Human Resources Assistant

Come help our Class and Compensation unit process and execute all types of essential employee services. Your work will directly impact both new and existing employees throughout VTA!

The Ideal Candidate
We are looking for an individual with exceptional attention to detail, ability to learn new software programs, and who can remain flexible with the needs of our ever improving processes.

Definition
Under supervision, the Human Resources Assistant performs a wide variety of clerical and technical duties associated with various human resources functions.

Distinguishing Characteristics
Positions in this classification are distinguished from other clerical support positions in that Human Resources Assistants apply extensive knowledge of human resources policies and procedures under limited supervision. Human Resources Assistants are further distinguished from other clerical support positions in that they may be assigned to provide support for grievance resolution or collective bargaining activities such as collecting and compiling wage and benefit data/material to be presented at the bargaining table.  

About the Division
The Classification and Compensation Unit is responsible for providing administrative support services to VTA's workforce, including management of HRIS data and personnel records; pay practices; employment verifications; and administration of personnel policies and procedures, local, state and federal regulations, and collective bargaining agreements.  In addition, the work unit is responsible for VTA's compensation programs, including establishing job classifications and salaries comparable to the local market to help recruit and retain qualified employees, conducting and participating in salary surveys with other public entities, performing a variety of job classification studies and organizational analyses, assisting in the development and implementation of various personnel systems and initiatives, and offering professional guidance to ensure VTA maintains an effective organizational structure. 

About VTA 

The Santa Clara Valley Transportation Authority employs more than 2,000 people dedicated to providing solutions that move Silicon Valley. Unique among transportation organizations in the San Francisco Bay Area, VTA is Santa Clara County’s authority for transit development and operations (light rail and bus), congestion management, transportation-related funding, highway design and construction, real estate and transit-oriented development, and bicycle and pedestrian planning. With local, state, and federal partners, VTA works to innovate the way Silicon Valley moves and provide mobility solutions for all. 

Santa Clara Valley Transportation Authority (VTA) is an independent special district that provides sustainable, accessible, community-focused transportation options that are innovative, environmentally responsible, and promote the vitality of our region.

VTA provides bus, light rail, and paratransit services, as well as participates as a funding partner in regional rail service including Caltrain, Capitol Corridor, and the Altamont Corridor Express.

As the county’s congestion management agency, VTA is responsible for countywide transportation planning, including congestion management, design and construction of specific highway, pedestrian, and bicycle improvement projects, as well as promotion of transit oriented development.

VTA provides these services throughout the county, including Campbell, Cupertino, Gilroy, Los Altos, Los Altos Hills, Los Gatos, Milpitas, Monte Sereno, Morgan Hill, Mountain View, Palo Alto, San Jose, Santa Clara, Saratoga and Sunnyvale. VTA continually builds partnerships to deliver transportation solutions that meet the evolving mobility needs of Santa Clara County.

As we continue to implement our VTA Forward Plan, we aim to strengthen and increase our workforce to take on future opportunities and challenges by elevating our people and our services. 

For more information about our VTA Forward Plan, visit: https://www.vta.org/VTAForward

Family-Friendly Workplace Certification Program (FFWCP)

The County of Santa Clara FFWCP recognizes VTA as a business that creates supportive workplaces for employees and their families.

Family-friendly workplaces improve health outcomes and job satisfaction for employees and increase work productivity and retention for employers. Employers can create a family-friendly workplace by meeting and exceeding state and federal employment laws relating to parental leave, lactation accommodation, and work/family balance.

Typical Tasks

Not all positions perform all duties and not all duties performed are listed. Duties performed vary depending on the area of assignment.

• Performs electronic data processing of human resources transactions including data verification and adherence to strict deadlines;
• Maintains confidential paper and electronic files;
• Schedules pre-employment physical examinations and drug screening;
• Schedules fingerprinting for new employees, records results, and requests additional information as needed;
• Participates in the Department of Motor Vehicle (DMV) Pull Notice Program; reviews DMV records and refers violators to Transit Operations;
• Conducts new employee orientation including explaining insurance benefits and eligibility rules, pay practices, sick and vacation accruals, retirement plans, and employment forms and procedures;
• Completes benefits and employment verifications;
• Explains retirement benefits and withdrawal options;
• Acts as a resource for employees and managers regarding policy and procedure questions and assists in resolving human resources related problems;
• Researches and answers inquiries from the public, applicants, and employees on issues concerning their applications, examinations, records, and benefits;
• Researches information regarding promotional examination eligibility, payroll problems, benefit issues, grievances, collective bargaining agreements, and contract negotiations;
• Attends committee meetings and takes minutes;
• Retrieves data to assist in preparation for grievance and disciplinary hearings;
• Assists employees and others in preparing a wide variety of human resources forms;
• Performs or verifies salary calculations for transfers, promotions, retirements, change of class, etc.;
• Prepares and distributes Job Opportunity announcements, updates job summary listings, and updates the job information hotline;
• Prepares a variety of reports and statistics for internal and external use;
• Establishes and maintains recruitment files, screens routine applications, prepares related correspondence, enters examination information into computer, sets up examination materials, proctors examinations, scores examinations, and notifies applicants of results;
• Establishes, maintains, and certifies eligible lists;
• Reviews human resources forms and documents for completeness;
• Administers participation in the Consolidated Omnibus Budget Reconciliation Act (COBRA) and verifies and monitors benefit eligibility and changes in benefit coverage;
• Reviews invoices from insurance carriers, prepares reconciliation statements and payment vouchers, and tracks provider payments;
• Bills employees/individuals who pay their own insurance premiums;
• Coordinates benefit activities and information between benefit carriers and affected individuals;
• Operates a personal computer with common software applications (i.e., word processing, spreadsheet and database); learns specialty software of the work unit;
• May represent VTA at recruitment fairs and community events;
• Performs related duties as required.

Employment Standards
Sufficient training, education, and experience which demonstrates possession of the required knowledge, skills, and abilities.

Development of the required knowledge, skills, and abilities is typically obtained through a combination of training, education, and experience equivalent to graduation from high school and two years of recent experience in clerical or technical human resources work involving maintenance of detailed human resources records, explaining policies and procedures, and heavy public contact.

College education (or equivalent course work) in human resources, public administration, or a related field may be substituted for the required experience.

Knowledge of:

• Human resources rules, practices, policies, and procedures;
• Automated data processing systems as they relate to human resources functions;
• Office practices and procedures, including maintenance of records;
• Customer service skills;
• Basic mathematics.

• Interpret and explain human resources policies and procedures, contractual agreements, and benefits to employees and others, and effectively apply them;
• Input and audit human resources transactions accurately;
• Perform clerical and technical work requiring independent judgment and accuracy with defined deadlines;
• Accurately gather data required to successfully complete transactions for all phases of employment;
• Prepare and maintain confidential, technical, and statistical records;
• Organize work, set priorities, and follow up on assignments with a minimum of supervision;
• Operate a personal computer with common software applications (i.e., word processing, spreadsheet, and database); learn specialty software of the work unit;
• Work cooperatively and flexibly in a team situation;
• Prepare a variety of correspondence and reports;
• Perform complex and detailed technical work, including mathematical calculations, with considerable independence;
• Understand and ensure compliance with laws, rules, regulations, and legislation;
• Communicate clearly and effectively, both orally and in writing;
• Make timely and accurate payment of expenses;
• Establish and maintain cooperative working relationships with those contacted in the course of work.

• General Application Instructions

  Please read this job announcement in its entirety before applying. We recommend printing or saving a copy for future reference.

  To be considered, applications must be submitted online through the Human Resources department by the posted deadline. If the job posting is listed as “continuous,” we encourage you to apply as soon as possible, as the posting may close without prior notice. Once your application is submitted, you will receive an immediate email confirmation.

  Personalized responses to Supplemental Questions that connect your past experiences to this specific role are the most effective. AI-generated content may lack the specificity required to address the key criteria outlined in the job description. While we encourage the use of AI as a tool to enhance your work, we want to evaluate your non-AI-assisted communication skills. You may use AI to generate ideas, but please ensure your final responses are in your own voice and reflect your unique experience. Overreliance on AI-generated content is discouraged and may diminish your chances of success.

  Important: Only online applications will be accepted for this recruitment. We do not accept paper applications, resumes, Job Interest Notification Cards, or incomplete/unsubmitted applications in place of a fully completed application.

  Communication & Contact Information
  All updates regarding your application—including notices for testing and interviews—will be sent via email. Be sure to select email as your preferred method of communication and maintain a valid, up-to-date email address. Applicants are also responsible for keeping their phone numbers and mailing addresses current in their online profiles.

  Due to the high volume of applications, we are unable to provide individual updates. Please check your application status through your online account. For technical support, contact NEOGOV at (855) 524-5627, Monday through Friday, 8:00 AM – 5:00 PM (PST), excluding holidays.

  Application Review & Processing
  All current and prior relevant work experience—including experience with VTA—must be fully detailed in the Work Experience section of your application. Entries such as “see resume” are not acceptable. Incomplete or improperly completed applications may be rejected, even if you meet the minimum qualifications.

  While you are welcome to upload a resume, it does not substitute for completing the online application in full. Be sure that your application accurately reflects the education and experience necessary for the position.

  Applications are reviewed throughout the recruitment process to determine whether candidates meet the minimum qualifications. Meeting these minimums or advancing through any stage does not guarantee further consideration. Any misrepresentation or falsification of qualifications, experience, education, or training may result in disqualification and/or exclusion from future employment opportunities with VTA.

  This classification is represented by Service Employees International Union (SEIU), Amalgamated Transit Union (ATU), American Federation of State, County and Municipal Employees (AFSCME),Transportation Authority Engineers and Architects Association(TAEA).Wages, hours, and other terms and conditions of employment are governed by the applicable collective bargaining agreement between VTA and the union.

  
  

  Tentative Examinations:

  Oral Panel: January 28-29, 2026

  
  

  Conditions of Employment

  Final candidates must successfully complete a Livescan background check, reference checks, verification of education or certifications, and a criminal history review before appointment.

  
  

  For sensitive positions,VTA requires all safety-sensitive positions to have a 6-month DOT physical clearance. Obtained at the time of preboarding from a VTA-contracted Concentra Location.

  
  

  Eligibility List

  The established Eligible List from this recruitment will be used to fill the current vacancies and additional vacancies that may occur.  Eligible Lists typically remain in effect for six (6) months. However, Human Resources may abolish Eligible Lists at any time during the six (6) month period. Human Resources may extend eligible Lists for up to two (2) years. Eligible Lists may be used for more than one recruitment. 

  
  

  Americans with Disabilities Act Accommodations 

  VTA is committed to providing reasonable accommodations to individuals with disabilities in the recruitment and examination process. To request an accommodation, please contact the Human Resources Department at (408) 321-5575 or email Personnel@vta.org at least five business days before the test.

  
  

  Equal Employment Opportunity

  VTA is an equal employment opportunity employer. VTA does not and will not tolerate discrimination against applicants or employees on the basis of age, ancestry, color, marital status, mental or physical disability, genetic information, national, origin, immigration status, political affiliation, race, religion, creed, sex, gender identity, gender expression, sexual orientation, pregnancy, medical condition, disabled veteran or veteran status, etc.