Human Resources Specialist

Human Resources Specialist

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Human Resources Specialist

Salary

$53,677.95 - $64,636.84 Annually

Location

City Hall Annex, 120 7th Street Northeast, Charlottesville (22902), VA

Job Type

Regular Full-Time

Job Number

260600002

Department

Human Resources Department

Division

Human Resources Department

Opening Date

06/04/2026

Closing Date

6/16/2026 5:00 PM Eastern

Bargaining Unit

N/A

• Description

• Benefits

• Questions

General Summary

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 , 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.

The starting hiring range will be between $53,677.95 - $64,636.84 Annually. Starting offer is based on applicable education, experience, and internal equity. This full-time, non-exempt position offers a comprehensive benefits package, including 13 paid holidays plus one floating holiday, vacation and sick leave, health insurance with employer contribution, employer-paid life insurance, gym membership reimbursement, tuition assistance, and professional development opportunities. This position is also eligible for the following retirement benefits:

• Choice of retirement plan:

• Defined Benefit Pension Plan: Provides a monthly benefit upon retirement, calculated using a defined formula based on earnings history, years of service, and age. The plan includes a 5-year vesting period and requires an employee contribution of 5% of salary.

• Defined Contribution 401a Plan: Employer makes fixed contributions to an individual account, which are invested, and returns are credited to the account. The account balance is used to provide retirement benefits. Vesting occurs at 33% after one year, 67% after two years, and 100% after three years of service. No salary contribution is required.

• Voluntary 457 Deferred Compensation Plan

• Eligibility to purchase prior service credit under the Defined Benefit Plan

The City of Charlottesville manages its own retirement system and does not participate in VRS; however, a Portability Agreement is available for eligible employees. For additional details, please refer to the “Benefits” tab within this posting or visit the City’s Employee Benefits webpage ( .

Essential Responsibilities and Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

• 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.

Other Duties

• 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.

Education, Experience and Skills

Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education.

• 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.

Certifications/Licenses/Other Requirements

• Required to successfully pass a pre-employment background check and pre-employment drug screen.

Knowledge, Skills, Abilities and Other Characteristics

Job Knowledge

• 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.

Reading

• Intermediate: ability to read and understand written materials such as newspapers, benefit plans, multi-step instruction manuals, and policy documents.

Writing

• Intermediate: 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.

Math

• Basic: ability to perform the four basic arithmetic operations of addition, subtraction, multiplication, division.

Communication Skills

• Intermediate: 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.

Independence and Decision-Making

• 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.

Technical Skills

• Basic: 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.

Fiscal Responsibilities

• Prepares and processes payments and purchasing documents. May monitor and/or recommend budget allocations.

Supervisory Responsibilities

• No responsibility for direction or supervision of others.

Other Characteristics

• 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.

Physical Conditions & Additional Information

Physical Demands

• 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).

Machines, Tools, Equipment, Software and Hardware:

• Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

Work Environment

• Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare and dust.

• The noise level is usually moderate.

The City of Charlottesville is an Equal Opportunity Employer and supports workforce diversity at all levels of the organization. The City prohibits discrimination on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by federal, state or local laws. The City is dedicated to this with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs, and general treatment during employment.

Requests for reasonable accommodation by individuals with disabilities may be requested by contacting Human Resources at View phone number on click.appcast.io or View email address on click.appcast.io.

The City of Charlottesville conducts job related background checks, reference checks, and pre-employment drug tests, in accordance with federal, state, and local law, of applicants who reach the final stages of the employment selection process. The City’s policy has not changed because of the decriminalization of marijuana in the Commonwealth of Virginia. Marijuana remains an illegal drug under federal law, and it continues to be a violation of the US Department of Transportation regulations and the City’s policy prohibiting employees from testing positive for marijuana.

SUMMARY OF EMPLOYEE BENEFITS

Updated February 9, 2026

Benefits cited represent those for regular 40-hour employees and may differ for Management Level, Part-Time, and/or Library positions. Long-term temporary employees are eligible for all benefits except retirement. Interns, temporary, seasonal, substitute, and relief employees are not eligible for benefits.

1. LEAVE:

Vacation: Need some time off? Use it, you earned it:

Years Worked

0 - <3

3 - <5

5 - <10

10 - <15

15 - <20

20 - <25

25

• Hours Accrued Biweekly

3.09

3.85

4.62

5.4

6.16

6.93

7.7

Sick: Under the weather? Earn 4.62 hours biweekly, approximately 120 hours a year, with no limit on accumulation to be used to care for yourself and qualifying family members.

Holidays: Enjoy 13 paid holidays per year. Including 1 Floating Holiday, which must be taken during the Fiscal Year (July 1 - June 30):

OBSERVED CITY HOLIDAYS

New Years Day

Dr. Martin Luther King Day

Presidents’ Day

Liberation & Freedom Day

Memorial Day

Juneteenth Day

Independence Day

Labor Day

Veterans Day

Thanksgiving Day

Friday after Thanksgiving

Christmas Eve

Christmas Day

1 Floating Holiday

Volunteer Leave: Paid leave for participating in an authorized event as a volunteer, subject to Section 9-3, Code of Ethics & Conflicts of Interest. Regular full-time employees receive up to 8 hours and all regular part-time employees are eligible to receive pro-rated leave each available each calendar year.

1. INSURANCE:

Aetna Medical Plans: Coverage is effective on the first of the month following date of hire.

• Choose from two options:

• Select HMO with City-funded HRA ($0 premium for employee-only coverage)

• Choice POS ($13.02 biweekly premium for employee-only coverage)

• Prescription Card: ($10 generic, $30 lower cost name brand,$55 higher cost name brand, 20% up to $150 for specialty drugs)

• Mail Order Maintenance Prescription Drug Program ($20 generic, $60lower cost name brand, $110 higher cost brand) not available for specialty drugs)

Delta Dental Plan:

• Diagnostic and Preventative–100% of allowable charge; Basic Dental Care-80%; Major Dental Care- 50%

• Primary - $50 deductible, 80/20; Prosthetic and Complex Restorative -$50, 50/50

• $1,500 Annual benefit maximum

• $1,000 Orthodontic benefit (children to age 19)

MetLife Vision Plan: (Optional)

• $2.50 premium paid bi-weekly for employee-only coverage. Dependent care coverage also available.

• Eye health exam, dilatation, prescription and refraction of glasses covered after $10 co-pay

• $130 allowance for frames, after co-pay, plus additional discounts where accepted.

Life Insurance: In the event of your death, your beneficiary will receive twice your annual salary. Supplementary policies for you and your dependents are available.

Long-Term Disability: U pon approval for along-term illness or injury, you can receive up to 60% of your earnings after a 90-day wait period.

Voluntary Benefits: Accident, Critical Illness, Hospital Indemnity insurance; Short-Term Disability; Identity Theft Protection

1. RETIREMENT:

Pension:

• Choose from two (2) options:

• A Defined Benefit Pension plan pays a monthly benefit in retirement using a defined formula based on the employee’s earnings history, tenure of service, and age. Our plan has a 5-year vesting period and an employee contribution of 5% of salary.

• A Defined Contribution 401a plan in which fixed contributions are paid into an individual’s account by the employer, the contributions are invested, returns (positive or negative) are credited to the account, and the account balance is used to provide retirement benefits. The vesting schedule for our 401a plan is 33% after one year of service, 67% after two years of service, and 100% vesting after three years of service. There is no required contribution from salary. (Note: the Defined Contribution retirement plan is the only plan available for Library employees).

Supplement: Deferred Compensation 457 available for you to invest your own money for additional retirement savings.

1. VOLUNTARY:

Wellness:

• Gym Membership Reimbursement Program (up to $34.00 per month)

• Bicycle Commuter Program: Reimbursement up to $20 per month for reasonable bicycle commuting expenses

• Online wellness resources and Lunch-and-Learn Sessions

Employee Assistance Program:

• A variety of confidential, personal professional services for you and your family available 24 hours a day.

Tuition Reimbursement:

• Up to $1,500 for job-related certificates, trade programs, undergraduate coursework or up to $3,000 for graduate level courses per fiscal year for career-related courses.

Flexible Spending Accounts:

• Expense accounts available for healthcare, dependent care and parking/mass transit.

01

Please indicate your highest level of education: (Must be verifiable in reference to the Education History section of your online application.)

• Bachelor's Degree or higher

• Associates Degree

• High School Diploma

• I do not have one of the above degrees but believe I possess an equivalent combination of education and experience lieu of this requirement.

• None of the above

02

How many years of experience do you have in human resources or a related area?

• No experience

• One (1) to less than three (3) years

• Three (3) to less than five (5) years

• Five (5) years or greater

03

To be considered, qualifying education and experience, including City of Charlottesville employment, must be clearly documented in the education, work history, and additional information sections of the employment application. Resumes can be attached but should not be used as a substitute for the required information on the application. I understand that an attached resume may not be accepted in place of a completed employment application and that my qualifications should be stated on the employment application itself.

• Yes

• No

04

I certify that the information above is true and correct, and I certify that it can be verified with reference to the information in my basic application. I understand that my application may be rejected if the responses to supplemental questions do not match my basic application.

• Yes

• No

Required Question

Employer

City of Charlottesville

Address

P. O. Box 911 605 East Main Street Charlottesville, Virginia, 22902

Phone

View phone number on click.appcast.io

Website