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HomeMy WebLinkAbout4.D.3. Approval of Job Description and Authorization to Advertise for HR Specialist L D. 3 , SI IAKC ►I'EI ti TO: Mayor and City Council Mark McNeill, City Administrator FROM: Kris Wilson, Asst City Administrator DATE: 01/08/2013 SUBJECT: Approval of Job Description and Authorization to Advertise for HR Specialist (B, E) Action Sought The Council is asked to approve the attached position description for the position of Human Resources Specialist and authorize staff to begin the recruitment and selection process. Background The City's 2013 operating budget includes funding for an additional full -time staff person in the Human Resources division. The attached position description has been developed to outline the essential duties and minimum qualifications for the position. The position was budgeted and is proposed to be in pay grade 6, equal to that of the City's current Human Resources Technician. However, it is recommended that the job title for both the new and existing positions be changed to Human Resource Specialist. The essential functions of the additional position will be three -fold. First, the position will be responsible for a wide array of day -to -day administrative and record keeping tasks that are needed to keep the City functioning effectively from a personnel standpoint. This includes the drafting and posting of job ads, paperwork associated with worker's compensation and unemployment claims, and responding to daily requests from employees, the public and other municipalities. Secondly, the position will provide research and basic project management for a variety of special projects that we have been unable to accomplish in recent years due to the current Human Resources workload. A key example of this would be to research and select an online job application software or service that would allow the City to move away from paper job applications. Lastly, the position will serve as our back -up staff for payroll processing. Currently, staff from the Finance Department provides back -up for payroll when needed, but this can be highly disruptive to the work of the Finance Department and is not as efficient as maintaining payroll within Human Resources. Budget Impact Funding for this position was included in the City's 2013 operating budget. The total cost of wages and benefits for a full -year is estimated to be $67,600. Relationship to Vision The addition of this position will contribute to Goal E: Deliver effective and efficient public services by a staff of well - trained, caring and professional employees; and Goal B: Positively manage the challenges and opportunities presented by growth, development and change. Recommendation I recommend adoption of the attached position description for the position of Human Resources Specialist. Requested Action If the Council concurs, it is asked to offer a motion to approve the position description for Human Resources Specialist and authorize staff to begin the recruitment and selection process. Attachments: HR Specialist Position Description City of Shakopee Position Description Job Title: Human Resources Specialist Department: Administration Reports To: Assistant City Administrator Status: Full -Time, Non - Exempt Approved: January 2013 Pay Grade: Grade 6 SUMMARY An entry -level human resources position responsible for a wide array of administrative, processing and recordkeeping tasks essential to the smooth operation of the City's personnel 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. Performs administrative tasks related to the recruitment and hiring of employees, with an emphasis on part -time, temporary and seasonal positions. Performs reporting and recordkeeping tasks surrounding worker's compensation claims and unemployment claims. Provides staff support to the City's Safety Committee. Assists with the scheduling and coordination of monthly safety training. Provides implementation and follow -up support for safety compliance and improvement initiatives. Tracks and coordinates City's performance evaluation and employee recognition efforts. Manages the City's random drug testing program for employees holding commercial driver's licenses. Responds to a wide -array of information requests from internal and external parties, including providing employment verification and ensuring information sharing with other municipalities. Serves as back -up staff for payroll processing. Performs research, makes recommendations and coordinates implementation of a variety of Human Resources related special projects. Performs 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, skills, and /or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and /or EXPERIENCE: Requires a bachelor's degree in Human Resources or related field; one to two years of related work experience highly desired; or an equivalent combination of formal training /education and work 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, 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: 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 and /or 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.