Human Resources Specialist

Position Overview

Full performance level in human resources support functions and office management under general direction requiring considerable knowledge of human resources, benefits and payroll policies and procedures in order to assist higher-level human resources management in carrying out activities which enable compliance within division of all federal, state, and county regulations and rules as well as program requirements, policies and procedures, and bargaining unit contract requirements.

Summary of Job Duties

Acts as a liaison between department and administration human resources office; prepares various rosters and reports; maintains confidential records; maintains compliance records in an understandable, clear and concise manner ensuring accuracy and content on timely basis; collects, analyses and interprets statistics or other data related to human resources activities; may serve as lead worker and/or provide work direction/training to clerical or support staff. Processes required forms and reports ensuring accuracy, completeness and conformance to applicable policies and procedures, state and federal regulations; assists in development of, and may conduct, training and educational programs needed to meet organizational needs and legal requirements in a timely effective manner; assists employees and/or staff with human resources related matters; conducts informal orientation and exit interviews; prepares reports; assists higher-level human resources staff or administrative staff with human resource policies/regulations issues as needed. Performs related departmental clerical duties such as maintaining inventory record and replenishing supplies, answering phones, greeting visitors, filing and other assigned office duties. Schedules meetings and/or interviews. May perform administrative functions for recruitment as needed.
Provides confidential administrative support in human resources matters as requested; maintains human resources related training paraphernalia and supplies; sets priorities, coordinates and schedules events with logic to maximize program dispersal to employees; supports organizational objectives in human resources related matter and impact. Back-up for Madison Lakes Conference Center (covering events and filling in for staff).

Duties for Functional Area Assignment

Recruitment Specialist:
Assists higher level HR professionals with and interacts with various internal managers on position fulfillment requirements; prepares open position postings and/or places advertisements; performs preliminary recruitment screening and gives recommendations on applicants; answers applicant questions about position, procedures and benefits; may perform interviews and administer in-house testing; initiates background checks; notifies applicants of decisions rendered. Prepares weekly posting reports.

Personnel/Payroll Specialist:
Maintains personnel records for department employees personnel and payroll systems; prepares personnel actions (PA's) for processing, determines appropriate coding, transmits data from applicant tracking system to payroll system; maintains records (e.g., sick, vacation and personal leaves and related accruals), compiles payroll costs by type of employee, location and related categories for regulatory and budgetary reports, receives time cards and/or electronic time/attendance information from department divisions and audits/coordinates with division supervisor, applies paid and unpaid time against available allowances, calculates authorized premium pay on the basis of applicable conditions; prepares audited data and forwards to Auditor's payroll department, researches situations involving the computation of back-pay, answers inquiries from employees and supervision regarding payroll and interpretation of county policies and collective bargaining agreements related to payroll and personnel actions.

Benefits Specialist:
Responsible for maintaining the database system for benefits administration, generates reports, confirmations and statements, processes enrollment information through internal and external systems; (e.g. life events, new employees, terms & incentives). Calculates and requests payroll adjustments as necessary, and collects missed benefit deductions. Provides benefits information to Montgomery County employees, assists employees to complete forms, collects required documentation from employees and answers questions regarding enrollment/changes, verifies coverage with carriers and providers, clarifies discrepancies and certifies final data, assists with annual open enrollment process, assists with developing forms and employee communications materials (i.e. new employee orientation packets), coordinates the printing and distribution of human resources written material, communicates changes and relevant issues to appropriate department for systems coordination, makes presentations at meetings concerning benefits, performs special projects as assigned in related areas.

Reception/Administrative Specialist:
Welcomes visitors and answers main phone line for human resources office. Provides administrative support to the human resources staff by preparing correspondences, reports, lists and other documents as requested by designated office personnel. Uses Outlook to set up and coordinate meetings for the human resources office and staff. Coordinates department travel and conference arrangements including completing travel authorization forms and registration. Scans documents in to personnel files using On-Base.

Maintains and orders office supplies and annual inventory, and handles office maintenance issues. Distributes mail throughout the Department. Copies, prints out, packages and distributes a variety of written materials as requested by other designated office personnel. Maintains common areas of the Human Resources office. Monitors and updates the web page(s) for human resources. Reviews, and responds, and forwards emails sent to the HR mailbox.

Gathers, assembles, updates, distributes and/or files a variety of information, forms, records and data as requested using traditional filing systems or databases as necessary and additional duties as assigned. Reconciles invoices, processes invoices for payment, processes tuition reimbursement requests, and administers other tasks as needed. Assists HR Director/Asst. Director with drafting of documents, pulling data, and conducting research>. The duties listed above in ALL areas will be performed in this classification.

Performs other duties as assigned. Duties may cross functional areas.

Minimum Qualifications and Requirements

Completion of undergraduate core program in human resources, business administration, management, or public administration, OR Human Resources experience of 2 years with at least 3 courses in human resources or public administration OR alternative, equivalent evidence of the Minimum Class Requirements. Must have valid drivers' license and acceptable driving record.