General Position Summary
This position may remain open until filled or until we receive a sufficient number of applications.
This Senior Level position is responsible for configuration and maintenance of HRIS systems and electronic application systems and onboarding and HRIS data and Pay and Deduction Auditing and Data Systems. Also provides a range of Generalist Human Resources professional level activities (including recruitment, selection, onboarding, records, compensation and leave administration, deductions, etc.). Must be able to fill-in and backup other HR Coordinator duties. Performs various HR projects and processes at a high technical level. This position uses advanced electronic applications to provide in-depth analysis and reporting, researching, tracking, process management, auditing, and compliance activities. This position may serve as the Human Resources Director in his/her absence.
Examples of Responsibilities
Manages and oversees HRIS and pay, deduction and leave accrual auditing and data compliance.
Manages I-9 and eligibility to work processes (including E-Verify requirements).
Audits HRIS employee and payroll related data entries, reports and systems.
Works closely with IT Department, System Providers' technician, Payroll and other HR Coordinators for HRIS systems set-up, changes, trouble-shooting and other problem resolutions; and works directly with vendors as needed for troubleshooting and evaluation of new technology solutions; and analyses and improves system reliability and performance to ensure data integrity.
Manages the employee portal for accessing their paychecks, W2's and other information (including setting up access permissions, email instructions and communications, etc.).
Audits pay deductions, pay rates, leave accruals and classifications and other employee entries for consistency and compliance, and reports any errors to Director and Coordinators.
Manages the electronic application and tracking systems (set-up, configuration, permissions, reporting for Police Department CALEA and EEO Plan compliance, etc.)
Manages the new hire onboarding software and procedures (set-up, configurations, permissions, tracking, reporting, etc.).
Improves existing processes and programs through technology and performs assessments to identify, recommend and improve efficiency.
Collects and analyzes critical program data for HR processes and programs including creating forms, reports and queries; maintains statistical information for dissemination to Director; and designs queries to respond to requests for information and data quality checks.
Corrects user access issues and adds/removes system users; and maintains technical and procedural knowledge of various human resource systems.
Documents HR processes and programs to ensure consistency, accuracy, efficiency, and compliance.
Leads department in online HR processing systems.
Develops various reporting from HRIS (including total compensation data, longevity and anniversary data, 1095s, etc.).
Develops EEO Plans and EEO-4 Forms before due dates, following Justice Department and EEOC guidelines, and compiling related Data and Reports.
Trains other coaches Coordinators in use of the HRIS application software, Application and Onboarding Software, and in HRIS system procedure changes.
HR Generalist Responsibilities:
Manages the city's hiring processes, including job posting, recruitment, application verification, background and reference checks, drug and physical screenings, official offers of employment, and efficiently using the City's online application system throughout the process.
Tracks all steps of the hiring process in the application software system, and tracking screening stages of each candidate for adverse impact, entering more detail required for CALEA or testing procedures.
Participates in Interviews, following department procedures, managing the FCRA form and prescreening applications.
Completes all onboarding processes and new employee orientation, using application onboarding software.
Ensures compliance with I-9s, e-verify and other legal requirements, auditing and filing all forms in compliance of current requirements.
Performs employee exit and termination procedures.
Performs pay rate changes and other employee changes in HRIS, and audits all work for accuracy.
Develops and documents HR processes and checklists to ensure compliance with various laws and regulations, contracts and standards.
Tracks all employment action data for decision-making (job requisitions, exits, pay changes, etc.).
Processes performance evaluations
Manages employee files and records, and provides timely verification of employment, and validate approval of such requests.
Provides directions, instructions, and advice to department heads and managers regarding hiring, pay and leave procedures.
Works closely with Director and Team, keeping Director informed of status of processes and issues.
Perform complex analysis regarding pay processing, adjustments, including retroactive actions, overpayment and complex pay issues.
Completes various projects, reports and assignments from the Director.
Position may be assigned and/or reassigned processes or projects at any time.
Position must seek out to help other employees with completion of tasks, whenever needs arise.
Job may require occasional work beyond 8-10 hours in a workday, and work on weekends.
Job entails frequent interruptions and a high volume of work.
Must be able to work on many projects/processes simultaneously at a high level of accuracy and consistency.
Strong performance record and background required due to accessibility to private records, employees and public.
Requires regular, dependable attendance.
Current driver's license to drive independently, and strong driving record desired and records may be routinely checked by the City.
Strong direct and professional level experience with Configuration/Management of an HRIS system; entering employee data into an HRIS system, and other essential functions stated above.
Experience with electronic applications and onboarding systems preferred.
Experience demonstrating the above essential function tasks at a high technical level.
Bachelor's degree in Information Systems, Human Resources, Accounting or related field from an accredited college or university; and 3 years of related HR-experience; or combination of education, training and experience that demonstrates the above duties, knowledge, skills and abilities.
Knowledge of HRIS and pay systems, and skills (preferable the City's current systems or similar systems) in accurately entering employee pay, deductions and personal data in the system under the correct classifications, job groups and pay rules.
Skill in configuring an HRIS system to meet City pay policies and systems.
Skill in working with HR Application software; and setting up system (preferable Neogov or a similar system).
Skill in working with onboarding software.
Knowledge, understanding and demonstrated application of federal laws pertaining to employment and personnel practices, including, but not limited to, FLSA, EEO, on-boarding laws (including I-9 and e-verify and other required agency filing), etc.
Skill in compiling correspondence and detailed documentation and tracking various applicant and employee data, including an advanced level of competency with Excel, Word, email and electronic and hard file management and retrieval.
Skill in verbal and written communication for responding to employees and applicants, and for writing advertisements and various correspondence and procedures.
Skill in the auditing processes to ensure consistency and accuracy pay, deductions and other employee data and records..
Skill in designing and maintaining repeatable, consistent and accurate processes, including documenting and standardizing key processes.
Skill in time management, project management, organization and prioritization skills.
Skilled at multi-tasking and managing multiple deadline-oriented priorities.
Strong analytical, technical and problem-solving skills.
Skilled at making timely process improvements, process documentation.
Ability to understand and follow complex oral and/or written instructions.
Ability to establish and maintain effective professional working relationships and to work as a small productive team for team success and to support department goals.
Ability to maintain confidential and/or sensitive information, to exercise the utmost discretion, and to support management direction for the Department.
Ability to keep up-to-date with changing Human Resources laws, requirements and modern processes.
Strong presentation and training skills.
Exceptional attention to detail, follow-up skills and ability to work with minimal amount of supervision.
Ability to audit application of numerous class plans, pay administration, policies and benefit groups.
Work is typically performed while sitting at a desk and intermittently sitting, standing, walking or bending.
The employee frequently lifts light and occasionally heavy objects.
Must have mobility to travel to participate in interviews and other applicant assessments.
Employee must communicate verbally with employees, applicants and public.
City Of Madison, AL