Summary: The Human Resources Specialist is responsible for managing the County's personnel filing system; including establishing files, maintaining compliance with Federal, State, and County regulations, and archiving files for past employees. Human Resources Specialist serves in a critical support role for all aspects of the human resources department. In addition, the Human Resources Specialist provides essential and significant support for the onboarding of new employees and coordinating the County’s part-time pool.

Essential Duties and Responsibilities: include the following. Other duties may be assigned.

• Processes all pre-employment and post-accident drug screening, including sending authorization to provider; contacting the department on results; and maintain records for invoice processing
• Coordinates the assignments and communications with the employees of the Part-time Pool. This includes tracking utilization, making recommendations on staffing needs, and selection of staff based on the needs of the requesting department.
• Enters timesheet information for the department into the payroll system
• Maintains a spreadsheet of the HR staff’s accruals and time used.
• Establishes and maintains personnel files for all new insertion of all forms and documentation requirements.
• Scans all personnel records and attach to electronic files
• Conducts annual audit of all personnel files
• Retires personnel files in accordance with Federal, State, and county retention laws, disposes of confidential information according to FACTA regulations, and transfers files to be archived to the Office of the County Clerk.
• Manages the integrity of employee information to comply with HIPPA, Department of Immigration, and Social Security
• Enters employee information into the payroll system in the absence of the Database Coordinator
• Tracks FMLA and State mandated paid leave for military reservists to assure compliance with the law and monitors the timely communication process with employees and their supervisors. This includes preparing notification letters when an employee has fifteen days remaining on allotment for protected leave.
• Obtains and monitors paid leave for those in the reserves/guard for training purposes.
• Monitors those on active military duty military to ensure that APERS and wages are kept up to date.

• Maintains the County's Emergency Contact Information

• Assists job applicants with the application process and job opening information. Forwards applications and resumes to the various elected officials for consideration for employment.

• Conducts annual: audits of Social Security legal name information and driver’s license for: staff with regular access to county vehicles.
• Receipts and tracks all requests for information and forms to maintain quality services and timely responses.
• Processes verification of employment requests and assists in processing employee references.
• Enters new hire information into the benefits enrollment system.
• Prepares letters and packets for those becoming eligible for benefits.
• Prepares packets for orientation and open enrollment
• Receives and posts notice of job openings by placing openings on the Arkansas Job Bank web page and the Benton County web page. Assists departments by placing job posting advertisements in area newspapers as requested.
• Conducts all liaison activities in a professional manner to ensure maximum cooperation between and among the County and other agencies.
• Assists Elected Officials and County employees by providing personnel policy information in a consistent manner.
• Must be able to meet the public in a tactful and diplomatic manner to promote the best image of the County. Establish an effective working relationship with County personnel.
• General secretarial duties to include answer telephone, referring caller to proper authority, correspondence, filing and assisting in budget process
• Creates workable forms for department use and documentation.
• Assists with preparation of special reports, answer miscellaneous government surveys, various correspondence, and other related duties as needed or requested.
• Researches information pertaining to personnel matters such as wage/hour and EEOC laws and guidelines, completion of forms as required by state or federal agencies, dissemination of information to other offices, and general coordination of personnel matters within departments as directed.
• Must maintain confidentiality in medical and personal matters regarding employees
• Processes all purchases for the department and tracks invoices for payment.

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must have excellent communication skills both verbally and in writing.
• Ability to prioritize and organize work in order to meet numerous deadlines
• Thorough knowledge of MicrosoftTM WORD and EXCEL
• Must be able to stay on task and complete project to expectations with minimal supervision
• Must be able to maintain confidences due to constant exposure to highly confidential and sensitive materials, reports, and conversations.

Supervisory Responsibilities: None

Education and/or Experience:

High school diploma or equivalent; plus, three (3) years of responsible clerical experience with at least one (1) year in a position above entry level. Experience working in a human resources department is preferred, good organizational skills and knowledge of computers are necessary for this position.

Working Relationships:

Requires regular interaction with job applicants, employees (past and present), supervisors, suppliers, and occasionally with elected officials.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to sit, use hands and fingers to handle, or feel objects, reach with hands and arms, talk and hear. The employee must occasional lift and/or move up to 25 pounds. The employee must possess close vision, color vision, and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions.