Job Information

LOCATION OF (1) POSITION TO BE FILLED: DEPARTMENT OF MENTAL HEALTH AND SUBSTANCE ABUSE SERVICES, MIDDLE TENNESSEE MENTAL HEALTH INSTITUTE, DAVIDSON COUNTY

This position requires a criminal background check. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.

This is an on-site position.

Qualifications

Summary

Responsibilities

• 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.
• Facilitates a resolution to employee conflicts in accordance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures to develop an action plan for resolving issues and ensure a respectful and productive work environment.

• Notifies appropriate leadership staff of possible violations of departmental, state, and federal laws, rules, regulations, guidelines, policies, and procedures.
• Provides advice/recommendations to supervisory and management staff on human resources actions such as employment, promotion, demotion, transfer, retention, position actions, and compensation changes.
• Provides advice/recommendations to upper management regarding operating procedures, best practices, and changes which may improve the economy, efficiency and quality of operations and services.

• Interprets a variety of current human resources reports, rules and/or labor laws, regulations, policies, procedures, and documentation for internal and external business partners to facilitate understanding, enhance communications, ensure compliance, and/or meet accreditation standards.

• Creates or oversees the creation of sensitive and/or complex disciplinary letters for institute employees based on information received from upper management to document the disciplinary process and inform the employee of the outcome of the disciplinary action.
• Documents or oversees the documentation of sensitive and/or complex investigations performed for employee relations purposes to ensure accurate information is used in decision making.
• Oversees the preparation and maintenance of a variety of records and reports such as transaction records, employee files, lists of employees recommended for performance increases and promotions, job specification files, affirmative action records, performance management records, longevity records, leave and attendance records, employee work schedules, overtime reports, and payroll reports.
• Prepares risk assessment, continuity of operations and financial integrity documentation to mitigate liability and vulnerability of the institute.
• Oversees the documentation of accidents and other safety violations to ensure compliance with OSHA/TOSHA regulations.
• Continually documents the performance of assigned staff to ensure accurate and unbiased performance evaluations.

• Develops action/operational/implementation plans based on knowledge, experiences, skills, best practices, and targeted research to facilitate human resources operations and address the needs/strategic goals of the mental health institute.
• Develops human resources and/or institute-wide policies and procedures; presentations, forms, database queries and other data collection/presentation tools; and other systems applications or products to facilitate work goals and ensure compliance with applicable laws and regulations.

• Discusses/reviews accommodation requests with legal staff and other leadership staff to determine appropriate action in accordance with the American's with Disabilities Act Amendments Act and other related departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
• Audits and/or oversees the auditing of important, detailed, and/or complex human resources records, documentation, and transactions to determine compliance with Joint Commission standards, departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
• Evaluates hiring, promotion, retention and other employment decisions to determine compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
• Oversees the evaluation of 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.
• Oversees the determination of 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.
• Evaluates sensitive and/or complex employee and candidate background check results to identify possible findings and determine next steps.
• Evaluates employee pay and salary recommendations submitted by internal business partners to determine compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
• Evaluates the pay of employees against the pay of other individuals in comparable job classes to determine whether salary adjustments are warranted.
• Evaluates performance documents of employees submitted by supervisory personnel for compliance with performance management guidelines.
• Audits organizational hierarchies and supervisory assignments to ensure organizational charts and reporting relationships are appropriate and up to date.

• Analyzes issues related to employee performance/conduct and makes recommendations as to the appropriate corrective action.
• Resolves transactional, benefit, time and attendance, pay, and other issues identified during evaluations and audits using departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures to ensure accurate and timely processing.
• Performs difficult, detailed, and complex staff studies in any area of human resources and in general management to determine staffing needs and assignments.
• Analyzes processes, policies, and procedures to develop recommendations for changes and improvements which will positively affect the economy, efficiency and quality of operations and services, while ensuring they comply with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
• Determines electronic database and physical security access levels for employees based on assigned job duties to ensure the safety and security of facilities and information.
• Discusses the strengths and weaknesses of the human resources unit with the Psychiatric Hospital Administrator and other administrative staff to determine the needs of the unit and the best strategies/solutions for improvements.

• Estimates future staffing and skill requirements needed for the mental health institute's succession planning and talent management.
• Projects mental health institute budget impact of proposed program or operational changes to establish appropriate funding and implementation guidelines.
• Estimates time needed to complete projects for meeting the strategic needs of the mental health institute.

• Assesses statements made in the course of sensitive and/or complex investigations and resulting disciplinary actions to determine accuracy and relevance.
• Assesses mental health institute staff work behaviors, competencies, knowledge, skills and abilities for succession planning, talent management and retention purposes.
• Completes an annual assessment of the human resources staff roles, effectiveness and assignments to determine strengths, weaknesses and unit needs, as well as judge adequacy to meet the mental health institute's mission.
• Assesses the performance of each direct report as necessary to complete two formal interim evaluations and an annual performance evaluation which includes the determination of a final rating value.

• Analyzes position information to determine the appropriate classification to which positions should be assigned.
• Analyzes employee transactions (e.g., appointments, promotions, demotions, and other employee transactions), human resources related investigations, disciplinary actions, separations, and exit interview information to identify trends, changes, and other relevant factors.

• Oversees the preparation, processing, and correction of human resources transaction documents for employee appointments, promotions, demotions, reclassifications, separations, terminations, transfers, retirement, reinstatements, overturned suspensions, and information changes.
• Prepares and/or coordinates the preparation of 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.
• Reviews and compares staffing and other human resources related reports to ensure accuracy and determine when more extensive evaluation is required.

• Maintains human resources and other confidential reports, files, and logs as required to ensure compliance with departmental, state, and federal laws, rules, regulations, and best practices.

• Liaises with agency human resources representatives, other central office state representatives, the Department of Human Resources, and other organizational representatives to ensure accurate and timely completion of transactions and other human resources related tasks.
• Maintains professional working relationships with peers, assigned staff, and upper management to ensure smooth and effective team operations.
• Networks with internal and external business partners to ensure open dialogues exists and to facilitate coordination and unified effort.

• Directs the human resources management functions for the largest state mental health institute, including position classification, position control, special recruitment, interviewing/employee selection, affirmative action, career planning/development, training, employee relations, safety, performance management, and human resources transactions.
• Implements corrective measures to staff for inappropriate actions through discussions, written warnings, and recommendations for suspension or termination.
• Oversees the performance management activities for all direct report supervisors to ensure they complete their responsibilities of the Performance Management Program by the deadlines established.
• Develops an Individual Performance Plan for every direct report staff member making sure to include specific, measurable, achievable, relevant and time-sensitive (SMART) goals for performance.
• Identifies outstanding performance characteristics through employee discussions and personal observations to encourage/acknowledge positive behavior.

• Testifies on behalf of the agency at hearings related to the results of employee relations investigations and/or disciplinary appeals.
• Answers sensitive and/or complex inquiries from persons of substantially high rank outside the institute as required.
• Contacts vendors and other outside agencies who administer human resources functions to obtain/provide required information, correct errors, and/or for clarification purposes.
• Communicates by telephone, email, or in person with job candidates and the general public to assist with the application/hiring process and respond to inquiries about salary, job duties, and other related information.

• Conducts periodic performance development meetings with assigned staff to communicate and develop performance plans and provide performance feedback and developmental guidance.
• Coaches employees on human resources related programs and information to ensure compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
• Mentors assigned staff by providing information and feedback 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.
• Provides guidance to supervisors when performance problems arise with their direct reports.
• Mentors less experienced internal business partners in their work.
• Oversees or conducts new employee orientations/on boarding meetings to educate new hires on departmental, state, and federal laws, rules, regulations, guidelines, benefits, processes, and procedures.

• Develops special projects, strategies, and objectives for human resources, institute-wide, and agency-wide program areas to enhance performance, improve organizational efficiency, and facilitate achievement of goals.
• Develops communication strategies for addressing the ongoing communication of human resources related information to institute employees.

• Presents motivational information, internal initiatives, process changes, and other information to employees, internal business partners, external business partners, and others to obtain their support, commitment, cooperation, or otherwise achieve a desired outcome.

• Conducts various training programs for employees to improve performance and comply with Joint Commission standards, as well as departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
• Prepares training and standard operating procedure documentation to facilitate the work and training of internal business partners.
• Identifies developmental opportunities appropriate for assigned staff to enhance/improve team their work performance.

• Schedules sensitive and/or complex investigation interviews as required to ensure timely completion of the investigation in compliance with policy.
• Schedules human resources staff workload and deadlines for work completion to ensure staff availability for internal business partners and the timely completion of work.
• Schedules training, orientations, meetings, special events, and projects as required.

• Identifies demographic information about mental health institute employees, contractors, and positions to inform a variety of internal and external reporting.

• Researches laws, rules, regulations, and policies to gather information needed to ensure compliance.
• Collaborates with employees and other individuals to gather information relevant to ongoing investigations or work processes.
• Participates in strategic and operational meetings to obtain information needed to achieve operational objectives.
• Reviews reports, queries, electronic databases, email/written correspondence, and other information sources to gather information necessary to complete assigned work.
• Conducts site visits of external and internal organizations to obtain information for reorganization, benchmarking and other work related activities.

• Monitors culture and work environment of the mental health institute to identify interpersonal issues, policy compliance issues, best practices and other relevant organizational traits.
• Monitors employee work activities and outcomes/products to identify strengths/weaknesses and gather information for performance management/evaluation.
• Monitors work processes of the human resources staff to identify efficiencies and achieve more timely and accurate processing.
• Monitors employee attendance to ensure all leave and attendance is processed accurately and approved in the database each pay period.

• Organizes and prioritizes personal workload and staff workloads using calendars, lists, and other facilitators to ensure timely and accurate completion of work.
• Delegates tasks to assigned staff and other employees based on the competencies they possess and their assigned role to ensure sufficient time to engage in supervisory work and ensure work is completed efficiently, accurately, and timely.

• Monitors resources (e.g., use of overtime, staffing levels) on a daily basis to ensure effectiveness of the work unit.

• 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.
• Coordinates the announcement of open staff positions to ensure adequate staffing.
• Coordinates meetings, events, and other special projects as required to ensure availability, attendance, and coverage.

• Selects job candidates who best fit available positions based on the results of selection assessment.
• Oversees the creation of salary recommendations for candidates and employees to eliminate pay inequities.
• Oversees the entry of coded candidate information into the applicant tracking system to process appointments, promotions, demotions, and lateral reclassifications.
• Conducts behaviorally based interviews for job candidates to ensure hiring and retention of the most qualified employees.
• Oversees the verification of applicants' general information, previous employment, education, compliance with necessary and special qualifications, and possession of required licenses or certificates.
• May attend interviews conducted by internal business partners as required to ensure compliance with departmental, state, and federal laws, rules, regulations, and best practices.
• Identifies promotional opportunities for staff (if requested) to develop bench strength and enhance the talent pool.
• Participates in job fairs and other active recruiting events as required.

• Identifies and implements motivational techniques to enhance commitment and performance of assigned staff.
• Demonstrates effective performance for internal and external business partners to provide a role model, encourage success in others, and enhance trust.
• Encourages assigned staff to pursue career development opportunities as a means of improving team performance.

• Provides regular updates to upper management and other internal business partners on the status of projects and other assigned work.
• Communicates (by telephone, in written form, e-mail, or in person) with supervisor, peers, assigned staff, and a variety of business partners, as necessary to share work-related information (e.g., changes in policies, procedures, or laws), facilitate teamwork, assign tasks, and coordinate effort.
• Conducts and participates in benefits meetings to educate employees on available benefits and changes to existing benefits.

• Periodically reviews current departmental, state, and federal information sources to identify relevant changes in policies, procedures, rules, regulations, and best practices and gain knowledge/expertise.
• Attends agency-specific training and other in-service training as required to ensure continual learning and current knowledge of the field, as well as to comply with departmental, state, and federal laws and guidelines.
• Actively seeks out work related developmental opportunities for self and assigned staff to improve performance and team efficiency and develop expertise in various human resources program areas.
• Shares and applies acquired knowledge and skills to enhance work performance, as well as the performance of assigned staff.

• Uses office productivity software (e.g., word processing, spreadsheet, and presentation applications); email systems; search engines; and other computer products to process information, create documents, and accomplish other work tasks.

Competencies

• Conflict Management
• Integrity and Trust
• Ethics and Values
• Decision Quality
• Functional/Technical Competency
• Directing Others
• Problem Solving
• Process Management
• Delegation
• Building Effective Teams
• Dealing with Ambiguity
• Customer Focus

• Intermediate knowledge of the application of labor and employment laws
• Advanced knowledge of administration and management principles as they relate to executing the human resources function of a regional mental health institute, including workgroup and process management and supervision of personnel
• Advanced knowledge of personnel and human resources operations and best practices as it relates to employee relations, performance management, selection and retention, talent management, compensation, etc.
• Intermediate knowledge of computer software applications including Microsoft Word, Excel, PowerPoint, and Outlook, as well as internet search functions
• Intermediate knowledge of customer and personal service as it relates to serving the needs of internal and external business partners
• Basic knowledge of mathematics (arithmetic)
• Basic knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology
• Basic knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects

• Advanced judgment and decision making skills as they relate to personnel and operational management
• Critical thinking skills
• Complex problem solving skills
• Intermediate reading comprehension skills
• Intermediate skill in persuading others to change their minds or behavior
• Intermediate skill in managing one's own time and the time of others
• Active listening skills
• Intermediate writing skills
• Advanced negotiation skills as they relate to workplace conflict resolution
• Advanced skill in motivating, developing, and directing people as they work, identifying the best people for the job
• Advanced monitoring skills as they relate to employee performance, reporting, organizational or operational processes
• Intermediate interpersonal and public speaking skills
• Intermediate social perceptiveness skills
• Advanced performance and systems analysis skills
• Active learning skills
• Basic skill in using mathematics to solve problems
• Basic in teaching others how to do something

• Ability to apply general rules to specific problems to produce answers that make sense
• Ability to communicate information and ideas in writing so others will understand
• Ability to read and understand information and ideas presented in writing
• Ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events)
• Ability to listen to and understand information and ideas presented through spoken words and sentences
• Ability to communicate information and ideas in speaking so others will understand
• Ability to add, subtract, multiply, or divide quickly and correctly
• Ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources)
• Ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem

Tools & Equipment

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver's license
• For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.

Please include your Driver's License Information under the Licenses and Certifications section of your application.

**Agencies may allow an exception based on other factors.