Human Resources Specialist

City of Charlottesville•Charlottesville (22902), VA

7d•Onsite

About The Position

The Human Resources Specialist performs administrative and technical support for Human Resources operations and programs. This role is assigned as the first point of contact for the Human Resources Department and is responsible for processing personnel transactions, supporting hiring managers with pre-employment processes, assisting with the City's onboarding process, VOE requests, paying department invoices/credit card statements, the city's gym reimbursement program, as well as a variety of other HR support work. Performs work under general supervision and reports to the Deputy Director of Human Resources. This full-time, non-exempt position offers a comprehensive benefits package.

Requirements

Bachelor degree in human resources management, business or public administration or related field.
OR Associate degree in human resources management, business or public administration or related field AND at least 1 year of experience in human resources or a related field.
OR High School diploma or GED AND at least 3 years of experience in human resources or a related field.
OR An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.
Required to successfully pass a pre-employment background check and pre-employment drug screen.
Knowledge of best industry practices, human resources policies and procedures including ordinances and state/federal laws.
Knowledge of proper documentation, reporting, record keeping and compliance with federal, state, and local laws, regulations, policies, and procedures.
Knowledge of modern office procedures, methods, and equipment including computers and computer applications.
General knowledge of the organization and administration of municipal government.
Intermediate reading ability: ability to read and understand written materials such as newspapers, benefit plans, multi-step instruction manuals, and policy documents.
Intermediate writing ability: ability to write reports, prepare materials such as business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Presents ideas clearly and concisely.
Basic math ability: ability to perform the four basic arithmetic operations of addition, subtraction, multiplication, division.
Intermediate communication skills: Establish and maintain effective working relationships with co-workers, management, vendors, and others. Ability to effectively explain policies and procedures to a variety of audiences. Elements of oral communication including persuasion may be necessary to gain cooperation and understanding. Ability to manage interactions that may involve stressful, negative behavior, requiring tact and the ability to respond to unpleasant interactions.
Requires General Direction: normally performs the job by following general instructions or established standard operating procedures and/or policies. There is some discretion when making decisions among a few easily identifiable choices of the appropriate procedure or policy to apply to duties. Performance is reviewed frequently.
Basic technical skills: uses standard technical skills to research, collect, organize, and analyze data, and to prepare technical reports and recommendations. Uses a variety of systems and reporting tools.
Prepares and processes payments and purchasing documents. May monitor and/or recommend budget allocations.
No responsibility for direction or supervision of others.
Organizational and time management skills, sometimes under strict time constraints.
Effectively balance multiple tasks simultaneously.
Excellent customer service skills.
Frequent change of tasks, constant interruptions, and requests for service.
Works closely with others as part of a team.
Tedious or exacting work.
Work effectively with sensitive and confidential issues and information.
May require additional hours outside of normal schedule.
May require dealing with angry, frustrated and/or upset individuals.
Sedentary work: Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
Must constantly position self to maintain files in file cabinets.
Must occasionally move about inside the office to access file cabinets, office machinery, etc.
Must be able to communicate information and ideas so others will understand.
Must be able to exchange accurate information in these situations.
Ability to observe details at close range (within a few feet of the observer).
Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

Responsibilities

Serves as the first point of contact and main phone line contact for the department; receives and directs visitors in-person, by phone, or by email; assists employees and/or the public with general questions and/or directs to appropriate personnel.
Provides administrative and technical assistance for day-to-day Human Resources operations.
Responsible for processing personnel transactions related to employee status, new hires and terminations, address changes, pay changes, and responsible for the City’s E-Verify account.
Guides new hires and/or hiring managers, and ensures completion of pre-employment processes, which may include but not limited to: I-9’s, pre-employment drug screening and background checks, scheduling orientation, issuing of ID badges, assisting with onboarding, etc.
Provides general technical assistance to applicants and may, as needed, assist with recruitment efforts.
Responsible for the City's Gym Reimbursement Program, including coordination, tracking, and reimbursements.
Completes Public Service Loan Forgiveness (PSLF) and Verifications of Employment (VOE) requests.
Serves as a decentralized buyer, processing purchase requisitions and/or payment vouchers for the department.
Processes and reconciles department credit card statement(s) for payment.
Assists with the delivery and coordination of a variety of workforce activities which may include but is not limited to employee surveys, open enrollment, health fairs and assessments, retirement ceremonies, and employee celebrations.
Assists with employee trainings, such as materials, set up, attendance records, etc.
Maintains and updates information and documentation on the Human Resources external and internal websites, when appropriate.
Interprets personnel policies and procedures, providing guidance to employees.
Recommends and implements systems that support existing processes with the focus on process improvement and enhanced service delivery; participates in systems testing as needed.
Generates and distributes automated and standard reports.
Updates employee files to document personnel actions and to provide information for payroll and other uses.
Files/scans and maintains personnel records.
Orders, inventories, receives, and/or shelves routine supplies and office equipment.
Receives, opens, and sorts mail; receives, signs for, and distributes packages; may assist with bulk mailings.
Responsible for appropriate use and maintenance of City equipment, tools, and other resources, including work time.
Regular and reliable attendance.
Provides coverage/back-up for other Human Resource functions as needed.
Performs special projects, research, and/or analysis as assigned.
May receive or handle FOIA requests and/or forward such requests to appropriate staff members.
Performs additional duties to support operational requirements as apparent or assigned.