Human Resources Generalist Job at Ocean State Job Lot in Franklin

The City of Franklin is a progressive community, as well as a great place to live and work. There are tremendous opportunities to establish a career with the City's municipal government. Job responsibilities at the City of Franklin are many and varied, as well as challenging and rewarding. Working for the City of Franklin instills a sense of civic pride and gratification for serving the needs of the public.

Starting Pay: $78,152 - $85,048/Annually

Please click the link below for Benefits Information:

Under limited supervision, administers human resource functions including recruitment and selection, onboarding, workforce planning, employee engagement/appreciation programs, employee development, leadership development, wellness programs, performance management, disciplinary procedures, HRIS management, and HR reporting and analytics ensuring compliance with all government requirements and regulations as well as with City policies. Administers leave in accordance with FMLA, state requirements, and City policies.

A. Personnel tracking, filing, and processing

• Creates & distributes personnel orders for citywide personnel changes, including hires, terminations, transfers, promotions, and pay adjustments.
• Updates payroll system with new hire demographics, salary entries, new positions created, changed, and pay scale changes.
• Calculates all pay changes for promotions, demotions, additional duties, annual increases, etc.
• Creates, maintains, calculates, and updates various spreadsheets to track and verify current and former employee related data.
• Meets with finance/budget representatives to verify and match all positions, changes, and salary information.
• Partners with department directors and supervisors regarding changes, updates, and status of personnel.
• Creates and updates organization charts for all City departments for annual budget.
• Responsible for the protection, administration, tracking, and storing of confidential medical information. Confidential medical information includes employee insurance files, billing, FMLA, doctor’s notes/releases, return to work restrictions.
• Instructs employees as to proper ways to complete claim forms or changes to medical or dental enrollment forms and informs the Finance Department of deduction changes from employee payroll checks.
• Ensuring all City policies and procedures are followed and maintaining appropriate compliance records for all City policies and procedures, including, but not limited to, job offer approvals & pay rates, promotion/demotion approvals, candidate selections, policy changes, fully executed memos and forms, etc.
• Manage and respond to all City unemployment claims

B. Recruitment and selection

• Manages the City’s applicant tracking system to create requisitions, screening questions, job postings, and reporting.
• Assigns and trains City users to properly access and use tracking system for recruitment purposes.
• Facilitates the hiring process, which may include but is not limited to writing/posting/advertising vacancy ads; screening applications; assisting with interviews; developing and managing interview questions and processes, assisting Police/Fire entry level testing and Assessment Centers; preparing certification lists; making employment offers; completing employment references, drivers license, criminal history, and personal reference checks.
• Provides guidance and consultation to department heads and hiring managers for best practice in recruitment for interview questions/design, assessment centers, and certification list creation.
• Creates and maintains job descriptions for all positions that align with departmental needs and market data/job matches.
• Conducts recruitment efforts, including promotion from within the City, and filling vacancies timely with the best qualified employees.
• Manages all on-boarding activities
• Ensures safety of all staff by conducting and reviewing all new employee pre-employment processes including but limited to, background checks, polygraph exams, pre-employment physicals, and psychological exams to ensure all new employees comply with hiring policies

C. Employee Recognition, Training & Development

• Organizes, schedules, and conducts new hire orientation.
• Manages the City’s tuition reimbursement program, including verifying eligibility, tracking, and requesting reimbursement payments.
• Develops and manages Citywide leadership & employee development programs, by planning, creating, and facilitating a variety of training courses and materials.
• Provides guidance and consultation to department heads and managers on recognition, training, and development programs to address trends found in HR analytics and metrics, industry trends, succession planning, and internal feedback.

D. HR projects and support

• Assists HR Director and HR Manager with the disciplinary process, which may include attending disciplinary hearings, taking notes, recording hearings, and preparing verbatim transcripts.
• Performs research and analysis on a variety of human resources functional areas including compensation and benefits, human resources development, policies and procedures, etc.
• Performs general office work, which includes answering phone; answering questions from employees and applicants; preparing departmental correspondence; establishing/maintaining employee files; developing personnel forms, letters, procedures and methods of record keeping; and scheduling appointments, training/meeting sites and dates.
• Assists HR Director and HR Manager with various projects, which includes, but is not limited to notifying employees of changes in policies, procedures, rules, regulations; budget preparation; and completing salary surveys.
• Assists HR Director and HR Manager with RFP’s for various departmental business needs.

E. HRIS Maintenance

• Manages all HRIS setups, workflows, profiles, and system customizations including but not limited to, UKG HRIS, ATS, Trakstar Perform, background check software, Nectar employee recognition software, learning management systems, and other HR programs as needed.
• Researches and audits current setups to ensure all codes and systems are operating as designed
• Performs system maintenance, including assisting in the review, testing, and implementation of HRIS system upgrades or patches. Collaborates with functional and technical staff to coordinate application of upgrade or fix.
• Researches current trends and industry standards to make workflow and system updates or make recommendations for organizational enhancements
• Administers software access control and permissions.
• Manages all integrations between various HRIS programs
• Coordinates with HR Manager on recruiting and applicant tracking workflows to enhance efficiency for all internal users and for job seekers.
• Ensures contracts for all HRIS programs are renewed timely and makes recommendations for upgrades or changes to contracts based on user experience and system efficiency
• Serves as member of team analyzing existing work processes and identifying solutions to processing bottlenecks, excessive hand-offs, duplication of efforts, and quality problems; contributes to work process design of new work processes to improve efficiency/productivity.
• Creates and maintains HRIS data to provide accurate and meaningful reporting to support data driven organizational decisions and projects
• Verifies the accuracy of HR metrics and employee profiles
• Provides suggestions to HR leadership for process improvements, system upgrades, and organizational strategies.
• Maintains accurate documentation and reports to enable timely response to FOIA requests.
• Assists employees with HRIS related paperwork including, but not limited to, direct deposit forms, onboarding forms, and paystub generation/review.
• Develops and maintains user guides for various internal and external customers
  • Internal Customers: HR users and administrators
  • External Customers: employees/basic users, timekeepers, and managers
• Provide user support for HRIS login credentials, accesses, and navigation and conducts training as needed for user support.
• Researches feedback from various user types to make recommendations on improvements

III. Other Job Duties

Performs other job duties as assigned, including:

• Perform related duties and responsibilities to assist other employees in the department as required.
• Keeps up to date with current workplace trends, HR best practices, laws, and regulations to provide accurate and progressive human resources advice to the City and maintain proper policies and procedures throughout the City.
• Develop and maintain Citywide diversity, inclusion, and equity programs, policies, procedures, and trainings.

IV. Primary Job Challenges

Primary challenges of this position include establishing communication with City departments in order to notify HR of personnel status and pay updates.

V. Equipment Operated

Computer and other office equipment such as printers and fax machines

• Job Content Knowledge:

Has advanced knowledge of the policies, procedures, and activities of the City and personnel and hiring practices as they pertain to the performance of the duties of Human Resources Generalist. Is considerably knowledgeable of secretarial practices as necessary in the completion of daily responsibilities. Must be very knowledgeable of benefits programs, and of insurance, unemployment, and workers compensation forms. Should have experience conducting background checks and employment references. Has considerable knowledgeable of EEOC, FMLA, FLSA, USERRA, ADA, and all major employment laws. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department. Is knowledgeable and proficient with computers.

• Mathematical Skills:

Works with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry.

• Reasoning Ability:

Defines complex problems, collects data, establishes facts, and draws valid conclusions. interprets an extensive variety of technical instructions in mathematical or diagram form and deals with several abstract and concrete variables.

• Teamwork:

Develops constructive and cooperative working relationships with others. Encourages others to express their ideas and opinions. Provides input into identifying and solving problems. Anticipates need of others for information about job tasks and work environment and provides it to them in a timely manner. Willingly assists others with job tasks when appropriate.

VII. Physical Demands and Work Environment

Physical Demands: Performance of the essential duties of this job requires the incumbent to:

• Must be able to remain in a stationary position 50% of the time.
• Occasionally move about inside the office/building to access file cabinets, office machinery, the public, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, computer, printer, and telephone.
• Regularly positions self to maintain office area and items needed to complete daily tasks.
• Regularly communicates information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Occasionally moves/transports up to 25 pounds.

Work Environment: Performance of the essential duties of this job requires:

• Occasional exposure to outdoorweatherconditions
• The work environment is moderately noisy (examples: business office with computers and printers, light traffic).

The required knowledge and skill to satisfactorily perform job duties are normally acquired through obtaining a Bachelor’s degree (B.A. or B.S.) from a four-year College or University plus two to three years of related experience and/or training, including experience with HRIS, performance management systems, applicant tracking systems, and learning management systems or an equivalent combination of education and experience.

Certifications:

Current PHRor SHRM-CPor ability to obtain within three years of hire and maintain throughout employment

The City of Franklin is dedicated to providing equal opportunity for employment to all applicants without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, or any other protected class. The City of Franklin adheres to Title VI as well as Title VII.

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