Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF INTELLECTUAL & DEVELOPMENTAL DISABILITIES, ADMINISTRATION DIVISION, SHELBY COUNTY

Background checks and fingerprints are required prior to employment. Therefore, you may be required to provide information regarding your criminal history in order to be considered for this position.

This position may be eligible for a hybrid work schedule.

Qualifications

Summary

Summary: Under general supervision, is responsible for professional general human resources consultative work of considerable difficulty and supervisory work of routine difficulty; and performs related work as required.

Distinguishing Features: An employee in this class has supervisory responsibility for the work of other professional human resources staff and performs work such as may relate to acting as full assistant human resources director in a moderate to large sized operating department or acting as an assistant manager for a central human resources function. This class differs from that of HR Analyst 3 in that an incumbent of the latter performs work of lesser scope and complexity. This class differs from that of HR Manager 2 in that an incumbent of the latter may act as full assistant human resources director or manage a moderate to large central human resources function in the largest of operating departments.

Responsibilities

Thinking Creatively:

1. Develops implementation plans based on knowledge, experiences, skills, best practices and targeted research to address strategic goals and agency needs.
2. Develops process improvement suggestions to streamline workflow and improve process cycle times and accuracy.
3. Develops policies, procedure manuals, spreadsheets, presentations, forms, form letters, memos, database queries, position advertisements, logs, and other systems as required to facilitate accurate data gathering, tracking, training, and dissemination.
4. Incorporates departmental, state, and federal laws, rules, regulations, and policies into team best practices and standard operating procedures for efficiency and compliance purposes.
5. Participates in brainstorming sessions to develop process streamlining initiatives and improve business practices.

Developing Objectives and Strategies:

1. Develops job performance plans for assigned subordinates to communicate responsibilities and expected outcomes of performance in their role.
2. Develops strategies and objectives for assigned program areas to enhance performance and improve organizational efficiency.
3. Develops motivational and operational strategies to enhance investment and participation in special initiatives, events and projects.
4. Develops strategic programs and events to improve subordinate morale.
5. Develops communication and marketing strategies for addressing the ongoing communication of human resources related information to agency employees.
6. Develops strategies for addressing staffing and headcount needs to ensure adequate coverage for assigned workload.

Resolving Conflicts and Negotiating with Others:

1. Serves as a mediator for complex issues related to applicant problems with candidates and the general public.
2. Investigates conflicts between internal business partners and agency employees according to departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures to develop an action plan for resolving the issue.
3. Negotiates with internal business partners to ensure legally defensible and accurate employment decisions are made based on departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
4. Serves as a mediator for assigned subordinates and peers to upper management personnel.
5. Resolves disciplinary actions of assigned subordinates.
6. Resolves interpersonal conflicts between assigned subordinates to ensure a respectful and productive work environment.
7. Maintains a respectful and productive work environment within the assigned work unit to minimize disputes and facilitate performance.
8. Resolves simple conflicts without supervisory input to ensure timely and efficient performance and maintain positive working relationships.
9. Directs difficult to resolve conflicts to assigned supervisor as required.

Estimating the Quantifiable Characteristics of Products, Events, or Information:

1. Projects budget impact of proposed program or operational changes to establish appropriate funding and implementation guidelines.
2. Projects staffing and identify timelines needed to complete project to meet the strategic plan of the department.
3. Estimates future staffing and skill requirements needed for succession planning and talent management purposes.

Interpreting the Meaning of Information for Others:

1. Interprets a variety of current human resources rules and/or labor laws, regulations, policies, procedures, and documentation for internal and external business partners to facilitate understanding, enhance communications, and ensure compliance.
2. Interprets specialized information related to division operations for internal and external business partners and assigned subordinates to ensure understanding and facilitate relationships.
3. Explains human resources program specific procedures and regulations to the general public, persons in other departments or divisions, or outside organizations and representatives as required in response to basic inquiries.

Training and Teaching Others:

1. Conducts agency specific and specialized training for agency employees to comply with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures, facilitating change, and improving initiatives.
2. Prepares training and standard operating procedure documentation to facilitate the work and training of internal business partners.
3. Trains assigned subordinates in the basic workflow and processes related to their tasks.

Judging the Qualities of Things, Services, or People:

1. Assesses statements made in the course of investigations and disciplinary actions to determine accuracy and relevance.
2. Assesses the quality of applicants to inform hiring decisions.
3. Assesses assigned subordinate work behaviors, competencies, knowledge, skills and abilities for succession planning, talent management and retention purposes.
4. Assesses the quality and importance of suggestions provided by subordinate staff to determine priority of tasks or limitations to achieving objectives.

Documenting/Recording Information:

1. Prepares risk assessment, continuity of operations and financial integrity documentation for assigned work team to mitigate liability and vulnerability of the agency.
2. Documents job analysis results based on departmental, state, and federal laws and guidelines to accurately create and/or update classification specifications and ensure the legal defensibility of employment decisions.
3. Documents investigations performed for employee relations purposes to ensure accurate information is used in decision making.
4. Documents accidents and other safety violations in order to ensure compliance with OSHA/TOSHA regulations.
5. Continually documents the performance of assigned subordinates to ensure accurate and unbiased performance evaluations.
6. Documents transaction histories for all transactions including but not limited to employee files, lists of employees recommended for performance increases and promotions, job specification files, affirmative action records, performance evaluation records, longevity records, leave and attendance records, employee work schedules, overtime reports, classification and compensation, and payroll reports to provide an audit trail for future reference.
7. Documents information provided during meetings and training when serving as the sole agency representative to ensure accurate information is disseminated to others.
8. Prepares completed staff work reports with recommendations for action which are workable and comply with professional standards of excellence.
9. Documents and stores employee information in electronic databases and/or physical form for employees as required ensuring accurate information is recorded in the employee's records.

Provide Consultation and Advice to Others:

1. Assists internal business partners with investigations of employee relations issues according to departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures to develop an action plan for resolving the issue.
2. Advises internal and external business partners on the appropriate application of departmental, state, and federal laws, rules, regulations, guidelines, policies, and procedures for human resources decision making to ensure compliance and effective business practices.
3. Advises upper management on team standard operating procedures, best practices, and other workflow factors to inform strategy development and decision making.
4. Makes recommendations for changes in operations which affect the economy, efficiency and quality of agency operations and services.
5. Assists assigned subordinates in resolving processing problems to enhance development and team performance.
6. Notifies supervisory personnel of possible violations of departmental, state, and federal laws, rules, regulations, guidelines, policies, and procedures.
7. Makes recommendation on human resources actions such as employment, promotion, demotion, transfer, retention, and increases for outstanding performance to assigned supervisor.
8. Provides informal performance feedback advice to assigned subordinates to assist with personal and professional development.
9. Advises peers and/or assigned subordinates on proper departmental procedures related to the accomplishment of their daily workload.
10. Provides informal performance feedback advice to assigned supervisor on the quality of work of the HR Manager 1's assigned subordinates.
11. Assists in the development of supplemental questions for positions based on the competencies identified in the classification specification to ensure compliance with departmental, state, and federal laws, rules, regulations, and policies.
12. Provides advice on employee selection decisions to assigned supervisor.

Analyzing Data or Information:

1. Analyzes processes, policies, and procedures using human resources reporting and documentation to develop recommendations for changes in operations which affect the economy, efficiency and quality of agency operations and services.
2. Performs difficult, detailed, and complex staff studies in any area of human resources and in general management to determine staffing needs and assignments.
3. Conducts job analyses to identify tasks and competencies related to performance in various classifications.
4. Analyzes human resources related investigations, disciplinary actions, separations, and exit interview information to identify trends and inform reporting.
5. Applies a variety of staff analytic techniques to human resources and general management problems to ensure that recommendations for change and action are workable and comply with professional standards of excellence.
6. Determines the appropriateness of salaries for employees using salary surveys and pay plan information to ensure appropriate compensation.
7. Analyzes human resources transaction documents and reports for employee appointments, promotions, demotions, reclassifications, flex class changes, separations, terminations, transfers, retirement, and information changes in operating agencies to identify trends, changes, and other relevant factors and inform reporting.
8. Analyzes survey and benchmarking data collected by the agency to determine its relevancy to and effects on human resources processes and procedures and inform reporting.
9. Analyzes position information to determine the appropriate classification to which it should be assigned.
10. Analyze candidate applications and other documentation to inform the decision on who to invite for interview.
11. Analyzes leave and attendance documents, overtime reports and payroll, supplemental payroll, longevity, and performance evaluation processing documents in addition to other human resources transactions activities to identify trends, changes, and other relevant factors.
12. Analyzes the correlation between safety violations and incidents and location to determine trends and inform reporting.

Coaching and Developing Others:

1. Coaches assigned subordinates through the use of stretch assignments to develop bench strength and talent management.
2. Mentors assigned subordinates by providing feedback and information on organizational culture, policies and procedures, workflow and chain of command, task prioritization, proper documentation, use of systems and available functionality, and how to most effectively and efficiently perform their assigned tasks.
3. Coaches agency employees on human resources related programs and information to ensure compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
4. Mentors less experienced co-workers in their work.
5. Leverages developmental opportunities and motivational factors to improve team development and the performance of assigned subordinates.
6. Educates candidates on the application and hiring process to facilitate accurate and timely submission of documentation.

Organizing, Planning, and Prioritizing Work:

1. Incorporates last minute and unscheduled tasks into current workload to ensure timely and accurate completion of work.
2. Organizes and prioritizes personal workload and the workloads of assigned subordinates using calendars, lists, and other facilitators to ensure timely and accurate completion of work.
3. Delegates tasks to assigned subordinates based on the competencies they possess to ensure sufficient space to engage in supervisory work and ensure work is completed efficiently, accurately, and timely.

Processing Information:

1. Creates disciplinary letters for agency employees based on information received form upper management to document the disciplinary process and inform the employee of the outcome of the disciplinary action.
2. Prepares, processes, and corrects information related to special projects, highly confidential transactions, and high profile transactions as assigned.
3. Prepares a variety of reports with recommendations for action in areas including but not limited to: attendance, benefits, affirmative action and equal employment opportunity issues; classification and organizational structure; selection and retention; occupational safety and health; employee relations; and other general human resources issues.
4. Processes security access changes in electronic databases to ensure up to date clearances are in place.
5. Processes position change requests to create new and/or reclassify existing positions.

Making Decisions and Solving Problems:

1. Approves mediation agreements on behalf of the department to resolve employment issues.
2. Approves basic accommodations under the American's with Disabilities Act Amendments Act to ensure accommodations are made in compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
3. Selects job candidates who best fit available positions based on the results of selection assessment and testing.
4. Resolves benefit, time and attendance, pay, and other issues using departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures to ensure accurate and timely processing.
5. Resolves transactional issues identified during evaluations and audits using departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures to ensure accurate and timely processing.
6. Determines employee qualifications for a variety of employment benefits, including but not limited to FMLA, worker's compensation, and qualifying events for insurance to ensure compliance with standards and identify next steps.
7. Approves organizational restructuring requests to ensure compliance with state policies and procedures.
8. Determines electronic database and physical security access levels for employees based on the job duties of the employee to ensure the safety and security of facilities and information.
9. Approves salary recommendations, overtime payouts, and other pay recommendations submitted by internal business partners to ensure compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
10. Approves, directly or tacitly, all transactions completed by assigned subordinates and assigned internal business partners to ensure accuracy and compliance with standards.
11. Approves or denies performance evaluations on behalf of the appointing authority to ensure compliance with standards.
12. Approves the implementation plan for assigned work initiatives to ensure efficiency and adequate coverage.
13. Approves travel, time and attendance, training, and other related requests submitted by assigned subordinates to ensure compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.

Coordinating the Work and Activities of Others:

1. Coordinates with internal and inter-agency business partners to resolve issues with complex or highly sensitive transactions including but not limited to disciplinary actions, retirement issues, salary issues, benefits issues, and medical leave issues.
2. Coordinates workload with internal and external business partners as required to facilitate timely and accurate task completion.
3. Coordinates with upper management, peers, and assigned subordinates to facilitate equitable workload dissemination.
4. Coordinates the announcement of open positions to ensure coverage and compatibility with availability and workload.
5. Coordinates meetings, events, and other special projects as required to ensure availability, attendance, and coverage.

Evaluating Information to Determine Compliance with Standards:

1. Evaluates the reasonableness of accommodations under the American's with Disabilities Act Amendments Act to ensure accommodations are made and determine if undue hardships are imposed.
2. Audits important, detailed, and/or complex human resources records, documentation, and transactions to determine compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
3. Evaluates employment decisions made by employees and management to determine compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
4. Evaluates the results of job analyses to ensure compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
5. Evaluates time and attendance for employees worker's compensation, FMLA, 120 day appointments, leave without pay, and other types of extended leave to determine compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
6. Evaluates the work of assigned subordinates to determine compliance with job goals and intra-unit policy and methods.
7. Evaluates employee work processes to ensure that tasks and responsibilities are completed in compliance with policies, procedures, guidelines and standards.
8. Evaluates candidate and employee qualifications to determine compliance with minimum qualifications and/or necessary and special qualifications.
9. Conducts site audits of assigned subordinates and internal business partners to ensure work procedures and processes comply with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
10. Evaluates employee and candidate background check results to identify possible findings and determine

    Competencies

    Competencies:

    1. Dealing with Ambiguity
    2. Decision Quality
    3. Directing Others
    4. Process Management
    5. Conflict Management
    6. Drive for Results
    7. Organizational Agility
    8. Written Communications
    9. Building Effective Teams
    10. Customer Focus
    11. Ethics and Values
    12. Integrity and Trust

    Knowledge:

    1. Intermediate knowledge of personnel and human resources operations and best practices as they relate to employee relations, performance management, selection and retention, talent management, compensation, etc.
    2. Intermediate knowledge of administration and management as it relates to multi-team workgroup management, process management, and supervision of front-line leadership personnel
    3. Basic knowledge of customer and personal service as it relates to serving the needs of internal and external business partners
    4. Basic knowledge of the application labor and employment laws
    5. Basic knowledge of mathematics (arithmetic)
    6. Basic knowledge of clerical office procedures as it relates to office organization

    Skills:

    1. Intermediate reading comprehension
    2. Intermediate writing skills
    3. Intermediate monitoring skills as they relate to employee performance, basic reporting, organizational or operational processes
    4. Intermediate negotiation skills as they relate to workplace conflict resolution
    5. Intermediate performance and systems analysis skills
    6. Intermediate judgment and decision making skills as they relate to personnel and operational management
    7. Intermediate time management skills
    8. Intermediate skills in the management of personnel resources
    9. Basic mathematics skills (arithmetic)
    10. Basic interpersonal and public speaking skills
    11. Basic instructing skills as it relates to adult learners in the workplace
    12. Basic personnel and process coordination skills
    13. Basic social perceptiveness skills
    14. Basic troubleshooting skills
    15. Active learning skills
    16. Active listening skills
    17. Critical thinking skills
    18. Service orientation skills

    Abilities:

    1. Intermediate oral expression ability
    2. Intermediate oral comprehension ability
    3. Intermediate written comprehension ability
    4. Intermediate written expression ability
    5. Intermediate problem sensitivity ability
    6. Basic mathematical reasoning ability
    7. Deductive reasoning ability
    8. Time sharing ability
    9. Finger dexterity ability
    10. Wrist finger speed ability
    11. Speech clarity ability
    12. Speech recognition ability
    13. Near vision ability

    Tools & Equipment

    1.Personal Computer

    2.Telephone

    3.Fax Machine

    4.Printer

    5.Copy Machine

    6.Scanner

    7.Calculator

    8. Other office related equipment as required.