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HomeMy WebLinkAbout3. Acceptance of Resignation and Authorization to Advertise for HR Technicial � �, CITY OF SHAKOPEE Memorandum TO: Mayor and City Council Mark McNeill, City Administrator � FROM: Kris Wilson, Assistant City Administrator SUBJECT: Acceptance of Resignation and Authorization to Advertise for HR Technician DATE: March 23, 2012 Introduction The City Council is asked to accept the resignation of Jessica Nikunen from her position as HR Technician, adopt an updated job description for the position and authorize staff to begin the hiring process. Background Ms, Nikunen was hired as an Office Service Worker in the Public Works Department in May of 2005 and promoted to the position of HR Technician in July of 2006. She recently submitted a letter of resignation, effective Apri16, 2012. Attached is an updated job description for the position, reflecting modest updates since it was originally written in 2006. Staff is also requesting authorization to begin the hiring process in order to fill the vacancy. Relationship to Vision: This is a housekeeping item (Goal F). Requested Action The Council is asked to offer a motion to accept, with regret, the resignation of Jessica Nikunen from her position as HR Technician, to adopt the updated job description dated March 2102 and to authorize staff to begin the hiring process to fill the vacancy. City of Shakopee Job Description Job Title: Human Resources Technician Department: Administration Reports To: Assistant City Administrator Status: Full-Time, Non-Exempt Approved: March 2012 Pay Grade: Grade 6 SUMMARY Technical and administrative HR position responsible for administering payroll system; benefits enrollment, tracking and updating; coordinating workers compensation claims;, and assisting with other human resources related functions. Works with data and relationships requiring a high level of confidentiality, ethics and trust. Requires strong customer service skills, attention to detail, ability to work independently, and ability to communicate effectively and appropriately with all levels of City staff. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Compensation/Payroll System Administer City payroll system; create and update payroll records and master files, establish proper deduction amounts, accrual schedules for vacation and sick leave, PERA eligibility and enrollment, direct deposits, spousal maintenance orders, retro pay and other adjustments. Audit time sheets for errors. Process and compute payroll, coding payments to appropriate departments and processing withholdings to appropriate agents. Audit and reconcile payroll accounts/reports for accuracy and post to the financial system. Print and prepare checks, deposit advice and reports for distribution. Submit biweekly withholding tax deposit by electronic transfer, ensuring compliance with State and Federal reporting standards. Prepare and reconcile quarterly and annual tax forms: i.e 941, MW-1's, Economic Security Wage Reports, W-4's, EEOC E-4. , I Calculate annual cost-of-living rate/step increases, lump sums, and retroactive amounts. Implement ! salary and benefit components of collective bargaining contracts. � I Benefits and Leaves ' Day-to-day administration of benefit programs including health, dental, life, and long-term disability insurance as well as flex spending accounts, retirement plans and other optional benefits. Responsible for initial troubleshooting of benefit issues and resolving employee/vendor benefit problems and questions in a helpful and positive manner. Responds to employee questions related to benefit programs and employee leave polices and procedures in a timely and accurate manner. Assist with annual open enrollment process. �I Tracks leave accrual balances and administers leave programs such as the Family and Medical Leave Act. Administer worker's compensation managed care program, unemployment claims, and employment verifications; ensuring timely reporting of incidents and forms. Administer COBRA and Chapter 488 notices and monitor applicable monthly continuation payments. Record Keeping & Data Reporting Maintains and updates employee payroll, benefit and personnel files, including both confidential and public data. Responds as necessary and appropriate to requests for public data, such as employment verification. Understands and complies with records retention polices and data practices act as they relate to personnel functions. Responsible for the reporting of Comparable Worth/Pay Equity data. Reports City salary and benefit data for League of Minnesota Cities Salary Survey. Perform other related duties and responsibilities as apparent or assigned. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Bachelors degree in Business Administration, Human Resources or related field and 2 years experience in finance and/or personnel related functions; or equivalent combination of education and experience. LANGUAGE SKILLS Ability to communicate effectively in English, both orally and in writing. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, �r governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. MATHEMATICAL SKILLS: Strong mathematical aptitude and organizational skills required. Ability to add, subtract, multiply and divide using units of American money and measurement. Ability to apply mathematical concepts in practical problem solving situations such as fractions, percentages ratios and proportions. REASONING ABILITY: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret instructions in written, oral, diagram or schedule form. OTHER SKILLS AND ABILITIES: Must be detail oriented, possess strong listening and problem solving skills and have a desire to assist others. Ability to establish and maintain effective working relationships with City personnel, City officials and the general public. Ability to schedule and organize work effectively and to maintain confidential information. Thorough knowledge of modern office practices, procedures, machines and systems including Microsoft Office products, internet transactions and basic accounting procedures. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk and hear. The employee must occasionally lift andlor move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to vibration. The noise level in the work environment is usually moderate. I City of Shakopee Job Description Job Title: Human Resources Technician Department: Administration r ,. ..«:,,.,. r;... u.,tt IIoc.r . Reports To: Assistant City Administrator �S�Status: Full-Time. —Non-Eexempt Formatted: Fonc: Not Boid - --- - -- Approved_�: March 2012 ' . , Pav Grade Grade 6 Fa��+attea: Fo�t: No� Bo�d SUMMARY Technical and administrative HR position responsible for administering payroll system; benefits enrollment, tracking and updating; coordinating ���orkers compensation claims;�trg , , and assisting �i ith other human resources related functions. Works with data and relationships requiring a high level of confidentialiry, ethics and trust. Requires strong customer service skills. attention to detail, ability to work independently, and ability to communicate effectively and appropriately with all levels of City staff. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Compensation/Payroll System Administer City payroll system; create and update payroll records and master files, establish proper deduction amounts, accrual schedules for vacation and sick leave, PERA eligibility and enrollment, direct deposits, spousal maintenance orders, retro pay and other adjustments. Audit time sheets for errors. Process and compute payroll, coding payments to appropriate departments and processing withholdings to appropriate agents. Audit and reconcile payroll accounts/reports for accuracy and post to the financial system. Print and prepare checks, deposit advice and reports for distribution. Submit biweekly withholding tax deposit by electronic transfer, ensuring compliance with State and Federal reporting standards. Prepare and reconcile quarterly and annual tax forms: i.e 941, MW-1's, Economic Security Wage Reports, W-4's, EEOC E-4. Calculate annual cost-of-living rate/step increases, lump sums, and retroactive amounts. Implement salary and benefit components of collective bargaining contracts. °«�-,:�'° ��°' �~�,.,°:° F.�.,. .-,.,,...,,,.., ,..,a , ..,�„�„ .x,..,,,, �...,o.,a;�. : .,*,.,,,,� Benefits and Leaves Day-to-day administration of benefit progams including health, dental, life, and long-term disability insurance as well as flex spending accounts, retirement plans and other optional benefits. Responsible for initial troubleshooting of benefit issues and resolving employee/vendor benefit problems and questions in a helpful and positive manner. Responds to employee questions related to benefit programs and employee leave polices and procedures in a timely and accurate manner. Assist with annual open enrollment process. Tracks leave accrua] balances and administers leave programs such as the Family and Medical Leave Act. Administer worker's compensation managed care program, unemployment claims, and employment verifications; ensuring timely reporting of incidents and forms. Administer COBRA and Chapter 488 notices and monitor applicable monthly continuation pay�ments. �rrg l.i,.F:r.,� .� ..1.,..,.,... ,.Ft ....:..:.... ..l.l:,...r:,,.... ....,7 „ ..,,..r,..,:r:o� !`re�ro� �., L..,..,:..s,.:..,. „ ..1...�00 b b • .Taixa aaiuiii�uiii.� �.ii�ivy �.�. ������� Record Keeping & Data Reporting Maintains and updates employee patiroll. benefit and personnel files, including both confidential and public data. ' . Responds as necessary and appropriate to requests for public data, such as employment verification. Understands and complies with records retention polices and data practices act as they relate to personnel functions. , ; Responsible for the reporting of Comparable Worth/Pay Equity data. Reports City salary and benefit data for League of Minnesota Cities Salary Survey. � A rr�rfn ....f� nv�.� .. ..4.�:1.�.k.�n L.� w. ..���.. �.rr��r�.-o.� T�To���r�oHon Perform other related duties and responsibilities as apparent or assigned. � ___ � I I QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. �, , > �s �DUCATION and/or EXPERIENCE Formactea: Fonr: soid _ -_ - _ - _ - _ __- Bachelors degree in Business Administration, Human Resources D""""""� ^''"':"'"°^':^" T�a..�'�:�, D°,�*;��� or related field and 2 years experience in finance and/or personnel related functions; or equivalent combination of education and experience. �.,ANGUAGE SKILLS Formatted: Font: Bold Abilitv to communicate effectivel i�glish, both orally and in writine. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. MATHEMATICAL SKILLS: Strone mathematical aptitude and oreanizational skills required. Abilitv to add. subtract. multiplv and divide usine units of American monev and measurement. Abilit ��to applv mathematical concepts in practical problem solving situations such as fractions. percentaees ratios and proportions. REASONING ABILITY: Abilitv to define problems, collect data, establish facts. and draw valid conclusions. Abilitv to inte�ret instructions in �vritten, oral. diagram or schedule form. Formatted: Font: Bold . , > > • , Formatted: Font: Bold �t a:.,�r�m �t�a..i� F w.., � OTHER SKILLS AND ABILITIES: Must be detail oriented. oossess strong listening and problem solvinQ skills and have a desire to assist others. Abilitv to establish and maintain effective ��orking relationships �e-ith Citv personnel. City officials and the general public. Abilitv to schedule and oreanize ��ork effectively and to maintain confidential information. Thorouoh kno�vledQe of modern office practices. procedures, machines and systems including Microsoft Office products, internet transactions and basic accountingprocedures. �HYSICAL DEMANDS The physical demands described here are representative of those that . Formatted: For,t: soid _ must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, ar feel objects, tools, or controls; reach with hands and arms; and talk and hear. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job inciude close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT The �vork environment characteristics described here are Formatted: Fonc: aoid • _ - __ representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals �vith disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to vibration. The noise level in the work environment is usually moderate.