PORT HUMAN RESOURCES ASSISTANT

PORT HUMAN RESOURCES ASSISTANT

Salary:  $7,611 – 9,433/month, 37.5-hour work week

Oakland, CA

Your Port. Your Community. Your Career.

When you join the Port of Oakland, you become part of a proud local legacy, an organization that touches virtually every resident with its services and programs. The Port of Oakland oversees the Oakland seaport, Oakland San Francisco Bay Airport (“OAK”), and 20 miles of waterfront. The Oakland seaport is one of the top ten busiest container ports in the U.S.; OAK is one of three major commercial airports serving the nine-county San Francisco Bay Area, offering over 300 daily passenger and cargo flights; and the Port’s real estate includes commercial developments such as Jack London Square and hundreds of acres of public parks and conservation areas.

The Port of Oakland is currently recruiting for the position of Port Human Resources Assistant. Under general supervision, the Port Human Resources Assistant provides a variety of routine to difficult, confidential administrative and clerical duties in support of the Human Resources Department; provides support in a variety of personnel functions including recruitment and selection, classification and compensation, personnel records and employee relations; and performs other duties as required.

Typical duties may include, but are not limited to the following:

• Acts as receptionist; receives internal and external customers; assists applicants, the public and Port employees by providing exceptional customer service; answers general questions regarding Port personnel rules, regulations and policies.
• Verifies accuracy of own and other staffs' work by comparing entries with source documents, and recalculating mathematics on calculator and/or microcomputer.
• Sets up and maintains appropriate files for each examination, classification/desk audits, and other confidential human resource-related files according to established policies and procedures.
• Responds to questions over the phone and from visitors relating to current staffing activities and employment opportunities.
• Receives and reviews applications for completeness; logs, date-stamps, and maintains applications for current examination.
• Enters applications into applicant tracking software program; after the final filing date, turns over applications to the Human Resource Analyst/Technician for screening.
• Uses word processing software to prepare reports, charts, and correspondence generated by the Human Resource Supervisors, Human Resource Analysts/Technicians.
• Schedules meetings; prepares correspondence to candidates and telephones candidates, panel members and other participants.
• Acts as test proctor for written tests by preparing test materials and supplies, reserving testing place, reading test instructions to candidates, collecting test materials, handing out booklets and supplies, sorting booklets, answer sheets and other materials.
• Makes copies of applications and other documents by operating a copy machine.
• May prepare eligible list package for approval according to established procedures and practices.
• Uses microcomputer and appropriate software to prepare charts and tables, and other documents written by Human Resource Analyst/Technician.
• Processes New Employee Entries, Employee Status Changes, and related Board items by checking to ensure data entered by Payroll Division is accurate and distributes related documents to the appropriate department.
• Prepares new files for new employees and maintains employee records all in accordance with established policies and procedures.
• May assist in setting up pre-employment physicals with Port-approved Physician for new employees and conducts new employee orientations by informing new employees of Port's benefit packages and ensuring that all employment documents are properly completed and signed.
• Maintains all files and binders (e.g., Personnel Files, Termination Files, Actions Completed Files, Examination files, Classification/Desk Audit Files, Correspondence Files, Skelly hearings, etc.) in accordance with established policies and procedures.
• Assists in the preparation of various memos, letters, reports and documents (including grievance responses, proposed disciplinary actions, arbitration briefs, contract proposals, training materials, etc.) so deadlines are met.
• Manages grievance database and assists employee relations staff in preparation for arbitrations; assists in the preparation of negotiations with the various bargaining units including letters of understanding and side letters.
• Develops and implements internal office procedures; recommends changes in procedures or rules to facilitate effectiveness.
• Perform related duties as required.

Minimum Qualifications:

Education: Possession of an Associate’s Degree or its equivalent.

Experience: Three years of progressively responsible clerical experience, including at least one year of clerical experience in a centralized personnel office performing recruitment and selection work that requires data compilation/entry, preparing and processing confidential personnel forms, reports, correspondence and information and maintaining confidential materials.

Additional Requirements: This classification requires each incumbent to successfully complete a Transportation Security Administration (TSA) background check, which will include a fingerprint-based Criminal History Records Check (CHRC) and a Security Threat Assessment (STA), prior to being considered for this position. In addition, incumbents will be required to complete and pass a U.S. Customs Airport Security Program Check (19CFR122.182). This status must be maintained for the duration of employment.

Requires willingness and ability to work scheduled and emergency overtime, weekends and evenings; and attend meetings, training and seminars during work and non-work hours.

Work outdoors in all weather conditions.

The Port’s compensation and benefit program ranks among the best in the region for public jurisdictions and is designed to reward performance and promote a balanced lifestyle, both at the workplace and away from the workplace, for our employees and their families. The Port is committed to the health and well-being of its employees and has been recognized as a FIT-Friendly Employer by the American Heart Association. We offer a comprehensive benefit package, including medical, dental, vision, life insurance, 457 plan and paid leave. The Port offers retiree medical benefits for employees and dependents after 10 years of CALPERS service (including 5 years at the Port).

To apply for this exceptional opportunity, view supplemental questions and/or obtain more details, please visit us at https://www.portofoakland.com/business/job-center/. Apply by October 15, 2026 at 5:00 PM.

Equal Opportunity Employer