Under the direction of the Manager of Human Resources, is responsible for assisting supervisor with coordination of assigned Human Resources functions.
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the job.
1. Coordinates employee recruitment and onboarding to include but not limited to: posting job openings; administering employment testing; conducting reference checks; conducting interviews;; executing an efficient and complete transition of paperwork to Payroll; ensuring proper candidate recordkeeping practices; collecting all necessary paperwork, certifications, etc. before start date; organizing applicant/recruiting documentation; utilizing appropriate tracking mechanisms to facilitate onboarding process; organizing employee’s first day or make arrangements with supervisor; and ensuring new hires complete all onboarding tasks assigned per the District onboarding process (e.g. assigning culture buddy, policy acknowledgements, orientation, onboarding surveys etc.).
2. Coordinates employee benefits administration to include but not limited to: interfacing with benefit carriers; delivering COBRA notifications and tracking/processing COBRA payments ad eligibility; processing benefit enrollments, changes and invoices; handling benefits issues and working with Finance and/or benefits carriers to resolve; maintaining recordkeeping and documentation; and serving as liaison with Finance Department for coordination of benefits, benefit deductions, dependent care reimbursements, invoice payment, and working within payroll deadlines.
3. Serves as first point of contact for the help desk system; facilitates the completion of employee and managerial requests; ensures help desk is up to date and reviews with supervisor on a weekly basis and compiles a monthly report for department head.
4. Assists supervisor with employee relations administration for health and fitness departments, to include but not limited to: tracking delivery and execution of performance appraisals and observations; reviewing and tracking counseling reports as assigned.
5. Develops and maintains human resources procedures and tracking systems to ensure a smooth flow of HR support (e.g., new hire processing, unemployment claims, verifications of employment, signature approval requirements for HR processing); works closely with Health & Fitness Operations to provide additional support as requested.
6. Maintains recordkeeping/filing systems and conducts audits (e.g., annually, semi-annually) to ensure the District complies with federal, state and local laws (e.g., confidential employee personnel files, ACA reporting, OSHA reporting, harassment training, HRIS database) and ensures sufficient HR materials are available (e.g., benefit packets, Worker’s Comp designation forms, new hire packets).
7. Maintains HRIS employee database to include but not limited to: coordinating approvals of employee and manager changes; updating home and resource pages; pulling reports; cleaning up any data inconsistencies; and works with HRIS vendor for updates and changes to the system.
8. Assists supervisor with coordination and tracking of employee leaves of absence administration to ensure compliance with state and federal laws.
9. Monitors employee compliance with employment policies and ensures all employee records are up to date (e.g., certifications, policy acknowledgements, etc.).
10. Responds to management/staff requests for HR support and notifies supervisor of matters that warrant supervisor’s attention and involvement.
11. Lends additional support to various areas of Human Resources and provides back up to HR Manager.
12. Exhibits clear understanding of the history, mission, and vision and serves as an ambassador of Beach Cities Health District.
13. Serves as a role model for the District’s core values of compassion, integrity, accountability and excellence in actions and work product.
14. Performs special projects as assigned.
This position requires the following competencies (e.g., knowledge, skills and abilities) in order to perform all functions of the job.
Adaptability/Flexibility. Responds positively to change, embracing and using new practices or values to accomplish goals and solve problems. Recovers quickly from setbacks, and finds alternative ways to reach goals or targets. Copes well and helps others deal with the ongoing demands of change; sees and shows others the benefits of change.
Analysis & Reasoning/Problem Solving. Sees underlying principles, patterns, or themes in an array of related information. Goes beyond analyzing factual information to develop a conceptual understanding of the meaning of a range of information. Breaks down problems and identifies all of their facets, including hidden or tricky aspects. Generates a range of solutions and courses of action with benefits, costs, and risks associated with each. Thinks ‘outside the box’ to find options.
Customer Focus. Exhibits a polished and professional demeanor at all times. Describes customers’ business and expectations. Shows interest in, anticipates, and responds timely to customer needs. Goes beyond basic service expectations. Seeks ways to improve service delivery. Recognizes adverse customer reactions and develops better alternatives.
Communication. Effectively transfers thoughts and expresses ideas orally or verbally in individual or group situations. Exhibits strong writing, editing, and proofreading skills. Checks for understanding of the communication by asking open-ended questions that draw out the intended audience’s understanding.
Business Acumen. Maintains functional knowledge of organizational departments. Advocates for and positively represents other programs and services when working with customers and stakeholders. Gathers, assembles, analyzes and reports metrics and trends to make recommendations for assigned areas. Utilizes appropriate business terms and vocabulary in interactions with internal and external stakeholders.
Functional Knowledge & Skills. Possesses appropriate expertise and skills to perform job at a professional level. Maintains currency on level of professional/technical knowledge. Takes opportunities to increase knowledge of relevant job skills. Complete assignments accurately and in a timely and efficient manner. Shares knowledge with co-workers.
Planning & Organizing. Identifies the sequence of tasks and the resources needed to achieve a goal, and prioritizes key action steps. Anticipates the impacts and risks of decisions and actions. Seeks and uses others’ input about critical actions, timelines, scope, expected outcomes, and priorities. Creates realistic schedules for projects and follows them. Evaluates progress against schedule and goal. Prepares strategies to deal with problems or drastic changes.
Self-Management. Prioritizes tasks by importance and deadline. Adjusts priorities as situations change.
Focuses time and effort on key tasks. Easily transitions between tasks and picks up where left off when interrupted. Makes reasonable estimates of resource needs to achieve goals or complete projects. Uses sound methods to plan and track work, appointments, and commitments. Completes high volumes of work, keeping a rapid pace without sacrificing accuracy. Meets and exceeds deadlines efficiently.
Any combination equivalent to experience, education, and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:
Bachelor’s Degree in human resources, business, or related field. Master’s degree in human resources, public administration, or business a plus. Professional in Human Resources (PHR) highly desirable. Will consider relevant work experience in lieu of formal education.
Three to five years of experience in human resources or related field.
First Aid and Cardiopulmonary Resuscitation (CPR) methods; appropriate safety precautions and procedures; simple record keeping procedures. Must be able to successfully pass background check, tuberculosis test and drug screen. Must have a valid Class C California driver’s license and ability to maintain insurability under the District’s Employee Use of Automobiles Policy. Excellent working knowledge of the computer, including Microsoft Office programs (e.g., Word, Excel, Outlook, PowerPoint), and ability to learn software programs and databases (e.g., HRIS database, vendor platforms).
Demonstrates knowledge of employee benefits, leave of absence administration, recruiting practices and human resources compliance requirements (e.g., recordkeeping, COBRA notification, ACA compliance). Keeps current with human resources industry practices to include course work, certification and self-study (e.g. SHRM updates). Has a working knowledge of all other functional areas of Human Resources. Upholds professional ethics as outlined by the Society of Human Resources Management (SHRM).
Excellent interpersonal skills and effective oral and written communication skills. Superior organizational skills with a high attention to detail. Must be able to handle highly sensitive and confidential information. Project management skills to include anticipating needs, analyzing practices with the goal of continual process improvement, learning from past experience and incorporating knowledge into future decision-making. Self-monitors assigned areas of responsibilities and initiates communication with supervisor, to ensure HR responsibilities and projects are implemented and sustained. Ability to keep current and apply industry knowledge, company policies and past practices to overall area of responsibility.
Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
PHYSICAL AND SENSORY ELEMENTS:
This position requires hearing, talking, and seeing. Specific vision abilities required by this job include close vision and the ability to adjust focus. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, tools, or controls and reach with hands and arms. The employee uses finger dexterity in order to operate computer hardware for extended periods of time. The employee is required to constantly sit and occasionally walk and stand to access counters, work areas and files; stoop, kneel, or crouch to access or place records or files; lift and carry records and documents, typically weighing less than 20 pounds.
Employees work in normal office environment.
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