Assistant Human Resources Director

POSITION TITLE: Assistant Human Resources Director

REPORTS TO: Human Resources Director

SUPERVISES: HR Coordinator, Payroll Specialist and HR Admin Assistant

PURPOSE OF POSITION: Under the general direction of the Human Resources Director, assists the Director with management of the operations and staff of the department; performs technical research and analysis; has direct involvement in all areas of Human Resources; serves as back up in the absence of the Human Resources Director.

ESSENTIAL FUNCTIONS:

This position has a high degree of access to confidential information. Duties deal with sensitive and confidential matters, requires sound judgment, personal initiative and discretion in completing assigned tasks.

Individual must exercise considerable tact and courtesy in frequent contact with employees, department heads, government officials and the general public.

Responsible for performing highly confidential, professional personnel work, including benefits administration, employee orientation and benefits enrollment, legal compliance requirements, compliance research, employee insurance. and personnel records.

Assists Director with development of departmental plans, goals, strategic initiatives, policies and procedures as assigned.

Provides oversight, processing, and support for the City’s complex payroll functions, working closely with the Payroll Specialist to ensure accurate and timely processing of all employees pay. This role helps monitor payroll data for compliance with wage and hour laws, collective bargaining agreements, and City policies, and assists with resolving discrepancies or employee questions. The Assistant HR Director also collaborates on process improvements, payroll system updates, and reporting to support effective financial and HR decision making.

Provide ongoing coaching and guidance to managers and department heads, helping them navigate employee relations, performance management, and policy interpretation. This role serves as a trusted advisor, ensuring leaders have the support and tools they need to manage their teams effectively and consistently.

Supports the Civil Service Commission Secretary/Chief Examiner in Civil Service hiring and promotional processes. Preparation and communication of Civil Service meetings. Intake with department head to understand hiring/promotional needs. Coordination with facilities for testing. Scheduling time with hiring team and vendor for exam evaluations. Ordering and processing completed exams. Tracking and communication with applicants. Schedule tracking to ensure timelines are met. Administration of examinations and assessments.

Is responsible for coordinating all aspects of the recruitment and hiring process including partnering with department heads and hiring managers regarding recruitment strategy, posting, and advertising vacancies, reviewing applications and resumes, scheduling testing, assisting with interviews, extending offers and processing of pre-employment and new hire requirements.

Manage employee benefits and personnel policies in compliance with all local, state and federal laws and regulations that affect public employee personnel issues.

Conducts new employee onboarding, benefit orientation, including, but not limited to, enrolling new employees in benefit plans, ensuring employees receive proper notices. Provide continued on-boarding for new hires.

Investigate benefit-related complaints from employees, takes steps to remedy conditions that have caused complaints.

Facilitate investigations and resolution of ongoing employee problems and complaints. Provide guidance and administration of the discipline process and manage voluntary and involuntary employee separation activities. Anticipate problems whenever possible and recommend appropriate steps for resolution.

Processes and verifies benefit enrollment; ensures appropriate coverage is secured and necessary forms are complete and supporting documentation is obtained.

Conducts, coordinates, and participates in special projects or committees as assigned.

Plans and coordinates benefit and retirement program training opportunities for City employees. Assists HR Director with other employee training sessions as assigned.

Apply various City labor agreements and City policies as they relate to the administration of employee benefits.

Acts as a liaison between the City and various consultants in the coordination of benefits management.

Verifies entries to the HRIS system to ensure new employees are properly added.

Participates and assists in the coordination of HR initiatives including, but not limited to Benefit

Open Enrollment, Employee Recognition, and Wellness initiatives.

Facilitates regular leadership meetings with assistant directors, creating a collaborative space to share updates, align priorities, and address cross-departmental needs. Ensuring consistent communication and coordination among leadership, supporting cohesive decision-making and organizational effectiveness.

Maintains and distributes required information regarding employee benefit programs. Processes and verifies benefit enrollment forms; ensures appropriate coverage is secured; and notifies, processes and monitors all COBRA and FMLA administration requirements.

Manages employee separation, including preparing employee exit paperwork and conducting exit interviews. Advisement of benefit termination processes with separating employees and reporting termination information to benefit carriers.

Oversee the administration of workers’ compensation and act as a liaison between the City, HR Department, employee, employee supervisor, and insurance carrier.

Ensures departmental compliance with applicable local ordinance and code, state statute, and federal laws and regulations that govern the activities of the department.

Prepares and maintains various records, reports, correspondence and other departmental documents in a confidential manner.

Attends various training courses, seminars, conferences, as well as participation in local HR organizations to maintain knowledge of current trends, legal updates and developments in job-related skills and techniques.

Assists in city wide communication regarding HR programs and services.

Operates standard office equipment in the performance of job duties, i.e., fax machines, copier, personal computer, calculator, etc. Performs computer input and retrieval functions utilizing various hardware and software programs.

Performs accurate mathematical calculations in the performance of job duties.

Establishes and maintains effective working relationships with the general public, governmental officials, co-workers and supervisors.

Physical presence at the assigned job location is an essential function of this role. This position requires onsite attendance during assigned working hours, with remote work arrangements unavailable. Management may consider exceptions under specific circumstances and in accordance with city policies.

MARGINAL FUNCTIONS:

Assists Director with reviewing and making recommendations regarding the City’s Personnel Policies as assigned.

The job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned.

ESSENTIAL KNOWLEDGE, EXPERIENCE AND ABILITY:

Knowledge of and ability to comprehend and apply City, state and federal laws, policies and regulations which impact City activities, with emphasis in employment law.

Knowledge of and ability to manage and process complex payroll operations.

Knowledge of practices and procedures pertaining to employee benefits administration.

Knowledge of and ability to comprehend and apply state statutes and the City’s Municipal Code.

Knowledge of and ability to apply the principles, practices and policies of municipal government.

Knowledge of public personnel administration.

Knowledge of and ability to interpret rules, regulations, laws and ordinances affecting municipal record keeping and administration.

Knowledge of and ability to apply basic principles utilized in private or public sector accounting, business or finance administration.

Knowledge of and ability to perform input and retrieval functions utilizing a variety of computer programs dealing with word processing, spreadsheet and databases.

Knowledge of city responsibilities and ability to use independent judgment in the performance of duties.

Ability to uphold the City’s mission statement and core values in the performance of job duties.

Ability to perform accurate mathematical calculations in the performance of job duties.

Ability to accurately prepare and maintain various records, reports and other departmental documents.

Ability to plan and organize a personal work schedule, set priorities and meet deadlines.

Ability to flex arrival or departure schedule for meetings, City Council, events, and projects based on team need.

Ability to perform job duties efficiently while managing frequent interruptions.

Ability to deal with the general public in a courteous and tactful manner.

Ability to operate standard office equipment.

Ability to understand and follow both oral and written instructions.

Ability to communicate effectively, verbally and in writing, in English.

Ability to establish and maintain effective working relationships with the public, other employees, other governmental agencies and municipal officials.

Ability to maintain regular and dependable attendance on the job, including attendance and job performance for possibly prolonged periods of time when called out on short notice due to weather conditions, emergencies and similar situations of public necessity.

ESSENTIAL EDUCATION, CERTIFICATION AND/OR LICENSES:

Must possess a valid driver’s license at the time of hire.

Graduation from an accredited college or university with a Bachelor’s Degree in Human Resource Management or related field.

At least five (5) years of highly responsible and progressive human resource experience or any equivalent combination of training and experience required.

At least three (3) years of direct experience managing and processing complex payroll operations.

Must have, or obtain within a time frame established, a professional Human Resources certification from HRCI or SHRM.

Must possess excellent computer and organizational skills; proficiency in Microsoft Word, Excel and Outlook required.

Must be bondable.

ESSENTIAL PHYSICAL DEMANDS AND TYPICAL WORKING CONDITIONS:

The physical demands and work environment characteristics described here are representative of those 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 generally performed indoors in an office setting and requires routine bending, lifting and carrying office supplies, books, files and other materials. The incumbent is required to frequently sit for extended periods of time, talk, hear and must have the ability to transport themselves to and from various locations within the HR offices, City Hall, and other City locations. Hand-eye coordination is necessary to operate computers and various other pieces of equipment. While performing the duties, the incumbent is required to use hands to finger, handle, feel or operate objects, tools or controls and to reach with hands and arms. Work hours may occasionally be required in times of darkness. Vision abilities required include close vision and the ability to adjust focus. The noise level is usually quiet or moderate.

Work requires extensive interaction with the general public/employees and may be stressful when dealing with citizens/employees and/or meeting deadlines.

ESSENTIAL EDUCATION, CERTIFICATION AND/OR LICENSES:

Must possess a valid driver’s license at the time of hire.

Graduation from an accredited college or university with a Bachelor’s Degree in Human Resource Management or related field.

At least five (5) years of highly responsible and progressive human resource experience or any equivalent combination of training and experience required.

At least three (3) years of direct experience managing and processing complex payroll operations.

Must have, or obtain within a time frame established, a professional Human Resources certification from HRCI or SHRM.

Must possess excellent computer and organizational skills; proficiency in Microsoft Word, Excel and Outlook required.

Must be bondable.