Human Resource Specialist, Human Resource

GENERAL STATEMENT OF JOB

Under general supervision, performs a variety of administrative work in the field of Human Resources management for the Parish. Work involves performing generalized and specialized administrative work; coordinating various Human Resources functions and benefits programs; providing information to employees and managers; interacting with current, previous and prospective employees; and other work as directed. Reports to the Human Resources Director.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

Assists Department Directors and managers with application and selection process; receives and logs applications; notifies by electronic mail acknowledgement of online applications that have been received; forwards applications for review; administers written testing to applicants; sends letters to applicants not selected for applied position.

Provides information and assistance to applicants, employees, managers, directors, or other individuals regarding benefit plans, policies, procedures, timeframes, forms, and other issues.

Administers orientations, including preparing packets for orientation, explaining documents and benefits, having new hires complete required documentation correctly, answering questions regarding Parish documents and/or products, and maintaining the most current and accurate forms and information regarding products, policies, and/or laws.

Responsible for processing, managing and updating enrollment and/or verification for various employee related programs. Completes forms for state and federal programs.

Opens Enrollment; receives, tracks, and processes open enrollment changes; creates and distributes publications to notify employees of open enrollment period.

Processes benefit changes, beneficiary changes, reclassifications, new hires, promotions, terminations, and disciplinary actions.

Manages and retains personnel records, to include ensuring the completion of personnel action forms; obtaining signatures and department approvals; copying documents; distributing and filing; and maintaining personnel files for all active and former employees.

Develops and updates forms, including, but not limited to personnel action forms and job application forms.

Assists Department Directors with developing and advertising job announcements and job descriptions.

 

Maintains the Parish’s Personnel Manual; provides assistance and guidance to employees based on the policies outlined in the Personnel Manual; review and recommend changes to the Policy Manual on an as­ needed basis.

Maintains the Parish’s Classification and Compensation Plan; ensures that all new hires and personnel changes are consistent with established job classification and compensation levels; assists Department Directors and Managers with changes to job classifications and compensation rates; assists Department Directors with creating and classifying new positions or reclassifying existing positions; manages periodic updates to the Classification and Compensation Study.

Creates, maintains, and provides various reports and presentations as requested by the Parish President or Human Resources Director.

Maintains high level of confidentiality for the information within the office.

Coordinates with Department Directors for the completion of pre-employment reviews, including conducting background checks, arranging physical examinations, drug testing, obtaining driving records, and other information as needed.

Verifies employment status, dates of employment, and salary information when requested, pursuant to the requirements of the Freedom of Information Act.

Creates, implements, and disseminates pay, holiday, and orientation schedules.

Provides direction, training, guidance, and assistance to employees; answers to employee questions from all levels of employees from Departmental Directors to regular employees.

Provides assistance to coworkers and supervisor as requested; provides assistance outside of assigned position as needed.

Maintains a comprehensive knowledge of current laws and regulations; reads professional literature; attends conferences and training opportunities on an as-needed basis.

Maintains regulatory postings in buildings such as labor law posters.

Receives, reviews and responds to various records, reports and documents, correspondence, etc.

Operates a variety of office equipment and machinery such as computer, telephone, fax machine, copy machine, shredder, postage meter, etc.

Uses a variety of tools such as calculator, filing cabinets, standard office tools, etc.; a variety of supplies such as pamphlets, packets, booklets, general office supplies, etc.; and a variety of computer software such as Microsoft Word, Microsoft Access, Microsoft Excel, Microsoft Publisher, Adobe, Microsoft Outlook, Microsoft PowerPoint, etc.

Interacts and communicates with various groups and individuals such as Parish President, Managers, Department Directors, Parish employees (including elected officials), Benefit Administrators of companies, private vendors, Optional Product representatives, retirees, and the general public.

 

Payroll Process
The Human Resource Specialist is responsible for administering and executing the organization’s payroll process with accuracy, confidentiality, and compliance with all applicable laws and policies. The payroll process includes the following key steps

Data Collection and Verification
Collect employee work data, including hours worked, attendance records, leave balances, overtime, and any additional earnings or deductions. Verify all submitted information for accuracy and completeness by coordinating with supervisors and department managers.

Payroll Data Entry
Input verified employee data into the payroll system, ensuring all employee details such as compensation rates, tax withholdings, benefits deductions, and direct deposit information are current and accurate.

Timekeeping and Attendance Reconciliation
Review timekeeping systems to ensure proper recording of employee hours. Resolve discrepancies, missing time entries, or inconsistencies in collaboration with employees and management before payroll processing.

Payroll Processing
Process payroll on a scheduled biweekly basis. Ensure compliance with federal, state, and local wage and hour laws.

Tax and Deduction Management
Manage voluntary deductions such as health insurance, retirement plans, and garnishments.

Payroll Review and Approval
Conduct a thorough audit of payroll reports prior to finalization. Identify and correct errors, ensuring all payments are accurate. Obtain necessary approvals from management before releasing payroll.

Payment Distribution
Facilitate employee payments through direct deposit or checks. Ensure timely and secure distribution in accordance with company policy.

Recordkeeping and Documentation
Maintain accurate payroll records, reports, and documentation in compliance with legal and organizational requirements. Ensure confidentiality and secure storage of sensitive employee information.

Compliance and Reporting
Ensure payroll practices comply with all relevant labor laws and regulations. Prepare and submit required payroll reports, tax filings, and year-end documents such as W-2s.

Employee Support and Issue Resolution
Respond to employee inquiries regarding pay, deductions, and payroll discrepancies. Investigate and resolve payroll issues promptly and professionally.

Continuous Improvement
Monitor payroll processes and recommend improvements to enhance efficiency, accuracy, and compliance. Stay updated on changes in payroll laws and best practices.

ADDITIONAL JOB FUNCTIONS

Greets members of the public and answers phone calls when other office staff members are unavailable. Performs general/clerical tasks as required, including typing reports and correspondence, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, answering the telephone, establishing and maintaining filing systems, etc.

Performs other tasks as required.

MINIMUM TRAINING AND EXPERIENCE

Requires an Associate’s degree in Business Administration, Human Resources, Public Administration, or other related field; supplemented by a minimum of three to five years of previous experience in the field of human resources, personnel management, benefits administration, organizational development, procurement or related field or an equivalent combination of education and experience that provides the knowledge, skills and abilities required.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Must by physically able to operate a variety of automated office machines and equipment, which includes a computer, printer, multi-line telephone, fax machine, copier, etc. Must be able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. Must be able to lift and/or carry weights of up to ten pounds.

Data Conception: Requires the ability to compare and/or judge the readily observable functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving direction and instruction from supervisor.

Language Ability: Requires ability to read a variety of policies and procedures, insurance documentation, financial records, etc. Requires the ability to prepare records, various reports, correspondence, etc., with proper format, punctuation, spelling, and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence.

Intelligence: Requires the ability to apply principles of rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in oral, written, diagrammatic or schedule form. Requires the ability to learn and understand relatively complex principles and techniques; to make routine independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow verbal and written instructions. Must be able to communicate effectively and efficiently in a variety of technical and/or professional languages with persons of varying educational and cultural backgrounds.

Numerical Aptitude: Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals and to determine time. Must be able to use practical applications of fractions, percentages, ratio and proportion.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape, and visually read various information.

Motor Coordination: Requires the ability to coordinate hands and eyes using office machinery.

Manual Dexterity: Requires the ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination and Visual Acuity: Requires the ability to differentiate colors and shades of color; requires the visual acuity to determine depth perception, peripheral vision, inspection for small parts; preparing and analyzing written or computer data, etc.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines.

Physical Communications: Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear).

PERFORMANCE INDICATORS

Knowledge of Job: Has thorough knowledge of the methods, procedures and policies of the Human Resources Department as they pertain to the performance of duties of the Human Resources Specialist. Has knowledge of the functions and interrelationships of the Parish and other governmental agencies. Has knowledge of the laws, ordinances, standards, and regulations pertaining to the specific duties and

RESPONSIBILITES OF THE POSITION:

Has knowledge of and skill in administering employee insurance/benefits programs. Has knowledge of other general personnel functions, including employee recruitment, selection, employment, as well as employee relations. Is able to develop and maintain a positive rapport with employees. Is able to offer instruction and advice to co-workers regarding policies, methods and regulations. Is able to offer training and assistance to co-workers and employees of other departments as required. Is able to take the initiative to complete the duties of the position without the need of direct supervision. Is able to plan, organize and prioritize daily assignments and work activities. Is able to learn and utilize new skills and information to improve job performance and efficiency. Has knowledge of proper English usage, punctuation, spelling, and grammar. Has knowledge of modern office practices and technology; has skill in the use of computers for word processing, data processing and records management. Has the mathematical ability to handle required calculations. Is able to read and interpret complex materials pertaining to the responsibilities of the job. Is able to assemble and analyze information and make written reports and records in a concise, clear, and effective manner. Is able to maintain confidentiality as required. Is able to produce quality work despite the stress of deadlines. Has knowledge of the terminology and various professional languages used within the department. Has knowledge of how to maintain effective relationships with personnel of other departments, professionals and members of the public through contact and cooperation. Has knowledge of how to react calmly and quickly in emergency situations. Has knowledge of the occupational hazards and safety precautions of the industry.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with internal and external entities with whom the position interacts.

Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under “Specific Duties and Responsibilities.”

Dependability: Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policy, standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human and conceptual areas.

Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to higher management with respect to vacation time and leave requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished, and initiates proper and acceptable action for the completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches issues, situations and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with established policies or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation intra- and inter­ departmentally.

Relationships with Others: Shares knowledge with managers, supervisors and co-workers for mutual benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships inter- and intra-departmentally, and with external entities with whom the position interacts. Tactfully and effectively handles requests, suggestions and complaints in order to establish and maintain good will. Emphasizes the importance of maintaining a positive image.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of work elements and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.

Safety and Housekeeping: Adheres to all established safety and housekeeping standards. Ensures such standards are not violated.

DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.

An Iberia Parish Government Application for Employment

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For more information contact Edie Casselman or Erica Derise