Human Resources Administrator Senior

Job Description: FLSA Status: ExemptUnion Status: Non-UnionSalary Range: 15 Safety Sensitive: No MUST SUBMIT AN APPLICATION HERE: https://cityofsantafenmemployees.munisselfservice.com/employmentopportunities/default.aspx General Definition of Work Performs difficult skilled administrative support and technical work developing, administering and overseeing various Human Resources functions and programs; including but not limited to labor/management relations, classification and compensation, recruitment and selection, organizational development, performance management and improvement systems, policy development and documentation, and regulatory compliance, and directing and supervising assigned staff in performing any of the above functions. Supervision Received Work is performed under the general direction of the Human Resources Supervisor and reports to an assigned supervisor. Supervision Exercised Supervision is exercised over assigned staff. Qualification Requirements To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. A position may not include all of the duties listed and the listed examples are not an exhaustive list of the duties that may be found in a position of this class. Essential FunctionsSupervises the work of staff in areas including but not limited to recruitment, advertising, procurement, personnel actions, and document retention of personnel files, organizational development, training, and benefits.Oversees the processing of personnel actions to include hires, terminations, promotions, transfers, dismissals, reclassification, etc.; analyzes and verifies proper documentation is attached; reviews personnel actions for accuracy and ensures adherence to regulations and policies; assists with, reviews, and audits personnel actions entered into the human resource management system.Oversees the processing of request to advertise actions and the process of attracting applicants for vacancies within the City; analyzes and verifies the application process; reviews request to advertise actions for accuracy and ensures adherence to regulations and policies; ensures advertisements are posted in a timely manner; manages eligibility lists and recruitment files and develops and monitors hiring timelines to identify time to fill metrics.Oversees and assists with document retention including personnel files, I9 forms, and position only personnel actions; assists and oversees the ongoing management of the HR confidential filing system.Oversees and assists with the procurement of services and products for the department; assists with processing and reviewing Professional Service Agreements (PSA's); prepares and processes purchase orders; tracks status of purchasing requisitions.Assists with the accelerated retirement contracts for City employees; ensures contracts adhere to regulations and policies.Acts as PERA liaison for the department regarding retirement and membership documentation; submits the necessary forms required for all individual employees such as applications for membership, beneficiary designations, and member pay rate changes; provides other information as requested.Assists with authorization of physicals, drug tests, and other related pre-employment screenings.Interprets rules, regulations, and policies for managers and City employees; coaches supervisors, department administrators, and others on human resource issues; develops and facilitates meetings and trainings regarding human resource issues to streamline processes associated with the policies and procedures.Monitors and oversees classification and compensation management; reviews recommendations for pay adjustments; ensures proper documentation is submitted in adherence to regulations and policies, reviews actions for accuracy to include position codes, fund allocations, department expense accounts, works in collaboration with departments, the budget office, and finance department; maintains position control per fiscal year for all positions; ensures the human resource management system is accurate and maintained.Reviews, revises, and prepares job descriptions; ensures job classifications are placed in the appropriate compensation level.Reviews personnel and disciplinary actions for content and procedural accuracy; makes recommendations on personnel and proposed disciplinary actions; ensures all actions are complete and that disciplinary due process rights are met; consults with supervisors, managers, department/division directors, and legal when requested or as necessary.Interprets HR management programs, State and Federal laws, rules, and regulations, and HR policies and procedures; provides advice to the Human Resources Director, department/division directors, elected officials, supervisors, and employees on rules, statutes, regulations, and policies.Reviews and prepares responses to requests for Family and Medical Leave, tracks and reports usage.Administers and interprets collective bargaining agreements; participates in labor negotiations and other negotiations with recognized bargaining unions; maintains regular interactions with union representatives to promote collaborative decision-making affecting the quality and delivery of City services.Conducts investigations regarding alleged violations of policy such as sexual harassment, workplace violence, discrimination, EEOC claims, etc.; responds to EEOC and New Mexico Human Rights Bureau complaints.Reviews union and non-union grievances and prepares responses to same.Acts as a strategic business partner and provides tools and resources that positively impact business and operational initiatives and outcomes.Acts as a subject matter expert in one or more disciplines of Human Resources and provides leadership, focus, and direction to departments to achieve objectives related to the City’s vision and priorities.Researches, collects, and analyzes data; prepares reports, spreadsheets, and other means of communication; maintains and records statistical information of assigned programs, projects, tasks and assignments. Provides recommendations and implements changes for process improvement.Prepares notices, website updates, and newsletters to promote human resource activities throughout City government.Manages and implements requests for new programs; designs custom curriculum or deliverables and updates existing materials such as training manuals, guides, hand-outs, and visual materials; amends and revises materials as necessary to maintain up to date information.Attends meetings and trainings as required.Reviews, develops, and/or modifies work plans, methods, and procedures, determines work priorities, develops work schedules to provide adequate staff coverage, and approves leave and timesheets. Provides work instruction, assists employees with difficult and/or unusual assignments, and encourages innovation. Assigns and distributes work, reviews work for accuracy and completeness, and returns assignments with recommendations for proper completion.Conducts hiring interviews and selects candidate(s) for job opening(s).Resolves problems, mediates conflicts encountered during daily operations, determines appropriate solutions, and promotes teamwork. Encourages regular communication and informs staff of relevant business issues and their impact on the organization.Ensures quality, effectiveness, and efficiency of unit activities and safety measures. · Prepares, justifies, and/or administers the budget for program areas; plans, administers, and monitors expenditures to ensure cost-effective support of programs and policies; assesses financial condition of an organization. · Develops goals, documents performance, reviews, develops, and/or modifies work plans, methods, and procedures, determines work priorities. · Provides work instruction, assists employees with difficult and/or unusual assignments, and encourages innovation. · Develops work schedules to provide adequate staff coverage and approves leave and timesheets. Assigns and distributes work, reviews work for accuracy and completeness, and returns assignments with recommendations for proper completion. · Provides performance feedback and formally evaluates the work of employees. · Provides reward and recognition for proper and efficient performance. · Assists staff to achieve performance standards and identifies opportunities for continual improvement and development to performance standards. · Documents causes for disciplinary action, initiates letters of reprimand, and makes formal recommendations for disciplinary action. Responds to formal and informal employee grievances and prepares written responses. · Ensures staff is attending training, including safety training on a regular basis. Knowledge, Skills, and Abilities · Ability to research, prepare and make public presentations. · Ability to exercise independent judgement and to react resourcefully under varying conditions. · Attention to Detail – Ability to be thorough when performing work and conscientious about attending to detail. · Coaching – Provides others with clear direction, motivates, and empowers. Recruits staff of a high caliber and provides staff with development opportunities and coaching. · Conflict Management – Manages and resolves conflicts, grievances, confrontations, or disagreements in a · constructive manner to minimize negative personal impact. · Customer Service – Ability to interact with customers in a friendly and professional manner, ability to work to resolve issues quickly and effectively, and is knowledgeable about products and services. · Deciding and Initiating Action – Takes responsibility for actions, projects and people; makes quick, clear decisions which may include tough choices, after considering risks. · Decision Making – Specifies goals and obstacles to achieving those goals, generates alternatives, considers risks, and evaluates and chooses the best alternative in order to make a determination, draw conclusions, or solve a problem. · Delivering Results – Ability to set high standards for quality, quantity, and timelines. Focuses on customer needs and satisfaction. Consistently achieves project goals. · Interpersonal Skills – Ability to show understanding, respect, friendliness, courtesy, tact, empathy, cooperation, concern, and politeness to others and relate well to different people from varied backgrounds and different situations. · Knowledge of laws, rules, regulations, case law, principles, and practices related to employee conduct, performance, and dispute resolution. · Knowledge of hiring, classification, benefits, labor relations, negotiation, and federal, state and local employment regulations. · Knowledge of federal and state laws and regulations with respect to Department of Labor laws as it relates to FMLA, ADA, HIPAA and Workers Compensation. · Knowledge of laws, legal codes, court procedures, precedents, legal practices and documents, government regulations, executive orders, agency rules, government organization and functions, and the democratic political process. · Knowledge of teaching, training, research, making presentations, lecturing, testing, and other instructional methods. · Knowledge of interpersonal communication skills and telephone etiquette; public relations; general office maintenance and practices; computer applications and various software programs (MS Word, Excel, Power Point); business and technical writing; operation of standard office equipment and ability to learn new technologies. · Learning – Uses efficient learning techniques to acquire and apply new knowledge and skills; uses training, feedback, or other opportunities for self-learning and development. · Mathematical Reasoning – Solves practical problems by choosing appropriately from a variety of mathematical and statistical techniques. · Planning and Evaluating – Organizes work, sets priorities, determines resource requirements, determines short or long-term goals and strategies to achieve them, coordinates with other organizations or parts of an organization, monitors progress, and evaluates outcomes. · Reading – Understands and interprets written material, including technical material, rules, regulations, instructions, reports, charts, graphs, or tables; applies what is learned from written material to specific situations. · Resilience – Deals effectively with pressure; remains optimistic and persistent, even under adversity. Recovers quickly from setbacks. · Teaching Others – Helps others learn through formal or informal methods; provides resources to help teach others; acts as a mentor. · Thinking Strategically – Thinks strategically and promotes best practices and leading-edge ideas. · Writing – Writes in a clear, concise, and organized manner for the intended audience. · Written Communication – Composes, reviews, edits, and issues written materials for diverse audiences and communicates purpose in a succinct and organized manner that is appropriate for context, time, and place. Education Requirement Bachelor's degree with coursework in Business Administration, Human Resources, Management, Project Management, or related field. Experience Requirement Three (3) years of experience in Human Resources management, classification and pay administration, employee relations, labor relations, performance management, organizational development, policy development, regulatory compliance, program management or related field. Education and Experience Equivalency One (1) year of the appropriate type and level of experience may be substituted for each required year of post-high school education. Additional appropriate education may be substituted for the minimum experience requirements.Licensure and Certifications · Must possess a valid driver's license. Special RequirementsObtain and maintain a City of Santa Fe driving permit within three (3) months of hire.Must be willing to work flexible hours including evenings, holidays and weekends. Physical RequirementsRequires the exertion of up to 10 pounds of force.Requires speaking or hearing and using hands to finger, handle or feel, requires sitting, standing, walking, stooping, kneeling, crouching, or crawling, reaching with hands and arms and lifting.Standard vision requirements.Vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly.Hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound.Work requires preparing and analyzing written or computer data, using of measuring devices, operating motor vehicles and observing general surroundings and activities. Working EnvironmentWork occasionally requires exposure to en