CITY OF BRENTWOOD, TENNESSEE

JOB DESCRIPTION

Purpose of Job

The purpose of this job is to perform day-to-day administrative support to all aspects of the City's human resources department, to include employment, compensation and benefits administration, employee relations and other administrative activities in support of HR and the Payroll Unit.  Duties and responsibilities include:  assisting with  applicant tracking and new employee selection and recruitment process; administering aspects of employee benefit plans; providing excellent customer services to all client employees, officials and citizens. Promotes a positive image of the HR department and provides support to all related activities as assigned by the Human Resources Director.  Also provide backup support to the Payroll Unit and support to the City’s Safety Committee.

Essential Duties and Responsibilities

The following duties are normal for this job.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

I.      EMPLOYMENT

Coordinates and publishes advertisements for vacant positions within budgetary guidelines.

Checks references and background of potential new employees.

Responsible for employment applicant tracking including acknowledgments and follow-up communications to applicants.  Receives and processes all applications for employment and resumes and enters into applicant tracking system.

Schedules pre-employment post-offer physical exams, drug screens, polygraphs and psychological exams for potential new hires as necessary.\

Coordinates the completion and distribution of Offer of Employment letters and develops personnel files.

Assists with the periodic knowledge-based testing of applicants for police officer and fire fighter.

Participates with general employee orientations for new hires.

Anticipates and processes employee performance evaluations and pay adjustments.

Serves as a resource to hiring managers in the area of interviewing, screening, and recruiting job applicants to fill job openings.

II      COMPENSATION & BENEFITS

Compiles employment classification and compensation data; conducts and participates in salary and benefit surveys.

Processes requests for EMT Pay Supplement, Education Pay Supplement and Tuition Reimbursement.

Provides benefits assistance (trouble-shooting) for employees as needed.

Coordinates open enrollment and other employee benefit meetings.

Assists with all pay changes to ensure accuracy and compliance with rules & regulations, including step and annual adjustments.

Assist with the development of annual employee benefit statements.

III    EMPLOYEE RELATIONS

Provides staff assistance to the Workplace Safety Committee.

Assists with planning and making arrangements for special events such as the annual senior staff retreat, employee appreciation dinner and employee picnic.

Assists with the organization and coordinates the City’s annual United Way campaign.

Works with HR Director to manage employee relations for city including advising employees and supervisors on basic features of the City’s Rules & Regulations, benefit plans and operating practices.

Maintains the human resources information on the City’s Internet web site.

Maintains the human resources information on the City’s local cable television channel.

Responds to routine requests for information from officials, employees, members of the staff, the public or other individuals.  Completes regular verifications of employment.  Responds to requests for information under the Open Records Act.

Works toward the development of a comprehensive knowledge and awareness of current employment related laws and regulations pertaining to public personnel administration; maintains professional affiliations; reads professional literature; attends workshops and training sessions as appropriate.

Assists with maintaining and updating the Employee Rules & Regulations Manual, as needed.

Serves as a resource to employees and managers for routine information and processes.

Prepares various publications (newsletters, brochures and pamphlets, etc.); assembles, edits and distributes as appropriate.

Assists with the development and implementation of employee recognition programs.

IV    ADMINISTRATIVE SUPPORT

Serves as the back-up to the Payroll Unit.

Serves as Administrative Support to HR Director.

Coordinates the Drug and Alcohol testing program.

Assists with supervisory training.

Assists with employee safety training.

Prepares and/or generates routine correspondence, letters, memoranda, forms, reports and other documents.

Orders/obtains various supplies, awards, pictures, etc., for special events from local suppliers.

Maintains inventory of departmental supplies; obtains competitive price quotes for potential purchases; initiates orders for new or replacement materials.

Prepares routine reports as required (i.e. headcount, turnover, etc.).

Assists in carrying out various department duties, programs, procedures and projects for all employees and related clients in a friendly, prompt and professional manner.

Assists with annual HR-related non-routine goals and objectives.

Additional Job Functions

Performs other duties as required.

Minimum Training and Experience Required to Perform Essential Job Functions

Bachelor's Degree in Personnel/Human Resources, Psychology, Public or Business Administration preferred; a minimum of two years human resources experience preferably in local government personnel administration; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

(ADA) Minimum Qualifications Or Standards Required To Perform Essential Job Functions

PHYSICAL REQUIREMENTS:  Must be physically able to operate a variety of automated office machines which includes a computer, printer, facsimile machine, copy machine, calculator, telephone, etc.  Must be able to use body members to work, move or carry objects or materials.  Must be able to exert up to twenty pounds of force occasionally, and/or up to ten pounds of force frequently.  Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION:  Requires the ability to compare and or judge the readily observable functional, technical, 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 administrative information.  Includes giving assignments and/or directions to co-workers or assistants.

LANGUAGE ABILITY:  Requires the ability to read a variety of informational documentation, directions, instructions, and methods and procedures related to the job of Human Resources Specialist.  Requires the ability to write reports with proper format, punctuation, spelling and grammar, using all parts of speech.  Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and a well-modulated voice.

INTELLIGENCE:  Requires the ability to learn and understand basic to complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to the job of Human Resources Specialist.

VERBAL APTITUDE:  Requires the ability to record and deliver information to supervisors and officials; to explain procedures and policies; and to follow verbal and written instructions, guidelines and objectives.

NUMERICAL APTITUDE:  Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; determine percentages; determine time and weight; and utilize statistical inference.

FORM/SPATIAL APTITUDE:  Requires the ability to inspect items for proper length, width, and shape, visually with office equipment.

MOTOR COORDINATION:  Requires the ability to 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 the ability to use one hand for twisting or turning motion while coordinating other hand with different activities.  Must have minimal levels of eye/hand/foot coordination.

COLOR DISCRIMINATION:  May require the ability to differentiate colors and shades of color.

INTERPERSONAL TEMPERAMENT:  Requires the ability to deal with people (i.e. staff, supervisors, general public, and officials) beyond giving and receiving instructions such as in interpreting departmental policies and procedures.  Must be adaptable to performing under moderate stress when confronted with an emergency related to the job of Human Resources Specialist.

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).

Knowledge Of Job

Has knowledge of the policies, procedures, and activities of the City and Human Resources Department practices as they pertain to the performance of duties relating to the function of human resources.  Has knowledge of Human Resources Department practices as necessary in the completion of daily responsibilities.  Knows how to keep abreast of changes in policy, methods, computer operations, equipment needs, etc. as they pertain to departmental operations and activities.  Is able to effectively communicate and interact with supervisors, other employees, members of the general public and all other groups involved in the activities of the department.  Is able to assemble information and make written reports and documents in a concise, clear and effective manner.  Has good organizational, human relations and technical skills.  Is able to exercise independent  judgment in basic situations, and is able to work with little direct supervision when necessary.  Has the ability to comprehend, interpret, and apply regulations, procedures, and related information.  Has comprehensive knowledge of the terminology, principles and methods utilized within the department.  Has the mathematical ability to handle required calculations using percentages and decimals.  Is knowledgeable and proficient with computers.  Is able to read, understand and interpret financial reports and related materials.

The City of Brentwood is an Equal Opportunity Employer.  In compliance with the Americans with Disabilities Act, the City may provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.