Human Resources Manager

Starting Pay: $3,721.62 - $4,050/Biweekly | $96,762 - $105,300/Annually

I. Purpose of Job

The human resources manager is directly responsible for the overall administration, coordination, and evaluation of the human resources function for the organization. The human resources manager oversees departmental operations including, but not limited to, recruitment, retention, people analytics, compensation & classification plan, training & development, employee relations, organizational policies, employee engagement, and ensures compliance with local, state, and federal policies & regulations. Responsible for establishing, implementing, and reinforcing a culture of recognition, accountability, innovation, and wellness throughout the organization.

II. Essential Job Duties

A. Performs Supervisory Duties & HR Department Administration

• Supervises Employee Relations Specialists, Human Resources Coordinators, and Human Resources Generalists which includes directing work, handling concerns and problems, counseling, disciplining, coaching, and completing performance evaluations.
• Establishes and reviews key strategic priorities and translates them into actionable and quantitative plans
• Oversees the processing and coordination of the recruitment and selection process and ensuring all processes meet the organization’s goals while complying with City policies and regulations/employment laws.
• Oversees several organization-wide HR functions including, Tuition Reimbursement Program, employee appreciation events, onboarding, orientation, unemployment & employee terminations, offboarding, and HR analytics.
• Coordinates and oversees the departments purchasing and requisition process of new HR systems, vendors, and contracts to provide efficient and effective programs to departments.
• Coordinates HR department’s technical programs and solutions by drafting and reviewing requests for proposals, communicating with vendors and IT, and troubleshooting issues.
• Advises managers, officials, employees, and others on complicated administrative employment issues, rules, and regulations and oversees major legal investigations
• Coordinates special projects and events, which may include preparing reports, requests for proposal, planning citywide events, etc.
• Implements and annually updates the compensation program; rewrites job descriptions as necessary; conducts annual salary surveys and develops merit pool (salary budget); analyzes compensation; monitors the performance evaluation program and revises as necessary.
• Establishes and maintains department records and reports. Participates in administrative staff meetings and attends other meetings, such as seminars.
• Oversees the maintenance of organizational charts, authorized & vacant positions, and employee personnel information.
• Evaluates reports, decisions and results of department initiatives in relation to established goals. Recommends new approaches, policies and procedures to effect continual improvements in efficiency of department and services performed

B. HRIS Management

• Oversees the maintenance of the organization’s HRIS and related systems to ensure employees have access to their personal, pay, and benefit information through self-service and reporting.
• Coordinates with the Financial Manager and payroll department to ensure all HRIS codes, workflows, and reports function as necessary for accurate payroll processing for all employees.
• Manages all HRIS setups, workflows, profiles, and system customizations including but not limited to, UKG HRIS, ATS, Trakstar Perform, background check software, and other HR programs as needed.
• Researches and audits current setups to ensure all codes and systems are operating as designed
• Performs system maintenance, including assisting in the review, testing, and implementation of HRIS system upgrades or patches. Collaborates with functional and technical staff to coordinate application of upgrade or fix.
• Researches current trends and industry standards to make workflow and system updates or make recommendations for organizational enhancements
• Administers software access control and permissions.
• Manages all integrations between various HRIS programs
• Creates and maintains HRIS data to provide accurate and meaningful reporting to support data driven organizational decisions and projects

C. HR Department Management

• Assists with various projects, which include drafting termination or disciplinary letters/memos, notifying employees of changes in policies, procedures, rules, and regulations, budget preparation, salary benefit surveys, and preparing statistical data.
• Supports HR Director and City Attorney in preparation of materials for legal responses related to employment law and workplace issues.
• Researches, creates, and recommends new employee benefit/compensation programs such as, paid parental leave, tuition reimbursement, loan repayment, vacation leave, sick leave, and other benefits that have high impact on employee recruiting and retention.
• Supports HR Director in maintaining “open door policy;” listens to employees’ suggestions, comments, complaints, makes recommendations when merited.
• Contributes to human resources administration, which includes answering phone; answering questions from employees and applicants; preparing departmental correspondence; establishing/maintaining employee files; developing personnel forms, letters, procedures and methods of record keeping; and scheduling appointments and training/meeting sites and dates.
• Maintains high level of confidentiality and uses discretion in all HR functions and ensures FOIA and open record regulations are followed in the processing of all HR functions.
• Prepares reports, presentations, and other HR project documentation for the City Administrator, Executive Leadership Team, and BOMA.
• Develops department goals, objectives and systems for recommendation to HR Director.
• Performs budget and financial analysis and evaluates results to enhance completeness and accuracy of performance measures.
• Monitors department expenditures and makes operational changes/recommendations based on budget allocations, performance measures, and department goals.
• Assists with Title VI coordination and preparing all required reports for submittal.
• Coordinates the department’s annual operating and personnel budget by preparing Performance Enhancement Requests (PERs), Performance Measures, reporting and analytics, and preparation/presentation of the budget materials.
• In the absence of the HR Director, oversees Human Resources duties.

D. Employee Relations & Policy Development

• Develops, recommends and implements personnel policies and procedures; prepares and maintains handbook on policies and procedures.
• Oversees the implementation of the HR Manual, which includes answering questions from employees about HR policies; partnering with Department Directors and City Leadership on developing new policies and updating existing policies.
• Oversees the conducting of disciplinary hearings, interviewing employees, researching documents, preparing written reports including a summary of findings and conclusion, and exit interviews.
• Identifies potential workplace liability and makes recommendations for improvement to the HR Director and City Leadership.
• Provides guidance to department leadership on Standard Operating Procedures (SOPs) to ensure alignment with organization wide policies, goals, and strategies.

E. Organizational Development & Training

• In conjunction with the Organizational Development Manager, creates and presents organization-wide training materials, strategizes with the HR Director on leadership development training, compliance training, and other training opportunities for all employees.
• Analyzes employee survey and other data to provide advise and strategy for continuous improvement to policies, procedures, employee trainings, workplace culture, and other drivers for success in overall employee engagement in the organization.
• Identifies opportunities for employee training and development by coordinating with outside vendors/consultants, recommends course curriculums, prepares presentations, handouts, announcements, etc.
• Creates learning and development programs and initiatives that provide internal development opportunities for employees.

III. Other Job Duties

Performs other job duties as assigned, including:

• Develops and administers various human resources plan and procedures for all company personnel.
• Assists with employee events, which includes coordinating activities, meals, awards, or prizes for events.
• Perform related duties and responsibilities to assist other employees in the department as required.

IV. Primary Job Challenges

Primary challenges of this position include handling sensitive and confidential personnel information and providing the correct solutions.

V. Equipment Operated

Computer and other office equipment such as printers and fax machines

VI. Key Competencies Required

• Job Content Knowledge

Has expert knowledge of the policies, procedures, and activities of the City and personnel and hiring practices as they pertain to the performance of duties relating to the position of Human Resources Manager. Must be very knowledgeable of benefits programs, and of insurance, unemployment, and workers compensation forms. Should have experience conducting background checks and employment references. Must be able to do data entry. Has considerable knowledge of EEOC, FLSA, USERRA, Worker’s Compensation, FMLA, ADA, NLRA, and all major employment laws/regulations. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department. Is knowledgeable and proficient with computers.

• Language Skills: Reads, analyzes, and interprets complex scientific and technical journals, financial reports, and legal documents. Responds to complex inquiries or complaints from customers, regulatory agencies, or members of the business community. Writes speeches and articles for publication that conform to prescribed style and format. Effectively presents information to top management, public groups, and/or boards of directors.

• 
  Mathematical Skills: Calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Applies concepts of basic algebra and geometry.

• 
  Reasoning Ability: Defines complex problems, collects data, establishes facts, and draws valid conclusions. Interprets an extensive variety of technical instructions in mathematical or diagram form and deals with several abstract and concrete variables.

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  Teamwork: Develops constructive and cooperative working relationships with others. Encourages others to express their ideas and opinions. Provides input into identifying and solving problems. Anticipates need of others for information about job tasks and work environment and provides it to them in a timely manner. Willingly assists others with job tasks when appropriate.

VII. Physical Demands and Work Environment

Physical Demands: Performance of the essential duties of this job requires the incumbent to:

• Must be able to remain in a stationary position 50% of the time.
• Occasionally move about inside the office/building to access file cabinets, office machinery, the public, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, computer, printer, and telephone.
• Regularly positions self to maintain office area and items needed to complete daily tasks.
• Regularly communicates information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Occasionally moves/transports up to 25 pounds.

Work Environment: Performance of the essential duties of this job requires:

• Occasional exposure to outdoor weather conditions
• The work environment is moderately noisy (examples: business office with computers and printers, light traffic).

VIII. Qualifications

Education and Experience: The required knowledge, skill, and abilities to satisfactorily perform job duties are normally acquired through obtaining a Bachelor’s degree in related field AND five to six years HR related experience and/or training AND at least 2 years of supervisory experience; or an equivalent combination of education and experience.

Required Certifications/Licenses:

Professional in Human Resources (PHR) or SHRM – CP or Senior Professional in Human Resources (SPHR) or SHRM – SCP within 2 years of employment and maintained throughout employment.