HR SPECIALIST

Job Purpose:
The purpose of this position, under general direction of the Human Resources Director, is to perform a variety of confidential and complex technical, administrative and human resource duties. This position administers the City’s employment/employee modules of the City’s administrative software system, and the City’s employee benefits. The position is responsible for administering and communicating with employees in accordance with federal law and City policy. The position works with the Human Resources Director, and Human Resources and Payroll teams on issues relating to process improvement projects, policy changes, special projects, and other similar functions as requested. The position works with internal and external stakeholders to administer each program with the highest level of customer service. The position is responsible for developing wellness and employee recognition programs and participates in a variety of special projects within the department and performs human resources duties as assigned.

Essential Duties: These job functions are the essential duties of the position and are not all-inclusive of all the duties the incumbent may be assigned.
Duty 1: Manage and Administer the Employment modules of the City of Helena’s Administrative Software Program
35% Time
Primary Duty
Tasks :

• Serve as the HR module subject-matter expert
• Collaborate with Payroll Specialist to ensure accurate pay and benefits are accurately compensated
• Serve as an advisor on HR-related software
• Enter employee biographic and employment information – avoiding development of duplicate records
• Create/develop new positions into software system
• Develop reports regarding employee lists, employment status, labels, hire dates, salary, benefits etc.
• Routinely perform batch/update processes to keep database current
• Work with IT staff in developing HRIS solutions to meet and improve HR and Payroll process efficiencies
• Develop HRIS solutions to resolve HR and Payroll data issues
• Develop and generate HR reports to maintain compensation (salary and benefit) as well as legal (EEO) compliance (e.g., Affordable Care Act, life insurance compliance, etc.)
• Respond to special data requests such as employee lists, employee labels, new EE’s, etc.
• Manage employee data to include: hire dates, longevity/years of service, FTE, etc.

Duty 2: Benefits Administration
30% Time
Primary Duty
Tasks :

• Serve as information resource to employees for general benefit policy interpretation.
• Onboard and enroll new employees in benefits.
• Exit/term employees in benefits.
• Notify employees of benefit eligibility; explain benefit offerings, and premiums to benefit-eligible employees.
• Submit timely and accurate benefit enrollments to appropriate vendor(s) to include health insurance, retirement, and supplemental benefits (e.g., life, disability, vision, flex).
• Collaborate with Payroll personnel to assure accurate enrollment and payroll deductions in benefits, accurate payments, etc.
• Orchestrate and administer annual benefit open enrollment.
• Conduct benefit orientations to candidates and enrollment sessions when onboarding new employees.
• Communicate and liaison with payroll to assure accurate benefit enrollment for all employees.
• Reconcile benefit invoices to actual enrollment for medical, dental, vision, and supplemental products.
• Coordinate annual benefit fair with all insurance and benefit vendors.
• Assist the Human Resources Director when considering and developing benefit offerings, plan designs, and premiums.
• Serve as subject matter expert in committees and meetings relating to benefits.
• Work closely with vendors in assuring maximum service and benefit utilization to employees; answer inquiries regarding insurance coverage, benefits and services.
• Collaborate with the Human Resources Director and Finance department to develop and analyze benefit budget projections.
• Serve as City of Helena liaison with retirees, library staff, and airport staff on benefits.

Duty 3: Develop, implement, and lead wellness programs, compliant with ADA provisions.
15% Time
Primary Duty
Tasks :

• Develop programs to promote and encourage opportunities to support a healthier workplace in the City of Helena
• Develop educational safety and accident prevention programs
• Coordinate and implement annual benefit/health fair
• Implement programs that encourages preventative measures to help avoid illnesses
• Provide employees the means and education tools to promote a healthier work environment
• Outcomes Include:

o Employees take control of their own individual wellness
o Promote a more productive work environment
o Reduce health care costs
o Augment productivity
o Increase employee retention
o Provide support for the correlation between personal health and job satisfaction.

Duty 4: Develop, implement, and lead employee recognition initiatives that recognize employee achievement that align with strategic outcomes.
10% Time
Secondary Duty
Tasks :
Ø Programs may include:
o Verbal, written or formal praise
o Gift cards or other gifts
o Trophies/plaques
o Meals/Celebrations
o Interesting and challenging projects
o Opportunity to attend professional development/training
Ø Strategic outcomes include:
o Aid in attracting and retaining employees
o Motivate employees to perform at higher levels
o Increase employee productivity
o Increase healthy employee competitiveness
o Improve the quality and service that employees deliver
o Improve workplace safety
o Lower employee stress
o Reduce absenteeism
o Foster longevity
o Encourage continued professional development and training



Duty 5: General HR Office support
10% Time
Secondary Duty
Tasks :

• Administer performance review process; bring performance concerns to HR Director’s attention.
• Support and assistance with HR function and activities
• Assists with planning and hosting HR-sponsored programs such as employee recognition and award programs
• Provides advice on procedures to improve office efficiencies and address internal concerns or issues
• Provides leadership and offer suggestions on other HR-related issues as they arise
• Conducts exit interviews
• Meets with hiring committees and review policies and best practices

Essential Knowledge, Skills and Abilities Related to this Position:
Knowledge of:

• Human Resources principles and procedures such as recruitment, selection, training, compensation and benefits, labor relations and negotiations, and human resources information systems
• Principles and practices of office management and benefits administration; including applicable Federal & State laws, local codes and regulations, and internal policies
• Computer operation including intermediate to advanced levels of Microsoft office products, particularly Word, Excel, and PowerPoint

Skill or ability to:

• Identify complex problems and review related information to develop and evaluate options and implement solutions; use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
• Exercise good independent judgment, flexibility, creativity and sensitivity in response to changing situations and needs
• Determine how a system should work and how changes in conditions, operations and the environment will affect outcomes
• Understand the implications of new information for both current and future problem-solving and decision-making
• Communicate information and ideas in writing and speaking so other will understand
• Be flexible in managing multiple tasks simultaneously, set priorities and develop and action to accomplish them
• Maintain a high degree of functional ability with the human resources software
• Manage one’s own time and be self-motivated and highly productive
• Learn, correctly interpret and stay current with policies, procedures, laws, codes and regulations pertaining to assigned programs and functions
• Perform a full range of difficult and complex technical and administrative human resources work under minimal supervision
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work
• Quickly learn and implement new software programs

Physical Demands:
The position must have the ability to work in a standard office environment with ability to travel to different locations. The incumbent must have the ability to see, hear, and speak to interact with public and city staff. The job involves work of a general office nature usually performed sitting, such as answering the phone and operation of a computer. The job also involves work of a general office nature usually performed standing.
Minimum Qualifications (Education, Experience and Training):
This position prefers a bachelor’s degree in human resources, employee benefits management, public administration, business administration, organizational development, communication or a related field. This position requires three or more years of increasingly responsible job-related work experience in human resources, preferably in benefit administration. Experience in a governmental agency is highly desirable. Other relevant combinations of education and work experience may be evaluated on an individual basis.
License or Certificate: N/A
Supervision Received:
General direction of the Human Resource Director



Supervision Exercised:
None
Safety
Performs all functions in the safest possible manner and according to policies and procedures. Participates fully with safety trainings. Reports unsafe work conditions and practices, work-related injuries, illnesses, and near-misses as soon as possible to assigned supervisor.