CITY OF OVERLAND PARK - POSITION DESCRIPTION
JOB SUMMARY STATEMENT: Implements and maintains human resources filing/records/reporting system while serving internal and external customers with confidentiality experiences. Provides administrative support: maintains files and records, purges documents, types, answers phones, copies, and enters/maintains data into human resources information system (HRIS) to include personnel files, records and reporting information. Acts as the functional specialist in the area of FMLA and I9 audit compliance.
DUTIES AND RESPONSIBILITIES:
Implements and maintains HR central filing system (paper and scanned records). Scans paper personnel, medical, and benefit files for all city employees and volunteers. Maintains highly confidential grievance files and related documents/records. Maintains highly confidential police and fire psychological files. Duties include but are not limited to: labeling, filing, and organizing hard copy files and scanned document databases. Files, scans, and purges HR files.
Keeps abreast of federal/state/local recordkeeping requirements. Sets up new files as needed to meet federal/state/local regulations. Maintains record retention schedule for HR Department. Coordinates the scanning and purging of non-employee files at the determined periods of time for the department.
Files, maintains and purges highly confidential disciplinary records at the required time. Performs data entry into the HRIS. Request disciplinary reports from HRIS and distribute reports monthly and quarterly to department directors. Sends notification memos to department directors at the prescribed times.
Provides on-going Family and Medical Leave Act (FMLA) administrative support and serves as functional expert for FMLA. Verifies Family and Medical Leave requests are used in accordance with City policies and federal regulations. Processes Family and Medical Leave request forms. Respond to employee questions and interactions regarding FMLA and provide education and explanation of FMLA. Maintains employee leave records and confidential medical information dealing with FMLA. Develops leave reports upon request. Informs management of possible violations. Makes recommendations for improvement of the process as needed.
Responds to requests from supervisors for time off and unpaid leave for employees.
Assists with verification of employee data. Responsible for handling verification of employment requests from outside sources. Reads and verifies accuracy of employee data on employee individual records or payroll reports.
Responds to inquiries related to the City's Employee Handbooks, policies and procedures.
Processes unemployment claims accurately and in a timely manner.
Audits Form I-9 for accuracy and contact employees for corrections. Completes the second page of the Form I-9.
Conducts a secondary audit process for Performance Management for completion.
Provides audit assistance for payroll and insurance entries.
Collects, sorts, and distributes daily department mail. Assists in the processing of mass mailings. Folds, copies, sorts, labels, and mails documents (e.g., KPERS updates, Forms W-2 and 1095-C, applicant letters, etc.).
Orders, checks in, distributes, and stores office supplies/materials and miscellaneous office equipment. Researches and compares prices and quality of needed items. Prepares purchase orders and other necessary documents. Reconciles credit card statement.
Maintains fixed asset records. Requests fixed asset labels and affixes labels to furniture, equipment, etc. Conducts annual audits of fixed assets to ensure compliance with City policy. Submit proper paperwork to dispose of, or shift accountability of, fixed asset items.
Maintains training records. Establishes new training courses and sessions in the City's HRIS. Enters and updates employee training information as appropriate. Responds to requests by supervisor of completed employee training.
Participates in special projects and performs special assignments as needed.
The employee must work the days and hours necessary to perform all assigned responsibilities, tasks, special and annual project plans. Must be available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with whom interaction is required to accomplish work and employer goals.
The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.
EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS:
High school diploma or equivalent. College degree in business administration, personnel management or a related field of study; or an equivalent level of work experience and formal education preferred.
Three to five years clerical experience with preference in Human Resources. Technical knowledge and skills utilizing and understanding of Human Resources Information Systems, with preference within INFOR.
Attention to detail.
Basic math skills.
Good listening skills.
Must be flexible and adaptive to work environment and assignments.
Must have a working knowledge of windows-based word-processing and document management software applications.
Human relations/interpersonal skills.
Good oral and written communication skills.
Ability to read and comprehend local, state, and federal regulations.
Ability to organize files and effectively retrieve data.
Ability to recognize and protect confidential information.
Ability to carry out assignments through oral and written instructions.
Ability to work independently.
Ability to analyze and recommend possible solutions.
Ability to learn and understand PC software applications.
Ability to work in a hectic environment with many interruptions.
Ability to meet specific deadlines.
Diplomacy and judgment.
Ability to interpret city policies and use discretion in extending access to files.
Alpha & numeric recognition.
Ability to reach, stand, bend, stoop, climb, push, and pull.
Ability to make and receive phone calls.
Ability to sit at computer terminal for an extended period of time.
Hand and eye coordination adequate to input computer and operate calculator and copier.
Ability to lift up to 50 lbs. and transport 5 feet.
Ability to push/pull up to 75 lbs.
SUPERVISORY RESPONSIBILITY (Direct & Indirect):