disability, retaliation, sexual orientation or gender identity, honorably discharged veteran or military status, status as a victim of domestic violence, sexual assault, and stalking, use of a trained dog guide or service animal by a person with a disability, or any other basis prohibited by local, state, or federal law. All are encouraged to apply for employment.

Fair Hiring Practices

• The City provides individuals who have been arrested or convicted of a criminal offense an equal and fair opportunity to obtain employment. 
• The City will not inquire about an applicant's criminal history until after a conditional job offer has been made. 
• The City will disregard the prior arrest and conviction record of an otherwise qualified individual unless the offense is directly related to the job position for which the individual has applied. 
• The City will notify an otherwise qualified applicant about a potentially disqualifying conviction and give the applicant an opportunity to submit information regarding the accuracy of the criminal records as well as evidence of mitigation or rehabilitation, as appropriate.