Human Resources Generalist

Company Description

THE CITY:

The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus. The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.

OUR GOVERNMENT:

Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Ruthanne Fuller was sworn in on January 1, 2018 after serving on the City Council. She ran on a platform of providing Newton’s children with a top-notch education in an inclusive environment where empty nesters, seniors, young families, and people of diverse incomes can live together in vibrant villages and neighborhoods. Mayor Fuller is committed to keeping Newton safe, improving the city’s infrastructure, addressing climate change, providing excellent and responsive city services, and fostering art, culture and community life. The first female Mayor of Newton, she is a tireless advocate for all the city’s residents and is committed to making sure the city is welcoming, inclusive and diverse. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.

AS AN EMPLOYER:

The City of Newton believes that its employees are its greatest asset. To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits. We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities. We continuously work to review and expand upon our benefit offerings. We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees. And as always, you are encouraged to reach out to our dynamic HR Team by emailing hr@newtonma.gov.

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

• Actively recruit, develop, and retain a diverse and talented workforce.
• Proactively address discrimination through education and in partnership with other departments and leaders.
• Serve as a role model to celebrate and nurture diversity.
• Foster inclusion by staying curious and clarifying assumptions.
• Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
• Build and strengthen accountability at all levels to support diversity efforts.

Job Description

Primary purpose:

The Human Resources Generalist assigned to the Specialty Division is an integral member of the team and will be responsible for supporting day-to-day HR needs, with a focus on the Specialty Division of the Department. Under the general supervision of the Deputy Director of Human Resources, the Human Resources Generalist is responsible for performing a wide range of administrative and clerical duties involved in the efficient operations of the Human Resources Department and the work of the HR Department’s Specialty Division. The HR Generalist will work with all members of the Human Resources Department staff, in addition to vendors, employees, partners, and others, as needed. The HR Generalist must be adaptable, pay close attention to detail, a commitment to teamwork, a strong sense of urgency with deadlines and productivity; be motivated and customer centered. Incumbent performs all other work as required and directed.

Supervision:

Supervision Scope: Performs varied functions requiring a thorough knowledge of departmental and municipal operations, regulations, applicable local bylaws, and state and federal laws, requiring the ability to exercise judgment and initiative. Operates with a high level of independence over specified activity areas and refers only highly unusual or technical problems to the Deputy Director of Human Resources.

Supervision Received: Works under the policy direction of the Human Resources Director and the general supervision of the Deputy Director and/or designee. Follows department rules, regulations, and policies requiring the ability to plan and perform operations and to independently complete assigned tasks according to a prescribed schedule and prioritized based on department needs. Maintains a strong sense of urgency in order to meet deadlines and respond to inquiries in a timely and efficient manner.

Supervision Given: None.

Essential Functions:

(The essential functions or duties listed 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 position.)

General duties:

Deliver exceptional customer service by promptly responding to inquiries, concerns, and requests related to employee benefits such as health insurance, retirement plans, workers’ compensation, safety, and leave policies.

Provide accurate information and guidance to visitors, employees, and candidates of the Department either in person or by phone and email as needed.

Educate employees on the value and features of the Human Resources Department’s various programs and resources, promoting employee engagement and utilization of available services. Assist with citywide orientation sessions for new hires, in partnership with the Sr. HR Generalist to provide essential information and guidance to newly hired employees to familiarize them with the organization, our policies, procedures, and culture, and other onboarding activities as needed.

Benefits Administration:

• Serves as a liaison between employees and benefits providers, ensuring that employees receive accurate information and assistance regarding their benefit plans.
• Process employee benefit changes, including new enrollments, terminations, and updates, ensuring accuracy and compliance with the City’s policies and legal requirements.
• Assists the Benefits Administrator in the payment of monthly benefit related bills and enters new enrollee information into carrier portals and into the Department’s HRIS (MUNIS).
• Assists with benefit program Open Enrollment and assists the Benefits Administrator and other members of the Specialty Division in coordinating wellness events and benefit fairs/training for employees and retirees.
• Trained as a backup to the Benefits Administrator to triage calls or visits which require general assistance such as enrollment forms and materials and refer unusual or complex benefit related questions to the Benefits Administrator and/or Deputy Director.
• Supports the department in new employee orientation and is a backup to the Benefits Administrator in orientating employees to new employee benefit plan offerings.
• Processes all Life insurance claims and maintain beneficiary records in Laserfiche.
• Supports the Director and Deputy Director in record keeping, report writing and development, audits, research projects, and other general administration projects. Administers various benefit programs, communicating benefit information to employees, resolving benefit-related issues, and ensuring compliance with applicable laws and regulations.
• Assists with other benefit and wellness-related projects, as needed.

Leave Administration:

• Assists the Workers’ Compensation and Safety (WCS) Manager to code, stamp, rate, and process payment of worker’s compensation and 111F Injury on duty medical bills.
• Archives all bills and medical records to the appropriate claim in the Department’s Claims Management Program.
• Acts as backup to the WCS Manager in triaging inquiries by phone and in person, providing general assistance with injury form completion or providing general information, and referring unusual or complex workplace injury/safety related matters to the WCS Manager.
• In the absence of the WCS Manager, in enrolls and disenrolls employees on the workers’ compensation payroll and processes the weekly related payroll and verification report.
• Assists the WCS Manager with Family and Medical Leave Act (FMLA) requests, processes and maintains detailed records, and provides employees information regarding eligibility, leave duration, requirements, forms and general processes.
• Assists the WCS Manager with coordinating employee safety initiatives and training and with Department of Transportation requirements for CDL drivers.
• Monitor and track the progress of workers' compensation cases, keeping stakeholders informed of claim status, developments, and expected timelines.
• Maintain accurate and up-to-date records of workers' compensation claims, safety training sessions, incident reports, and related documentation.
• Stays updated on federal, state, and local workers' compensation laws and regulations, ensuring compliance and recommending necessary policy adjustments as needed.
• Provides the same support for other employee leave management programs as needed and required.

General Administrative Support:

In partnership with other HR Generalists, provides customer service by answering calls, screening and responding or and transferring phone calls to appropriate staff, as well as addressing, supporting or triaging in-person visits to the department.

• Provides general clerical and administrative support to the Director of Human Resources, Deputy Director of Human Resources, and other Specialty Division staff including scheduling appointments, reserving rooms and facilities for events and meetings; receives and reviews office mail.
• Maintains confidential human resource records, keeping records up to date by regularly scanning documents to files related to benefits enrollment forms, benefits disenrollment forms, workers’ compensation bills, and requests for leave.
• Uses computers to maintain relevant database systems and other applications such as third-party vendor systems.
• Compiles reports for the Director of Human Resources, or designee, from the HRIS system, third party vendor systems, etc.
• Cross trained to assist and backup other generalist staff on miscellaneous general office and clerical projects as needed and assigned.
• Attends and participates in departmental team meetings and other meetings as needed and directed. Attends training sessions as needed and directed.
• Works with the Deputy Director on projects within the Specialty Division as needed and directed.
• Performs other duties as required and directed, within the Human Resources Department as directed by the Deputy Director and/or the Director.

Minimum Entrance Qualifications:

(To perform successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals to perform the essential functions.)

Education, Training and Experience: Associate degree and one to three years of related experience and/or training or equivalent combination of education and experience required. Bachelor’s degree in Human Resources, Business or Public Administration preferred. Municipal experience a plus.

Knowledge, Ability and Skill:

Knowledge: Thorough knowledge of office practices and procedures, equipment and clerical/secretarial techniques, including a variety of software applications, including the Microsoft Suite. Considerable knowledge of grammar, punctuation, spelling, syntax, appropriate style and arithmetic. Knowledge of specific department operations. General knowledge of bookkeeping. General understanding of the Human Resources function, specifically benefits administration and workers compensation. General knowledge of public administration and governmental operations as they apply to the human resources function.

Ability: Position requires the ability to comprehend the full scope of departmental activities and policies. Ability to organize time, work independently and accomplish tasks despite frequent interruptions. Ability to maintain detailed budget accounts, financial records, and clerical records. Ability to operate various types of office equipment. Ability to maintain a high level of confidential information. Ability to organize clerical and statistical records. Ability to maintain detailed and extensive records and to prepare reports from same. Ability to work effectively under time constraints to meet deadlines. Ability to deal tactfully and appropriately with the general public and City departments in an effective manner. Ability to interpret and follow departmental procedures and guidelines. Ability to maintain a high standard of attention to detail, especially in communications which are external to the Department. Ability to anticipate the needs of others, ability to be an integral and supportive partner to the department and a team player. Ability to handle competing priorities and to work effectively in a challenging environment. A strong commitment to public service required.

Skill: Must be able to follow directions, maintain a strong sense of urgency and a close attention to detail. Must be a responsible, self-starter with excellent attention detail and organization skills. Must possess a positive, professional attitude and presence. Skill and ability in using a computer, the internet, skill in utilizing technology in order to meet department goals and initiatives, skill in Microsoft Office Suite. Excellent communication skills and the ability to deal with the general public and employees in a tactful, courteous and/or compassionate manner.

Physical requirements/work environment

(The physical demands described here represent those requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Work is performed under typical office conditions; the noise level is quiet to moderate at most times. Essential functions are regularly performed without exposure to adverse environmental conditions. Operates computers, printers, facsimile machine, copier, calculator, telephone and standard office equipment.

Has frequent contact with other City departments, current employees, retirees and vendors/service providers. Has access to all department-level confidential information, which requires the application of appropriate judgment, discretion and professional office protocols. Errors in judgment or omissions could result in considerable confusion and delay, have a continuing adverse effect on the Department’s ability to deliver services, be costly to correct and cause significant adverse public relations.

Tasks require the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5 - 10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally. Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Performance Standard

Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City’s values. Employees are also expected to lead by example and demonstrate the highest level of ethics.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Benefits

• Health insurance
• Dental insurance
• Tuition Reimbursement
• Flexible Spending Accounts
• 457 Deferred Compensation plans
• Metro Credit Union
• Verizon Wireless discount
• Employee Assistance Program
• Generous paid leave time benefits and paid holidays.
• City Retirement (Mandatory)
• Direct Deposit
• Opportunity to serve the public and join a dynamic team of dedicated employees