Human Resources Specialist

SUMMARY

The City of Astoria is looking for a second HR Specialist to join the Human Resources Department in supporting our dedicated team of employees. This position performs complex and confidential administrative support to the Director for all aspects of Human Resources operations including recruitment and selection, employee relations, compensation, benefits and leave administration, collective bargaining agreement administration and negotiations, organizational development and training, workers compensation, records maintenance, and administration of City-wide personnel policies and procedures. This position offers the opportunity to work with a variety of departments and gain experience in all areas of human resources management. HR Specialists are assigned primary areas of responsibility and work collaboratively to ensure cross-training and continuity of operations.

Applications will be reviewed on an ongoing basis. The recruitment may close early to begin the interview process. We encourage candidates to apply sooner rather than later to be considered.

SCHEDULE

The regular schedule for this position is full-time, Monday-Friday, 8:00AM-5:00PM.

ESSENTIAL FUNCTIONS

• Works with employees, interns, volunteers, supervisors, department directors, the City Manager, legal counsel, union representatives, vendors, and other internal and external contacts under the direction of the HR Director to support human resources services and effective City operations.
• Coordinates recruitment and promotional processes by reviewing and updating job descriptions, researching classification and compensation, creating job listings and recruitment materials, screening application materials, coordinating employment testing and interviews, communicating with candidates, and assisting hiring managers. Requests and monitors completion of required background checksinvestigations, employment verifications, and other pre-employment screenings.
• Maintains and organizes paper and electronic records in accordance with applicable laws, regulations, records retention requirements and city policies. Ensures records are accurately filed in a timely manner, securely maintained, and handled in a manner that protects the confidentiality of sensitive information. Records include personnel files, confidential medical files, recruitment and hiring records, risk management documentation, compliance records, job descriptions, employee status and employment history data, benefits and leave documentation, training records, and other related information.
• Prepares and processes employment actions including hires, promotions, employment status updates, pay adjustments and terminations, working closely with the Finance Department to ensure accurate application and processing of compensation and benefits plans in accordance with City policies and applicable collective bargaining agreements.
• Supports the City's workplace safety programs and regulatory compliance by tracking and maintaining documentation related to workplace injuries and illnesses, including safety reporting, recordkeeping, workers' compensation claims, and return-to-work processes.
• Administers and processes leave and accommodation requests in accordance with the Family and Medical Leave Act (FMLA), Oregon Family Medical Leave (OFLA), Americans with Disabilities Act (ADA), Paid Leave Oregon, short/long term disability, military leave under the Uniformed Services Employment and Reemployment Rights Act (USERRA), and other medical and non-medical leaves of absence.
• Conducts research, compiles data and supporting documentation, and prepares reports to support planning and decision-making for human resources and city-wide operations.
• Coordinates and facilitates employee onboarding and city-wide training programs, including conducting information sessions, communicating training opportunities, tracking completion of required training and certifications, and maintaining records to ensure compliance with position or department-specific requirements and regulatory standards.
• Supports employee performance management processes.
• Supports the HR Director in labor relations activities and the administration of the City's collective bargaining agreements.
• Maintains knowledge of City policies and procedures, provides information and answers questions from employees and supervisors, and participates in reviewing and monitoring policies and procedures to identify needed updates and maintain compliance with applicable laws, regulations, and best practices.
• Follows policies, procedures, and guidelines outlined in the City of Astoria Personnel Manual, HR training guide, department-specific policies, and other documentation related to this position. Proactively maintains and updates standard operating procedures and training guides.

KNOWLEDGE, SKILLSABILITIES

Knowledge

• Knowledge of human resources principles, practices, and procedures.
• Knowledge of applicable federal, state, and local employment laws and regulations (e.g., FMLA, OFLA, ADA, USERRA, workers' compensation, wage and hour laws).
• Knowledge of personnel records management, confidentiality requirements, and HR documentation practices.
• Knowledge of recruitment, onboarding, training, and employee relations processes.

Skills

• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
• Strong analytical and problem-solving skills.
• Proficiency with Microsoft Office Suite and HR information systems (HRIS), applicant tracking systems, and payroll or personnel systems.

Abilities

• Ability to communicate clearly and professionally both verbally and in writing.
• Ability to provide information and assistance to employees and supervisors in a professional and customer-focused manner.
• Ability to interpret and apply policies, procedures, and employment laws.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to work collaboratively in a team environment.
• Ability to learn new systems, policies, and procedures and adapt to changing regulations.
• Ability to organize and maintain accurate records and documentation.

SUPERVISORY RESPONSIBILITY

This position does not have supervisory responsibilities

MINIMUM QUALIFICATIONS

Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Associate's Degree from an accredited college or university with major course work in Public Administration, Organizational Development, Business Administration, Personnel/Human Resources Administration or a related field.
• Minimum of 2 years of experience in Human Resources; OR an equivalent combination of education, training, and experience to demonstrate ability to perform all duties.
• Post-job offer background check (including state and federal criminal records, social security number trace, sex offender registry and motor vehicle records check).

DESIRABLE QUALIFICATIONS

• Previous experience in the public sector in a similar capacity
• Human Resources certification from IPMAHR (International Public Management Association - Human Resources) or SHRM (Society of Human Resources Management).
• Valid Driver's license and safe driving record.

WORK ENVIRONMENT

Work is performed in an office setting with prolonged periods of sitting at a desk and working on a computer. The noise level in the work environment is usually moderate (examples: business office with computers and printers). This position may drive between work sites to meet with employees.