Employment Services Specialist

Position Information

The purpose of this classification is to provide specialized administrative support for Employment Services programs, functions, and activities, which may involve processing information for various divisions including benefits and wellness, employee relations, risk management, training and professional development

Job Summary

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; maintains computerized and/or hardcopy records.

Performs office management functions; coordinates daily activities of assigned department/division; monitors status of projects/workflow and troubleshoots problem situations; works to independently resolve problems and initiates appropriate action/response; coordinates communications and conveys information among department/division personnel; coordinates, conducts, or attends staff meetings to review department plans, progress, budgets, and other activities.

Provides administrative support to department/division management staff; relieves management staff of routine administrative tasks; screens calls, mail, and e-mail messages and initiates appropriate action/response; represents management at meetings as assigned.

Processes human resources and insurance documentation including but not limited to new hire forms, disciplinary paperwork, performance evaluation documentation, separation paperwork, invoices, accident and injury claim information, COI’s, training request, employment verifications, and leave requests ensuring completed documentation is maintained in compliance with applicable record retention and other regulatory requirements; maintains organization’s employee files and other relevant documents and forms.; .

Assures department/division compliance with the Open Records Act. Receives, prepares and processes requests from attorneys or the public.

Ensures county policies remain updated and available; maintain departmental presence on the internal and external websites and the employee app,

Interprets and applies all applicable federal, state, and local policies, procedures, laws, rules, regulations, and standards; initiates any actions necessary to correct deviations or violations.

May serve as Clerk or Assistant Clerk to one or more of the Boards or Committees under the oversight of the Employment Services Department such as the Civil Service Board, County's Safety Committee, Executive Risk Committee, and/or Administrative Committee. Responsibilities in this capacity may include: coordinating and attending committee meetings; reserving meeting room locations; issuing proper publication and posting of open meetings and notifications to stakeholders; recording and transcribing meeting minutes; maintaining records of committee activities in adherence with record retention guidelines; and maintaining member information including term limits and expirations, and coordinating nominations, qualifications, and/or election of Board members in accordance with applicable policy.

Coordinates various employment activities; such as drug screens; background screening; MVR’s, I9 verifications, FMLA, Military Leave, trainings, orientations, and monitors billing for various services. Assists with the coordination of drug-free workplace federal programs, pre-employment, post-accident and return from leave screenings .

Serves as a liaison between County employees and management and leadership as appropriate. Receives and responds to questions from potential applicants and employees.. Escalates employee concerns, as needed, to supervisor and/or Department Head. Maintains confidentiality of employee information, departmental issues and documentation, other personal identifiable information and HIPAA compliance.

Processes a variety of documentation associated with department operations, within designated timeframes and per established procedures; distributes documentation or retains records as appropriate.

Performs customer service functions; provides information and assistance to employees, supervisors, managers, directors, or other individuals regarding employee issues, benefits, rules/regulations, procedures, timeframes, forms, or other issues; responds to routine questions or complaints; initiates problem resolution.

May perform research, data collection, and analysis of data and provides recommendations to management staff for safety, risk, and loss control training and initiatives; coordinates recurring safety training with instructors and employees; assists with training as needed.

Prepares or completes various forms, reports, correspondence, meeting minutes, spreadsheets, or other documents.

Receives various forms, reports, correspondence, drug screening results, invoices, laws, policies, procedures, professional journals, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, e-mail, Internet, or other computer programs; performs basic maintenance of computer system and office equipment, such as replacing paper, ink, or toner.

Maintains file system of official employment records and other files/records; prepares departmental files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files.

Monitors inventory of office forms and supplies related to individual’s projects; ensures availability of adequate materials to conduct work activities; provides notice for new/replacement materials; coordinates printing of forms or other documents as needed.

Communicates with supervisor, employees, applicants, supervisors, managers, other departments, County officials, committee members, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Maintains a comprehensive, current knowledge of applicable laws/regulations; reads professional literature; attends workshops and training sessions as appropriate.

ADDITIONAL FUNCTIONS

Performs general/clerical tasks, which may include verifying employment references, typing documents, making copies, sending/receiving faxes, or processing incoming/outgoing mail.

Provides assistance to other employees or departments as needed.

Performs other related duties as required

Minimum Qualifications

High school diploma or GED; supplemented by three (3) year previous experience and/or training involving human resources office administration, insurance administration, office administration, data entry, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.