Human Resources Business Partner I

Purpose of Classification

The purpose of this classification is to assist with the administration of and support the day-to-day operations of the City's Human Resources and Risk Management functions and duties. This position reports directly to the Deputy Director, Human Resources and Risk Management. This position works in a highly functioning team environment, so an employee in this classification will receive work assignments, performance-related feedback, and training from any employee in the department who is at a Human Resources Business Partner II level or higher. An employee in this class performs administrative work in support of the City's Human Resources and Risk Management programs, staff and operations. Areas of assignment include, but are not necessarily limited to, full cycle recruitment; onboarding; benefits maintenance; training coordination; workers' compensation intake and reporting, incident reporting, FMLA intake; records management; and other Human Resources and Risk Management related functions.
Employees in this classification are eligible for noncompetitive career ladder promotion to Human Resources Business Partner II after meeting the established Human Resources Business Partner II competencies and minimum requirements.

Essential Functions

ESSENTIAL FUNCTIONS
The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Answers the telephone and greets visitors to the department; provides information, guidance, and assistance; takes and relays messages or directs calls/visitors to appropriate personnel; returns calls as necessary.
Performs general clerical tasks and provides high level of customer service in support of overall department operations, which include greeting the public, fielding phone calls, copying documents, sending/receiving e-mailed, faxed and scanned documentation, shredding confidential or obsolete documents; logging, routing, and tracking of various Human Resources and Risk Management related documents.
Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, records management, e-mail, and other software programs. Utilizes various HRIS and RMIS programs and reporting.
Establishes and maintains department databases, automated files, lists, and computer records; enters and updates data in databases, to include confidential information; researches and retrieves data from information systems; queries records and reports; and generates reports, lists and other documents from databases.
Composes, edits, types and processes emails, letters, forms, correspondence, administrative forms, lists, spreadsheets, work orders, and a variety of reports including operational, program related reports; collects and/or compiles information for inclusion in surveys, reports, charts, forms and other documents; and creates mailing lists, forms and other resources to support clerical and administrative activities.
Prepares folders; maintains files of department correspondence, program records, legal documents, and other documents; photocopies and files documents; distributes materials via mail, facsimile and other methods of transport; and requests information from other departments and/or parties as necessary to complete department records/files. Receives, dates and distributes incoming mail; and prepares outgoing mail.
Performs full cycle recruitment and selection functions for assigned departments including scheduling, preparing and releasing job postings, screening applications, and communicating with applicants regarding status. Works with hiring managers to create assessments and to prepare and conduct interviews; administers assessments; conducts verifications of employment and reference checks; schedules and prepares documents for pre-employment physical and criminal history check appointments, and runs pre-employment reports. Creates, maintains, updates and archives recruitment documents and software records.
Coordinates, implements, and facilitates on-boarding and new hire orientation; prepares packets for new hire orientation; prepares and sends on-boarding information to new hires; and assists with the preparation and facilitation of quarterly orientation programs.
Assists in the maintenance of group insurance benefits for participants. Processes enrollments, changes, and terminations of participants in all benefit plans and programs. Assists with troubleshooting employee benefit claim issues or concerns. Assists with open enrollment and serves as a liaison between City employees, retirees, participants and plan providers. Reconciles monthly billing statements.
Assists with the planning and coordinating of various events including the Benefits and Wellness Fair, career fairs, and employee recognition programs. Assists in the implementation of a variety of educational programs promoting wellness and preventive health approaches.
Assists in coordination of leaves of absence and return to work in accordance with physician orders and applicable laws, policies, and procedures.
Processes written and telephone request for employment/mortgage verification by retrieving information from computer and personnel records.
Assists in the facilitation of staff development training and branding initiatives. Schedules participants into training sessions. Tracks participants and training records. Enters training records into database and maintains it.
Attends conferences, committee meetings, and interdepartmental meetings relating to Human Resources and risk-related issues as required; makes speeches or presentations.
Compiles or monitors various administrative and statistical data pertaining to human resource operations; performs research as needed; makes applicable calculations; analyzes data and identifies trends; prepares or generates reports; maintains records.
Promptly scans documents into records management system, ensuring proper template is used and verifying accurate file maintenance. Properly and timely dispositions records. Maintains personnel files in compliance with applicable legal requirements. Periodically audits the database to ensure accuracy.
Prepares and responds to Public Records Requests, including preparation and redaction of employee files for public viewing.
Performs departmental financial functions including: new hire reporting, office procurement, 121 check requests, invoice processing and bill reconciliations.
Receives various forms, reports, correspondence, employee activity reports, time records, personnel files, collective bargaining agreements, employment contracts, employee grievances, classification specifications, applicant data, criminal/background reports, drug testing results, medical documentation, insurance reports, salary surveys, agendas, meeting minutes, contracts, training materials, safety materials, budget reports, codes of ordinance, policies, procedures, rules, regulations, statutes, manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
Establishes and maintains effective and respectful professional relationships with City employees, the general public, industry professionals, and other government agencies.
Responds to complaints and questions related to department operations; provides information, researches problems, and initiates problem resolution with customer-first focus.
Receives and records citizen complaints; forwards complaints to appropriate department and/or staff for resolution; and tracks complaint resolution.
Provides assistance to the Risk Management area; identifies department needs for limited duty assignments; assists in placing employees with restrictions; maintains various logs; manages and maintains Certificates of Insurance; requests information from City departments; and scans various correspondence and reports. Conducts and maintains motor vehicle records; collects and maintains files of Supervisors' Report of Incidents; prepares information for Incident Review Board; and maintains updated schedules for training classes. Submits invoices for processing to liability third party administrator (TPA) and prepares internal check requests (121). Assists with bill reconciliation and reports.
Maintains understanding and current knowledge of applicable laws/regulations; maintains an awareness of new trends and advances in the profession; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.
Adheres to team and department rules and expectations.
Performs moderately complex work under limited supervision and maintains professional discretion in processing matters of a sensitive or confidential nature from both a legal and ethical perspective.
ADDITIONAL FUNCTIONS
Performs other duties as assigned.

Minimum Qualifications

MINIMUM QUALIFICATIONS
Bachelor Degree from an accredited college or university in Human Resources management, industrial psychology, public administration, business administration, or closely-related field; and
One (1) year of experience working in a Human Resources and/or risk management department with exposure to at least three (3) of the following functional areas of Human Resources and risk management: recruiting, onboarding, benefits, payroll, training, employee relations, labor relations, performance management, workers' compensation, safety, claims administration, and process and policy administration; and
Must possess and maintain a valid Florida driver's license.
PREFERRED QUALIFICATIONS
Master Degree from an accredited college or university in Human Resources management, industrial psychology, public administration, business administration, or closely-related field and one (1) year of experience working in a Human Resources and/or risk management department with exposure to at least three (3) of the following functional areas of Human Resources and risk management: recruiting, onboarding, benefits, payroll, training, employee relations, labor relations, performance management, workers' compensation, safety, claims administration, and process and policy administration.
Previous municipal or government experience preferred.

Supplemental Information

KNOWLEDGE, SKILLS, and ABILITIES

• Knowledge of administrative policies and procedures.
• Knowledge of general insurance claims and safety programs.
• Ability to learn and demonstrate knowledge of Human Resources and risk management policies, practices and procedures.
• Demonstrated ability to provide high quality customer service.
• Demonstrated ability to evaluate issues and recommend reasonable solutions.
• Ability to accurately, effectively, and respectfully communicate digitally, orally, and in writing.
• Ability to accurately perform general and specific clerical and administrative functions.
• Ability to operate computers utilizing Microsoft Office programs, Human Resources and risk management systems, and records management systems.
• Ability to accurately reconcile information contained on reports.
• Ability to effectively assist staff with department operations.
• Ability to interface in a synergistic manner with other departments.
• Demonstrated ability to establish and maintain effective and harmonious working relationships with all persons interacted with during the performance of duties.