Human Resources Generalist

JOB TITLE: HUMAN RESOURCES GENERALIST

HUMAN RESOURCES DEPARTMENT

GENERAL STATEMENT OF JOB

Under general supervision, provides professional level administrative support for the Human Resources Department. Work involves human resources and risk management functions which include, but are not limited to, employee relations, benefits administration, performance evaluations, salary and compensation, workers compensation, and property and liability claims. Implements and administers the risk management function of the City. Ensures compliance with all risk and safety guidelines. Utmost discretion and confidentiality in all job duties is required. Reports to the Manager of Human Resources.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

Prepares all position vacancy notifications and job files; handles all advertising for positions, posts notices on bulletin boards; places ads in newspaper, City website, and other relevant online job boards; maintains job vacancy and advertising records; maintains job vacancy and applicant information. Schedules all pre-employment physicals; prepares all paperwork for new hires; completes and maintains all federal and state new hire reporting records. Scans all job files once completed.

Prepares orientation handbook and benefit materials for new employees.

Conducts all new employee orientation - explanations of benefits, insurance, and personnel policies and procedures; ensures completion and accuracy of all new employee paperwork and enrollment forms (status forms, health insurance, retirement, tax, I-9, etc.) and completion of federal (E-Verify and CES) and State (DSS) reporting requirements.

Prepares all new hire status forms; insurance and retirement application forms; tax forms; I-9, E-Verify; ensures completion and accuracy of required forms.

Manages Human Resources page on City website. Updates information on site, compiles job descriptions for Document Central. Posts all City job openings on City website.

Processes Federal and State required reporting in a timely manner to include SC New Hire, E-Verify, DOL Current Employment Statistics.

Responsible for administration of City Family Medical Leave Policy; completes all required paperwork; maintains all leave records; communicates policy as necessary with employees; ensures federal and City guidelines are followed.

Assists with all aspects of the State Employee Insurance Program, from enrollment to termination.

Assists with administering the personnel appraisal system which includes preparing and processing introductory and annual employee appraisals, appraisal rating sheets, appraisal analyses, salary adjustments, personnel status forms, and employee notifications.

Completes prior employment reviews and employment verification forms.

Assists Human Resources Manager and/or employee in preparation and follow up of employee retirement or disability paperwork.

Responsible and accountable for workers compensation administration for the City; includes filing of first report of injury; maintaining OSHA mandated forms; notification of all accidents/injuries to proper agency; handling of medical information and bills; working and communicating with employee(s), department(s) and SC Municipal Insurance Trust (SCMIT).

Coordinates with City and SCMIT to meet Minimum Risk and Safety Guidelines for worker’s compensation; maintain all files required for Risk and Safety Guidelines.

Responsible for Workers’ Compensation filing of First Report of Injury and property and liability loss notices, claims, and issues, coordinates with the employee/department/citizen involved resolving claims.

Responsible for preparation of annual SCMIT payroll audit; researches and provides required documents and forms. Coordinates compliance documentation for annual Minimum Risk and Safety Guidelines review for SCMIT and SCMIRF.

Responsible for property and liability claims for the City; files reports with the South Carolina Municipal Insurance Risk and Financing Fund (SCMIRF) and coordinates with the employee, department, citizen, Human Resource Manager, and/or attorney involved to resolve issues.

Maintains accident and injury records; compiles and produces annual OSHA reports, prepares and/or generates status forms, OSHA first report of injury, form 300 summary, SCMIRF loss notices, etc.

Responsible for coordinating the City’s Alcohol and Drug Testing Program with management, employees, testing facility, and Alcohol and Drug abuse Testing Center.

Serves as liaison on the City Employee Personnel Wellness and Safety Committee.

Assists with preparation of Personnel and Payroll reports and summaries for annual budget.

Performs administrative/secretarial duties for the department which include typing schedules, letters, memos, correspondence, forms, and reports; scans documents into Laser Fiche and files and retrieves information when needed; prepares and distributes information to employees.

Answers department telephone and provides assistance to callers whenever possible; takes and relays messages in a timely manner; provides information to callers relative to departmental operations, activities, and/or functions.

Performs various purchasing functions for the Human Resources Department, including ordering supplies and processing purchase order invoices, etc.

Updates and maintains City files for cell phones, take home vehicles, purchasing cards, etc.

Interacts and communicates professionally with various groups and individuals including the general public, Mayor and City Administrator, Department Directors, City Clerk, supervisors, co-workers, Municipal Association of SC, SC Municipal Insurance Trust, SC Municipal Insurance Risk and Financing Fund, and PEBA State Health Plan Insurance and SCRS/PORS Retirement Systems contacts.

Assists Manager of Human Resources with special projects. Researches requested topics or policies as requested.

Operates a number of office machines and equipment such as a computer terminal and printer, calculator, copier, fax, etc. Utilize computer to update and maintain documents, create forms and charts as needed.

Receives and/or reviews payroll records, personnel and medical files, new employee handbooks and paperwork, workers’ compensation claims, Family Medical Leave paperwork, etc.

Prepares benefits enrollments forms, performance appraisals, status forms, etc.

Refers to City of North Augusta Personnel Policy Manual, Safety Manual, South Carolina Retirement System Employer’s Manual, various state and federal employment publications, calendars, schedules, etc.

ESSENTIAL SAFETY FUNCTIONS

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

ADDITIONAL JOB FUNCTIONS

Performs other related duties as required.

MINIMUM TRAINING AND EXPERIENCE

Associates degree required, Bachelor’s degree preferred, in the area of business, human resources, risk management or related field. SHRM-CP/PHR/IPMA-CP, and five years of experience in the human resources field required; Certification in Risk Management preferred; or any equivalent combination of education and experience that provides the required knowledge, skills and abilities.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED

TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Must be physically able to operate a variety of automated office machines including calculator, computer, printer, microfilm reader and printer, etc. Must be physically able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Must be able to lift and/or carry weights of ten to twenty pounds.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes the giving of assignments and instructions to co-workers and assistants. Includes the receiving of information and instructions from supervisor.

Language Ability: Requires the ability to read a variety of documents and reports. Requires the ability to prepare various types of reports and documents with the proper format, punctuation, spelling and grammar, using all parts of speech. Has the ability to speak before audience with poise, voice control and confidence.

Intelligence: Has the ability to apply principles of rational systems such as accounting and personnel in order to solve problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

Verbal Aptitude: Requires the ability to record and deliver information and to follow verbal and written instructions.

Numeric Aptitude: Requires the ability to utilize mathematical formulas, determine percentages and decimals; and determine time and weight; high school basic statistics, etc.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape.

Motor Coordination: Requires the ability coordinate hands and eyes in using automated office equipment.

Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination and Visual Acuity: Requires the ability to differentiate colors and shades of color; requires the visual acuity to determine depth perception, peripheral vision, inspection for small parts; preparing and analyzing written or computer data, etc.

Interpersonal Temperament: Requires the ability to deal with people beyond receiving instructions. The worker needs to relate to people in situations involving more than receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.

Physical Communication: Requires the ability to talk and/or hear (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear).

PERFORMANCE INDICATORS

Knowledge of Job: Has thorough knowledge of the principles, methods, and practices used in preparing complete and accurate reports and statements of a complex nature. Has considerable knowledge of the human resources functions to include numerous federal, state and local reporting. Is skilled in interviewing and job skills preparations for City jobs. Is able to analyze and interpret state, federal and local ordinances and data. Is able to prioritize assignments. Has knowledge of laws and regulations pertaining to governmental reporting of job hires and related information. Has considerable knowledge of the policies, rules, and procedures of risk management, workers’ compensation and the state retirement system as well as other regulatory agencies. Is able to maintain control of assigned activities through effective application of good human relations techniques. Has considerable knowledge of the structure, functions, and inter-relationships of state and local governments as these relate to assigned responsibilities and is able to apply that knowledge effectively. Is able to comprehend, interpret and apply regulations, procedures, and related information. Is able to communicate effectively with a wide variety of public and private groups and is persuasive in such communication. Has sufficient knowledge of other City duties and responsibilities. Has the verbal ability to make effective presentation and prepare effective and accurate required reports, and the mathematical ability to handle required calculations accurately and quickly. Has good leadership and human relations skills. Knows how to maintain a good image for the City.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts with all City departments and divisions, co-workers and the general public.

Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Specific Duties and Responsibilities."

Dependability: Assumes responsibility for doing assigned work and for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, City policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attendance: Attends work regularly and adheres to City policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgments in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with City policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and departments within the City.

Relationships with Others: Shares knowledge with department directors and superintendents, and staff for mutual and City benefit. Contributes to maintaining high morale among all City employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the City and to project a good City image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the City. Emphasizes the importance of maintaining a positive image within the City. Interacts effectively with higher management, City Administrator, professionals and the general public.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.

Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the City and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace. Maintains equipment and machinery in proper and safe working condition, making minor repairs as needed and ensuring that major repairs are made promptly.

DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice