Human Resources Specialist

Human Resources Specialist

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 Compensation & Systems Manager. The starting hiring amount 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.

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 a 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

• 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: ability to read and understand written materials such as newspapers, benefit plans, multi-step instruction manuals, and policy documents.
• 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.
• Basic: ability to perform the four basic arithmetic operations of addition, subtraction, multiplication, division.
• 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.
• 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: 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