Human Resources Specialist - Employee Relations

• The successful candidate for the Human Resources Specialist focused on Employee Relations brings exceptional organization skills, thorough attention to detail, and the ability to work effectively in a fast-paced environment. Because this role coordinates, tracks, and logs personnel investigations, disciplinary cases, and learning and development trainings, the candidate must demonstrate rigorous case-management habits. They should have a proven ability to work manage complex timelines, prepare and assemble documentation packets, and handle sensitive, confidential materials with discretion and sound judgment. Comfort working with the Microsoft Office suite of applications is essential.
• Equally critical is a high level of communication skills, emotional intelligence, and interpersonal tact. The candidate needs to be an articulate, neutral communicator capable of engaging professionally with employees of all levels. Whether drafting meeting notes during bargaining sessions, formatting disciplinary notices, or communicating training opportunities, their written and verbal work must be clear, objective, and consistent with established policies and labor agreements. The candidate should excel at providing reliable guidance on everyday procedures while knowing when to escalate complex legal or labor matters to management.

JOB SUMMARY:

Performs a variety of paraprofessional human resources duties in areas such as recruitment and selection, classification and compensation, performance management, benefits administration, workers’ compensation, leaves of absence, organizational development, employee training, labor relations, and employee relations. Interprets, applies, and explains established departmental and City policies and procedures within assigned areas of responsibility, and performs related work as assigned. Positions are typically assigned to a specialty area but may perform work in any area.

CLASS CHARACTERISTICS:

This classification provides a variety of human resources services requiring the exercise of tact, confidentiality, independent judgment, attention to detail, and knowledge of assigned program areas and applicable policies, procedures, laws, regulations, and labor agreements.. Incumbents coordinate and administer established human resources programs and processes and provide technical and paraprofessional support to professional and management staff in assigned areas.

This classification is distinguished from the Human Resources Administrative Assistant series in that the latter performs more routine clerical and administrative support duties. It is distinguished from Human Resources Analyst in that the latter performs professional duties and is responsible for developing, implementing, and administering Citywide human resources activities and programs. 

SUPERVISION RECEIVED AND EXERCISED:

Receives general supervision from professional or management staff.  

May provide work direction, instruction, and review to less experienced staff on a project or day-to-day basis.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

(Any one position may not include all of the duties listed nor do the listed examples include all tasks that may be found in positions of this class.)

General Duties

• Responds to inquiries and provides information, guidance, and assistance to employees, supervisors, applicants, and the public regarding human resources programs, personnel rules, policies, procedures, and applicable labor agreements.
• Prepares and delivers training and informational materials related to assigned human resources programs, systems, policies, and processes.
• May provide work direction, guidance, and training to less experienced staff on assigned projects and day-to-day activities; may review work for completeness and accuracy.
• Establishes and maintains human resources records and documentation; ensures information is accurate, confidential, and retained in accordance with applicable requirements.
• Enters, maintains, and verifies information in human resources systems; prepares reports and reviews data to identify trends, discrepancies, and potential areas of concern; identifies and recommends routine process improvements within assigned areas.
• Coordinates assigned human resources projects, processes, and cases; tracks timelines, documentation, and required actions and follows up with appropriate parties to facilitate timely completion. 
• Participates in the implementation, testing, maintenance, and improvement of human resources information systems and processes related to area of assignment.
• Performs related duties similar to the above in scope and function as required. 

Employee Relations Specialty: In addition to the general duties listed above, incumbents assigned to this specialty may perform the following duties:

• Provides technical and administrative support for labor relations activities, including preparing and organizing materials for negotiations, attending negotiation sessions and taking notes, coordinating assigned projects and timelines, and assisting in drafting proposals and related documents.
• Assists professional and management staff with labor-costing activities by compiling, organizing, verifying, and maintaining data and supporting documentation.
• Coordinates employee relations and performance-management cases; receives and logs matters, maintains case files and tracking systems, coordinates assignment and follow-up activities, monitors case status and deadlines, and provides status information to appropriate Human Resources staff.
• Coordinates personnel investigations, including scheduling interviews and meetings, organizing documentation and case materials, communicating with involved parties as directed, monitoring timelines, and maintaining confidential investigation records.
• Reviews, edits, formats, and finalizes disciplinary and other employee relations documents prepared by professional or management staff for accuracy, completeness, consistency, and conformance with established procedures.
• Coordinates learning and development activities, including scheduling and communicating training opportunities, arranging facilities and materials, maintaining participation records, and providing logistical support for Citywide training programs.
• Assists with implementation of human resources system and process improvements related to employee and labor relations; coordinates and tests system changes associated with salary, benefit, or other provisions resulting from updates to memoranda of understanding and related agreements.
• Maintains confidential employee relations, labor relations, performance-management, and investigation records in accordance with applicable records retention requirements and City procedures.
• Provides information and assistance to employees, supervisors, and managers regarding established employee relations procedures and processes and refers matters requiring professional analysis, interpretation, or management authority to appropriate Human Resources staff.

Recruitment Specialty: In addition to the general duties listed above, incumbents assigned to this specialty may perform the following duties:

• Coordinates recruitment and selection activities, including participating in the development and implementation of recruitment plans and advertising strategies in consultation with appointing authorities; prepares and posts job announcements, reviews application materials, schedules and coordinates selection processes, communicates with candidates and hiring departments, and maintains recruitment records and materials.
• Coordinates and administers pre-employment testing and selection activities; schedules examinations, prepares testing materials, provides instructions to candidates, monitors examinations, and compiles and maintains test results and related documentation.
• Utilizes an applicant tracking system to support recruitment and selection activities; serves as the City’s subject matter expert for the system, providing technical assistance, training, and job aids to end-users as needed.
• Coordinates and participates in job fairs, career events, and other outreach activities to support the City’s recruitment efforts.
• Establishes, maintains, and certifies eligibility lists in accordance with established policies and procedures; refers qualified candidates to appointing authorities for departmental interviews and final selection.
• Coordinates pre-employment and appointment activities, including preparing conditional and final offer letters, coordinating compensation recommendations with appropriate Human Resources staff, scheduling pre-placement physical examinations, assisting with reference and background checks, and administering criminal history reporting processes in accordance with established procedures.
• Provides onboarding and offboarding support; processes new hires and employee separations in human resources systems; assigns forms, acknowledgments, policies, and checklists; maintains related records; and ensures required documentation and activities are completed.
• Provides technical and administrative support for classification activities, including assisting with the preparation, review, and revision of job descriptions and maintaining classification-related records and documentation.
• Prepares temporary upgrade pay memoranda and related personnel documentation in accordance with established procedures, policies, and requirements.

Benefits Specialty: In addition to the general duties listed above, incumbents assigned to this specialty may perform the following duties:

• Coordinates the administration of employee benefit programs, including medical, dental, vision, life insurance, flexible spending accounts, retirement, deferred compensation, disability, and other benefit programs.
• Coordinates annual benefits open enrollment activities, including preparing and distributing enrollment information, assisting employees with benefit elections, processing changes, and coordinating with Human Resources staff and benefit providers.
• Processes employee benefit enrollments and changes resulting from new hires, qualifying life events, leaves of absence, court orders, and other changes in eligibility or coverage; performs related benefit calculations and ensures appropriate documentation is received and processed.
• Conducts benefits-related portions of new employee orientation and assists new employees with insurance enrollment and other benefit-related requirements.
• Provides technical support related to employee leaves; responds to routine employee inquiries, provides information regarding applicable processes and requirements, assists with required documentation, and refers complex matters to appropriate Human Resources staff.
• Performs administrative and recordkeeping activities related to Affordable Care Act requirements, including tracking and maintaining employee benefit and eligibility information and assisting with required reporting. 
• Prepares and processes required benefit notices and documentation, including COBRA and State Disability Insurance notices, and maintains related records.
• Provides administrative support for workers’ compensation claims, including preparing and filing initial reports, coordinating medical appointments, maintaining claim documentation, and assisting with return-to-work activities.
• Coordinates assigned employee programs and benefits, such as wellness, commute or trip-reduction incentive, bilingual testing, and other non-health benefit or incentive programs.
• Responds to routine unemployment claim notices and requests for information; gathers and submits supporting documentation and refers complex matters to appropriate Human Resources staff.

Maintains employee benefit information in human resources systems; reviews and verifies benefit data, researches and resolves discrepancies, and prepares related reports. Assists with implementation of human resources system and process improvements related to employee benefits; coordinates and tests system changes associated with benefits resulting from updates to memoranda of understanding and related agreements.

KNOWLEDGE AND ABILITIES:

Knowledge of:

• Basic principles and practices of public-sector human resources administration, including recruitment and selection, classification and compensation, benefits administration, workers’ compensation, leaves of absence, employee and labor relations, and employee learning and development. 
• Applicable federal, state, and local laws and ordinances governing employment practices and procedures.
• Principles and practices of confidential personnel records management, documentation, and record retention.
• Principles and practices of effective customer service and techniques for providing information and assistance to employees, applicants, supervisors, and the public, in person, in writing, and over the telephone.
• Standard office practices, procedures, methods, and equipment.
• Methods and techniques of data collection, recordkeeping, basic analysis, and report preparation.
• Business correspondence and report preparation, including proper English usage, spelling, grammar, and punctuation.
• Human resources information systems and applications, including applicant tracking and human resources management systems, and standard word processing, spreadsheet, database, and related software.

Ability to:

• Perform a variety of technical and paraprofessional human resources duties in support of assigned programs and functions.
• Interpret, apply, and explain established human resources policies, procedures, rules, and practices within assigned areas of responsibility.
• Coordinate recruitment and selection activities, including applicant processing, examination activities, eligibility lists, and pre-employment processes.
• Provide information and assistance to employees, applicants, supervisors, and the public regarding assigned human resources programs, policies, procedures, and processes.
• Review, process, and maintain personnel and benefits records and documentation for completeness, accuracy, and compliance with established requirements.
• Collect, organize, review, and summarize data; maintain accurate records and prepare correspondence, reports, and other documentation.
• Perform routine calculations and reconcile employee benefit and other human resources records; identify and resolve discrepancies within established guidelines.
• Maintain confidentiality and exercise discretion in handling sensitive employee and personnel information.
• Exercise tact, initiative, and sound independent judgment within established policy and procedural guidelines.
• Use human resources information systems, applicant tracking systems, and other computer applications to enter, retrieve, maintain, enhance, and report information accurately.
• Communicate clearly and effectively, both orally and in writing, with individuals at all levels of the organization and with the public.
• Organize and prioritize work, coordinate multiple assignments, meet deadlines, and work independently within established policies and procedures..
• Establish and maintain effective and cooperative working relationships with those contacted in the course of the work.
• Work effectively independently and as part of a team and participate in departmental and Citywide projects and committees, as assigned.

EDUCATION AND EXPERIENCE:

Equivalent to two years of college coursework in human resources management, business, psychology, or a related field;

and

Three years of increasingly responsible office administrative or program coordination experience, including one year experience in human resources functions. 

or

An equivalent combination of education and experience. 

Experience in dealing with the public and work in a public agency setting is desirable.

THIS POSITION WILL BE REQUIRED TO COMPLETE THE FOLLOWING BEFORE A FINAL OFFER IS MADE:

• Live Scan Fingerprinting (DOJ & FBI)