NATURE OF WORK

Serving the public as a strategic partner through the coordination of administrative processes within the Human Resources Department and coordinating wellness activities, special events, employee communications, training and recruitment efforts.   

DISTINGUISHING FEATURES

Work involves handling confidential matters as well as assisting the human resources staff in researching, developing, and implementing workplace procedures, budgets, and administrative and operational issues.  Work includes developing written and electronic communication pieces and maintaining the human resources electronic mediums.  Positions in this class are distinguished by their ability to coordinate multiple levels of human resources activity and the ability to participate in human resources initiatives.  Assisting in the development and maintenance of employee-focused communication pieces and events is unique to this position. 

ESSENTIAL FUNCTIONS (These essential duties are only illustrative.)

Collaborates with the Human Resource Director or designee and wellness committee to identify cost-effective wellness programs and incentives. Designs, plans, and implements classes, speakers, seminars, personal training, and voluntary fitness assessments to promote healthy lifestyles. Promotes wellness and fitness initiatives within the organization; answers questions and collects feedback from participants.

Coordinates the planning, development, and implementation of wellness activities, including wellness fairs, health screenings, lunch and learns, seminars, and fitness classes; assists with tracking participation in wellness events; and coordinates wellness committee meetings.

Coordinates a wide array of human resources administrative processes, including the maintenance of personnel files, training records and benefit changes, employee recruitment and hiring practices, and assisting in gathering required records and data for employee demographics, turnover, employee relations, and legal research.

Prepares and maintains files and records of a confidential or sensitive nature, such as performance appraisals, disciplinary actions, transfer requests, personnel actions in support of pay increases, and other personnel actions.

Maintains and coordinates the electronic recruitment process using an applicant tracking system; supports managers and employees in the electronic hiring process from posting a vacancy through onboarding.

Assists in budget preparation and monitoring expenditures; and ordering supplies, equipment, and services; researches new purchases; and serves as main contact with equipment and office supply representatives.

Compiles and prepares written and statistical reports, often of a sensitive or confidential nature; gathers and analyzes data; makes recommendations; prepares reports related to correspondence; monitors unemployment claims; and assists with special projects as assigned by the Human Resources Director.

Assist in the recruitment process through the coordination of advertising, arranging for all essentials needed for the recruitment drive, coordinating work with other staff members, developing and maintaining recruitment and hiring material, organizing and maintaining hiring files, and interviewing candidates for entry-level positions.  Coordinates summer work program.

Works with the Director of Human Resources on the implementation of the Diversity Equity and Inclusive training strategy.

Implements and facilitates Employee Resources Groups. Serves as liaison for the employee resource groups and advisors and oversees planning, organizing, and managing the committees and program support resources.

Assists in the development of employee communication pieces including the monthly employee newsletter, maintaining the human resources web page and SharePoint site, and creating special notices and invitations.

Conducts employee recognition programs and activities, special events including wellness activities and employee service awards.

Compiles information in response to subpoenas, judge’s orders, media, and Freedom of Information requests within appropriate guidelines and inquiries and aids and/or provides direction in completion of forms.

Serve as the backup presenter for conducting new employee orientations and coordinates all new employee processes and paperwork.

Assists in coordinating, developing, and presenting human resources-related training programs to management and employees; creates and maintains training reports and schedules.

Acts as department backup timekeeper; verifies absences; maintains files on accidents and sick leave; reports changes in employee information affecting health insurance and retirement plans.

Prepares quarterly and annual reporting and tracking including: turnover, employee demographics, on- boarding, performance evaluations, employee relations, RockStats and training and development.  

Processes various employment and insurance verification forms received from outside agencies.

Maintains reasonable and predictable attendance.

All other duties as assigned.

SUPERVISION RECEIVED

Work is performed under the general direction of the Director of Human Resources or the Deputy Director of Human Resources, with considerable latitude for completing assignments.  Work is reviewed occasionally and through performance appraisals for timely accomplishments of tasks, for overall results achieved, and the degree to which the work meets the needs of the office.

SUPERVISION EXERCISED

Employees in this class may supervise a small number of subordinate clerical and secretarial support employees. This includes planning and assigning work, evaluating performance, orienting and training new employees, and making recommendations concerning new hires and disciplinary matters. The employee also orients new employees on the job and provides assistance to or answers questions of co-workers in the same or lower level classifications.

WORKING CONDITIONS & PHYSICAL DEMANDS

Work is performed primarily in an office setting and is essentially sedentary with occasional walking, standing, lifting, bending, or minimal physical activities carrying items under 25 pounds, such as books, papers, small parcels, etc.  Some tasks have set deadlines and volume processing.

SUCCESS FACTORS (KSAs)

Proven ability to coordinate complex administrative duties in a multi-faceted work environment. 

Knowledge of principles and practices of human resources management.

Knowledge of wellness program principles and their application in the workplace.

Knowledge of the principles and practices of employee health insurance administration, Workers’ Compensation claims administration and return to work programs, and FMLA.

Knowledge of state and federal laws, court rulings, and administrative laws such as EEO, Title VII, ADA, FMLA, and others that affect human resource management decisions.

Ability to establish and maintain effective working relationships as required by the work of the position.

Ability to maintain the total confidentiality of communications, files, and documents.

Ability to prioritize multiple responsibilities and manage time appropriately.

Ability to complete assignments with a superior level of accuracy and completeness.

Ability to research and analyze information and develop valid conclusions and recommendations and to prepare clear and concise oral and written reports.

Ability to develop and maintain strong internal and external customer service skills.

Ability to receive and resolve complaints and questions from the public.

Ability to understand and apply departmental administrative policies and procedures.

Ability to coordinate employee functions and/or programs.

Basic skill in conducting interviews to elicit information.

Ability to work as a team with a results driven approach.

Skill in the use and care of a personal computer including considerable knowledge of modern office practices, procedures, and equipment., MS Office Suite or other word processing, spreadsheet and data base software standard that may be adopted by City departments.

Maintains reasonable and predictable attendance. 

EDUCATION, TRAINING & EXPERIENCE

Graduation from an accredited four year college or university with a degree in human resources management, public administration or a related field, and three to five years of increasingly responsible administrative or office management experience.  Additional experience in wellness preferred.  Any satisfactory equivalent combination of experience and training which ensures the ability to perform the work may be substituted for the required experience.

NECESSARY SPECIAL REQUIREMENTS

Possession of a valid Illinois driver’s license.

Employees in this position must obtain a Human Resources certification from either the Human Resources Certification Institute (HRCI) or the Society for Human Resources Management (SHRM) within two (2) years of hire.

Residency Requirement:

All employees (except Police and Fire) shall reside anywhere in Winnebago County or anywhere within fifteen (15) miles of the Rockford City Hall within six (6) months of completion of their introductory period, department heads and City Administrator shall live within the municipal boundaries of the City of Rockford within six (6) months of their completion of their introductory period.