Position Purpose:
The purpose of this position is to perform highly responsible administrative and professional work of a complex, difficult and confidential nature for the town of Auburn Human Resources Department and the town of Auburn School Department. This position supports functions of the Human Resources Department with state, federal, and local personnel laws and regulations, benefit administration, employee relations, Family Medical Leave Act, HR payroll, open enrollment for conventional plans and Medicare health insurance plans, 1095 preparation, policy dissemination and any other task as determined by the Assistant Town Manager/Human Resources Director. This position requires a high level of professionalism, confidentiality and superior customer service skills. All other work as assigned and directed.
Supervision:
Supervision Scope: Performs varied and responsible functions requiring a thorough knowledge of departmental and municipal operations, regulations and 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 Director of Human Resources.
Supervision Received: Works under the general supervision and direction of the Assistant Town Manager/Director of Human Resources, requiring the ability to plan and complete assigned or scheduled tasks according to a prescribed time schedule. Position is given general objectives and may be monitored for progress, coordination and completion.
Supervision Given: None
Job Environment:
Work is performed under typical office conditions, with little exposure to occupational risks; has interruptions during the day from inquiries by the general public, employees, retirees, department heads and representatives of other government and municipal agencies and consultants.
Operates computers, calculators, copier, telephone, fax and all other standard office equipment. Makes constant contacts with employees, the general public, other town departments and officials, outside agencies, businesses, vendors, and other governmental organizations; communication is by means of telephone, personal discussion, email and written correspondence. Contacts involve furnishing routine information as well as discussing complex issues. Contacts require considerable discretion, resourcefulness and persuasiveness to achieve desired objectives.
Has access to an extensive amount of highly confidential information on a town-wide basis such as personnel records, employee medical records, collective bargaining negotiations and pending lawsuits and investigations.
Errors could result in an adverse impact on employee morale, poor public relations for the town, and could have serious legal repercussions.
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.
Performs a combination of administrative, professional and analytical work of a responsible nature. Serves as the initial contact for the Human Resources Department. Answers a multi-lined phone and manages calls, as necessary.
Assists the public, town departments and employees by furnishing a variety of human resources information and assistance. Resolves procedural/program problems and complaints; performs informational and referral services to employees and general public.
Administers family medical leave requests, including tracking and monitoring of time used. Manages ADA requests, small necessities leave, military leave and all other forms of leave.
Assists with onboarding new employees, explaining new employee forms and benefit information including EAP, OBRA, optional benefits, health benefits, life insurance and the flexible spending account. This shall include managing employee enrollment with all benefits offered to town employees and retirees.
Assists with preparing job descriptions and posting job advertisements.
Assist with human resource policy development to include dissemination and tracking of policies such as the sexual harassment policy and protected class policy.
Manages human resources payroll and assists with payroll changes for town employees.
Manages all departmental filing to ensure all data is locked down where it can easily be accessed.
Will be cross trained in all aspects of the Human Resources Department in order to assist in the maintenance of continuous service. May be required to attend special meetings and work on special projects; performs similar or related work as required and directed.
Minimum Qualifications:
Education, Training, and Experience:
Bachelor’s degree in business administration, public administration or human resources, or related area. Certification with the Society for Human Resources Management is highly desirable; three to five years of experience in human resources or related field, municipal experience desirable; or any equivalent combination of education and experience.
Knowledge, Ability and Skill
Knowledge:
Thorough knowledge of general human resources, advanced knowledge of office practices and procedures, equipment and administrative techniques, including a variety of software applications, and knowledge in labor law compliance and record keeping such as FMLA, FLSA, IOD, worker’s compensation, HIPPA, etc. Thorough knowledge of municipal government and the function of human resources. Knowledge in regulations applicable to municipal government such as the Open Meeting Law, collective bargaining, the Public Records Law, etc. is highly desirable.
Extensive knowledge of employee benefit offerings and eligibility requirements.
Ability:
Ability to comprehend the full scope of all human resources departmental activities, as well as policies, practices and personnel functions town wide, ability to organize time, multitask, work independently and accomplish tasks despite constant interruptions, in order to meet given deadlines, ability to provide administrative support to the Assistant Town Manger/Director of Human Resources while still being able to complete independent tasks. Ability to operate various types of office equipment. Ability to deal tactfully, calmly and appropriately with the general public, employees, customers, applicants, other government agencies and officials, and town departments in an effective manner while maintaining the necessary confidentiality of information. Ability to analyze and follow departmental procedures and guidelines
Skills:
Excellent interpersonal skills are required to properly explain the meaning and implications of human resource concepts to others and deal with employees, customers, applicants, etc. Skill and ability in using a computer and all Microsoft applications, researching materials and projects. Skills with Munis preferred. Exceptional communication and customer service skills and the ability to deal with the general public in a tactful, courteous and/or compassionate manner.
Physical Requirements:
The physical demands described 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.
Regularly required to use hands to finger, handle, feel or operate objects, tools, equipment, machinery or controls, and reach with hands and arms as in picking up/accessing paper, files, and other common office objects. Lifts and/or moves objects weighing up to 20 pounds. Manually operates all office equipment. Needs to operate a computer keyboard at an efficient speed. Vision and hearing at or correctable to normal ranges.
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.