Human Resources Technician

DEFINITION


The Human Resources Technician must be highly knowledgeable of human resources processes and willing to train others in the execution of their daily duties. The incumbent serves as the administrative assistant to the Human Resources Generalist, with responsibilities that include managing key technical aspects of the administration of more than 600 employees. The incumbent is responsible for ensuring coverage of major office functions. These functions include, but are not limited to, ensuring applications are complete in all aspects of human resources; ensuring required background checks are initiated and returned; processing CPS forms in a timely manner; assisting with FMLA administration. Assists with the collection, organization, and preparation of documentation related to EEOC inquiries and other employment-related matters, under the direction of the Human Resources Director or designated administrator. The incumbent ensures that all electronic records related to employee screening, hiring, reassignment, and termination are completed accurately. The incumbent manages personnel processes as required.

SUPERVISION


Work is performed under the supervision of the Human Resources Generalist. The personnel management processes managed by this employee are solely controlled by the incumbent with support from the Human Resources Information and Technology Assistant. Work is performed under the general supervision of the Human Resources Generalist. The incumbent independently coordinates and executes assigned technical and administrative human resources processes in accordance with established policies, procedures, and supervisory direction. Matters requiring policy interpretation, discretionary decision-making, or administrative approval are referred to the Human Resources Generalist or other designated administrator. On various occasions, the employee may support the clerical specialists.

DISTINGUISHING CHARACTERISTICS


This job class is assigned only to the Human Resources Department.

ESSENTIAL FUNCTIONS OF THE CLASS

• Reviews results to determine the acceptability of candidates prior to approval for further processing. This process is critical to determining whether a candidate is eligible for hire and must be completed accurately and expeditiously to maintain the integrity of the workforce.
• Reviews applicant screening results and verifies completion of required pre-employment documentation. Identifies discrepancies or potential eligibility concerns and refers such matters to the appropriate HR administrator for review and determination.
• Reviews applicants in the applicant tracking system.
• Assists with job fairs.
• Processes Personnel Action Reports (PARs) and maintains the Employee Master in MUNIS for classified and professional staff.
• Processes and tracks personnel actions, including appointments, promotions, transfers, reassignments, salary adjustments, stipends, leaves of absence, returns from leave, resignations, and terminations.
• Verifies the completeness and accuracy of supporting documentation before processing personnel transactions.
• Maintains accurate employee records in MUNIS and reconciles discrepancies in coordination with the HR Generalist, Finance, and Payroll.
• Monitors pending PARs and follows up to ensure personnel actions are completed within established processing timelines.
• Maintains an organized tracking system for outstanding personnel actions and provides status updates to the HR Generalist.
• Processes Personnel Action Reports (PARs) within 24-48 business hours of receipt of complete and approved documentation. Ensures timely and accurate processing of personnel actions, maintains records of pending requests, and promptly communicates any delays or documentation deficiencies to the Human Resources Generalist. Exceptions to established processing timelines may apply to actions requiring additional review, approval, or supporting documentation.
• Processes, executes, prints, and files contracts.
• Prepares and distributes Virginia Retirement System (VRS) materials for all employees.
• Maintains electronic personnel files for all employees, ensuring that required paperwork is prepared, organized, and maintained in the appropriate order. Ensures that documentation is indexed according to the employee's unique identifier and the type of personnel documentation. Manually files hard-copy documentation in personnel folders for historical reference.
• Processes employee paperwork generated and forwarded to the Human Resources Department.
• Workers' Compensation Administration: Process and coordinate workers' compensation claims, including receiving and documenting employee injury reports, completing and submitting required workers' compensation forms and documentation, communicating with employees, supervisors, medical providers, and the workers' compensation carrier, monitoring claim status and employee leave, maintaining accurate and confidential records, and ensuring required follow-up and documentation are completed in a timely manner.
• Virginia Unemployment Claims Administration: Process and respond to Virginia unemployment claims and related requests for information, including reviewing claim notices, gathering and verifying employment and wage information, preparing and submitting timely responses and required documentation, communicating with the Virginia Employment Commission (VEC) as needed, maintaining accurate and confidential unemployment records, monitoring claim status and deadlines, and escalating issues or disputed claims to the appropriate HR leadership for review and resolution.
• Manages the electronic personnel documentation process to ensure completeness and accuracy as required by law.
• Documents personnel management activities throughout an employee's history by completing Personnel Action Reports (PARs), which include retrieving established codes applicable to each personnel action. Records personnel actions related to pay disbursements, vacation and sick leave accounting, promotions, demotions, assignments, terminations, and reports required by various agencies requesting personnel documentation.
• Assists with the preparation of the personnel docket for the Joint Board.
• Responds to telephone and written inquiries from administrators, current employees, and prospective employees regarding assigned areas of responsibility.
• Conducts benefits orientations for new employees, including, but not limited to, health care, dental, vision, health savings accounts, incentive programs, and other benefits offered by Norfolk Public Schools.
• May assist with New Employee Orientation.
• Utilizes a variety of office equipment, including information systems and computer technology, to perform essential functions; files hard copies of data; updates computer files; and purges files in accordance with established termination and record destruction timelines.
• Schedules appointments and assists with maintaining supervisors' and other administrators' schedules, appointments, and meetings. Assists with maintaining the office-wide events calendar.
• Manage reimbursements for lost or damaged items.
• Initiates FMLA documentation and maintains the FMLA database.
• Coordinates the administrative processing of Family and Medical Leave Act (FMLA) and Medical Leave of Absence (MLA) requests under the direction of the HR Generalist.
• Receives, logs, and tracks leave requests, medical certifications, extensions, and return-to-work documentation.
• Prepares and distributes FMLA correspondence, including eligibility notices, designation notices, reminders, and extension documentation, subject to appropriate review and approval.
• Maintains accurate FMLA/MLA tracking logs, including approved leave periods, anticipated return dates, certification deadlines, and applicable leave balances.
• Initiates and processes PARs for approved leave, extensions, changes in leave status, and employee returns.
• Follows up with employees regarding missing documentation and upcoming deadlines.
• Maintains confidential medical documentation separately from general personnel records.
• Monitors and tracks the employee retirement process.
• Maintains the Employee Master in MUNIS SECEP staff.
• Performs related duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Thorough knowledge of the technical aspects of the human resources activities to which assigned.
• Thorough knowledge of applicable federal and state laws, regulations, and policies and procedures for the accomplishment of the tasks assigned.
• Thorough knowledge of the Virginia Retirement System.
• Thorough knowledge of clerical methods, English usage, general business practice, and terminology.
• Knowledge of computer operations, and use of applicable software.
• Ability to understand, interpret, and follow detailed and complex instructions and guidelines, and to execute detailed work with accuracy.
• Ability to utilize a computer keyboard at a reasonable speed and to input data accurately on a timely basis.
• Occasionally assist with the front desk.
• Ability to perform mathematical calculations rapidly and accurately.
• Ability to maintain clerical records and prepare complex reports from such records.
• Ability to operate a variety of standard office equipment.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to deal with employees and the public tactfully and courteously and to work harmoniously with other employees.
• Good organizational, human relations, and communication skills.
• Good time management.
• Detail-oriented.
• Knowledge of HR information systems, applicant tracking systems, electronic document management, and personnel databases.
• Working knowledge of FMLA, employee leave procedures, confidentiality requirements, and personnel recordkeeping.
• Ability to manage multiple assignments, establish priorities, and meet established deadlines with minimal supervision.
• Ability to identify incomplete documentation, discrepancies, and processing errors.
• Ability to maintain accurate tracking systems and prepare personnel status reports.
• Ability to exercise discretion and maintain confidentiality when handling sensitive employee information.
• Ability to communicate effectively with employees, administrators, applicants, and external agencies.
• Ability to follow established procedures while recognizing when matters require supervisory review.
• Ability to train and provide technical assistance to designated staff.
• Proficiency in Microsoft Office applications, including Excel, Outlook, and Word, and electronic personnel management systems.

MINIMUM EDUCATION, TRAINING, AND EXPERIENCE REQUIREMENTS


Completion of two years of college work or associate degree supplemented by courses in business practice, accounting, and computerized accounting and database maintenance. Bachelor's degree preferred. Experience in a human resources/personnel office, preferably with a public school system or any equivalent combination of education and experience that would provide the above-noted knowledge, skill, and ability.

LICENSE/CERTIFICATION


None

PHYSICAL ATTRIBUTES


Most tasks are performed in a sedentary work environment; attributes include those required in normal, everyday activities, including sitting, walking, standing, bending, reaching, or carrying light items. Must be able to lift 10 pounds.

HAZARDS


Work involves exposure to normal, everyday risks.

UNUSUAL DEMANDS


Work is performed in an office and is subject to frequent interruptions.

EVALUATION:


Performance on this job will be evaluated in accordance with the provisions of the Board's policy on the evaluation of personnel.

To Apply: All applications, resumes, references, transcripts, and supporting documentation for this position must be submitted to the Director of Human Resources. Separate applications are required for all administrative positions. Application forms may be secured on the SECEP website:

SECEP is a regional public school serving the Southside Hampton Roads Community. The organization provides a formal structure through which the participating school systems can plan and operate programs for children with special needs.