Human Resources Generalist

PAY: $2,323.35 - $2,528.35 / biweekly

*This position is hybrid remote. Team member will be in the Franklin, TN office 3-4 days per week and remote 1-2 days per week based on operational needs.

I.  Purpose of Job

Assists in administering human resource functions including recruitment and selection, onboarding, employee tracking, employee engagement/appreciation programs, employee development, leadership development, wellness programs, performance management, disciplinary procedures, and HR reporting and analytics ensuring compliance with all government requirements and regulations as well as with City policies. Administers leave in accordance with FMLA, state requirements, and City policies.  

II. Essential Job Duties  .

A.  Personnel tracking, filing, and processing

• Creates & distributes personnel orders for citywide personnel changes, including hires, terminations, transfers, promotions, and pay adjustments.
• Updates payroll system with new hire demographics, salary entries, new positions created, changed, and pay scale changes.
• Calculates all pay changes for promotions, demotions, additional duties, annual increases, etc.
• Creates, maintains, calculates, and updates various spreadsheets to track and verify current and former employee related data.
• Meets with finance/budget representatives to verify and match all positions, changes, and salary information.
• Partners with department directors and supervisors regarding changes, updates, and status of personnel.
• Creates and updates organization charts for all City departments for annual budget.
• Responsible for the protection, administration, tracking, and storing of confidential medical information. Confidential medical information includes employee insurance files, billing, FMLA, doctor’s notes/releases, return to work restrictions.
• Instructs employees as to proper ways to complete claim forms or changes to medical or dental enrollment forms and informs the Finance Department of deduction changes from employee payroll checks.
• Ensuring all City policies and procedures are followed and maintaining appropriate compliance records for all City policies and procedures, including, but not limited to, job offer approvals & pay rates, promotion/demotion approvals, candidate selections, policy changes, fully executed memos and forms, etc.
• Manage and respond to all City unemployment claims

B.  Recruitment and selection  

• Manages the City’s applicant tracking system to create requisitions, screening questions, job postings, and reporting.
• Assigns and trains City users to properly access and use tracking system for recruitment purposes.
• Assists in the hiring process, which may include but is not limited to writing/posting/advertising vacancy ads; screening applications; assisting with interviews; developing and managing interview questions and processes, assisting Police/Fire entry level testing and Assessment Centers; preparing certification lists; making employment offers; completing employment references, drivers license, criminal history, and personal reference checks.
• Conducts recruitment efforts, including promotion from within the City, and filling vacancies timely with the best qualified employees.
• Manages all on-boarding activities  

C.  Employee Recognition, Training & Development,

• Organizes, schedules, and conducts new hire orientation.
• Manages the City’s tuition reimbursement program, including verifying eligibility, tracking, and requesting reimbursement payments.
• Develops and manages Citywide leadership & employee development programs, by planning, creating, and facilitating a variety of training courses and materials.
• Assists HR Director and HR Manager with reviewing and analyzing pre-employment background check reports, polygraph test reports, physical reports, and psychological evaluations to determine qualifications of new hires.

D.  HR projects and support

• Assists HR Director and HR Manager with the disciplinary process, which may include attending disciplinary hearings, taking notes, recording hearings, and preparing verbatim transcripts. 
• Performs research and analysis on a variety of human resources functional areas including compensation and benefits, human resources development, policies and procedures, etc.
• Performs general office work, which includes answering phone; answering questions from employees and applicants; preparing departmental correspondence; establishing/maintaining employee files; developing personnel forms, letters, procedures and methods of record keeping; and scheduling appointments, training/meeting sites and dates.
• Assists HR Director and HR Manager with various projects, which includes, but is not limited to notifying employees of changes in policies, procedures, rules, regulations; budget preparation; and completing salary surveys.
• Assists HR Director and HR Manager with RFP’s for various departmental business needs. 
• Assists departments with job description reviews and analysis to maintain accurate job duties, requirements, and competencies for all positions.

E.  HRIS Maintenance

• Manages all HRIS setups, workflows, profiles, and system customizations including but not limited to, UKG HRIS, ATS, Trakstar Perform, background check software, and other HR programs as needed.
• Researches and audits current setups to ensure all codes and systems are operating as designed
• Performs system maintenance, including assisting in the review, testing, and implementation of HRIS system upgrades or patches. Collaborates with functional and technical staff to coordinate application of upgrade or fix. 
• Researches current trends and industry standards to make workflow and system updates or make recommendations for organizational enhancements
• Administers software access control and permissions.
• Manages all integrations between various HRIS programs
• Coordinates with HR Manager on recruiting and applicant tracking workflows to enhance efficiency for all internal users and for job seekers.
• Ensures contracts for all HRIS programs are renewed timely and makes recommendations for upgrades or changes to contracts based on user experience and system efficiency 
• Serves as member of team analyzing existing work processes and identifying solutions to processing bottlenecks, excessive hand-offs, duplication of efforts, and quality problems; contributes to work process design of new work processes to improve efficiency/productivity.
• Creates and maintains HRIS data to provide accurate and meaningful reporting to support data driven organizational decisions and projects
• Verifies the accuracy of HR metrics and employee profiles 
• Provides suggestions to HR leadership for process improvements, system upgrades, and organizational strategies.
• Maintains accurate documentation and reports to enable timely response to FOIA requests.
• Assists employees with HRIS related paperwork including, but not limited to, direct deposit forms, onboarding forms, and paystub generation/review.
• Develops and maintains user guides for various internal and external customers
  • Internal Customers: HR users and administrators
  • External Customers: employees/basic users, timekeepers, and managers
• Provide user support for HRIS login credentials, accesses, and navigation and conducts training as needed for user support.
• Researches feedback from various user types to make recommendations on improvements

III. Other Job Duties

Performs other job duties as assigned, including:

• Perform related duties and responsibilities to assist other employees in the department as required.  
• Keeps up to date with current workplace trends, HR best practices, laws, and regulations to provide accurate and progressive human resources advice to the City and maintain proper policies and procedures throughout the City.
• Develop and maintain Citywide diversity, inclusion, and equity programs, policies, procedures, and trainings.

IV. Primary Job Challenges

Primary challenges of this position include establishing communication with City departments in order to notify HR of personnel status and pay updates.

V.  Equipment Operated

Computer and other office equipment such as printers and fax machines 

VI. Key Competencies Required

• Job Content Knowledge

Has considerable knowledge of the policies, procedures, and activities of the City and personnel and hiring practices as they pertain to the performance of the duties of Human Resources Generalist.  Is knowledgeable of secretarial practices as necessary in the completion of daily responsibilities.  Must be very knowledgeable of benefits programs, and of insurance, unemployment, and workers compensation forms.  Should have experience conducting background checks and employment references. Has considerable knowledgeable of EEOC and ADA. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department. Is knowledgeable and proficient with computers. 

• Mathematical Skills: Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. 
• Reasoning Ability: Ability to define complex problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Teamwork:  Develops constructive and cooperative working relationships with others.  Encourages others to express their ideas and opinions.  Provides input into identifying and solving problems.  Anticipates need of others for information about job tasks and work environment and provides it to them in a timely manner.  Willingly assists others with job tasks when appropriate.   

VII. Physical Demands and Work Environment

Physical Demands: Performance of the essential duties of this job requires the incumbent to: 

• Must be able to remain in a stationary position 50% of the time.
• Occasionally move about inside the office/building to access file cabinets, office machinery, the public, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, computer, printer, and telephone.
• Regularly positions self to maintain office area and items needed to complete daily tasks.
• Regularly communicates information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Occasionally moves/transports up to 25 pounds.

Work Environment:  Performance of the essential duties of this job requires:

• Occasional exposure to outdoor weather conditions 

The work environment is moderately noisy (examples: business office with computers and printers, light traffic).

VIII. Qualifications

Education and Experience: The required knowledge, skill, and abilities to satisfactorily perform job duties are normally acquired through obtaining a Bachelor’s degree (B.A. or B.S.) from a four-year College or University plus two to three years of related experience and/or training, including experience with HRIS, performance management systems, applicant tracking systems, and learning management systems or an equivalent combination of education and experience. 

Certifications:

Current PHR or SHRM-CP or ability to obtain within two years of hire