Human Resources Assistant

Job Duties:

The City of Virginia Beach is seeking a qualified and motivated Human Resource Assistant to join the Occupational Health Services (OHS) team. This position plays a vital role in supporting city operations through the administrative processing of Family and Medical Leave Act (FMLA) and Short-Term Disability (STD) paperwork and assisting in the front office coverage for the Occupational Health Clinic. The ideal candidate will demonstrate strong communication skills, attention to detail, and the ability to ensure compliance with applicable regulations and internal procedures.

Essential Duties and Responsibilities:

• Serves as a sole contact processing incoming FMLA Certification of Healthcare Provider forms in compliance with Department of Labor regulations, including tracking receipt, designation status, and return-to-work dates.

• Reviews independently FMLA denial notices before issuance to ensure accuracy, consistency, and the presence of appropriate supporting documentation.
  
• Performs ongoing review of Short-Term Disability cases to ensure timely processing and adherence to established timelines; prepares case status summaries for supervisor review.
  
• Monitors shared inboxes across Leave and Absence, Occupational Health, and Employee Relations; ensures timely assignment, response tracking, and visibility of all incoming communications.
  
• Maintains a centralized work queue organized by compliance deadlines and urgency across Leave and Absence, Occupational Health, and Employee Relations intake points.
  
• Identifies and escalates cases at risk of non-compliance, including overdue certifications, pending designation notices, and approaching regulatory deadlines.
  
• Serves as a sole contact processing psychological services reports for all public safety departments in compliance with established timelines and confidentiality requirements.
  

• Provides front office coverage for the Occupational Health Clinic, including customer service, walk-in triage, and phone coverage.
  
• Provides phone and customer service coverage for the Employee Relations division, triaging routine inquiries and escalating substantive matters to the appropriate specialist.
  
• Supports bulk scheduling initiatives for clinic appointments; tracks employees due or overdue for clinic visits and coordinates outreach to departments and employees as needed.
  
• Assists with implementation and ongoing administration of Microsoft Bookings for clinic scheduling coordination.
  
• Compiles weekly and monthly clinic KPIs and leave metrics for review by supervisory and division leadership.
  
• Establishes and maintains secure, confidential filing and tracking systems for FMLA certifications, Short-Term Disability cases, psychological services reports, and occupational health records.
  
• Prepares routine correspondence, tabulations, and basic statistical reports in support of Leave and Absence, Occupational Health, and Employee Relations program needs.
  
• Assists in the development of dashboards, tracking tools, and automated systems to support workflow management, compliance monitoring, and KPI reporting.
  
• Interprets and explains routine personnel policies, procedures, and forms to employees and managers, including leave types, FMLA eligibility, clinic appointment processes, and onboarding requirements.

The City offers a generous benefits package, which includes health, dental and life insurance, retirement and savings plans, maternity/paternity and parental leave, holidays and leave.

Official City Job Description:

Working Conditions:

Minimum Requirements:

MINIMUMS: High school or GED plus two (2) years experience in fields providing the required knowledge, skills and abilities and associated with such positions as employment counselor, personnel aide, or administrative aide. SPECIAL REQUIREMENTS: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.

Additional Requirements:

Preferences:

Centralized HR experience
FML processing experience
Absence management experience
Experience facilitating HR processes and transaction

Special Instructions:

• Please complete the application in its entirety and include your resume if required by the posting.
• Your responses to any "Supplemental Questions", if attached to this requisition, must be supported by the information you provide on your application and/or resume; or otherwise demonstrated during the hiring process.
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V RS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.

Drug Free Workplace: The City of Virginia Beach maintains a drug free workplace.