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Assistant Human Resources Director

The City of Janesville, Wisconsin
Full-time
On-site
Janesville, Wisconsin, United States
HR Leadership & Strategy

Objective & Relationships

CITY OF JANESVILLE DIVERSITY STATEMENT:
The residents of Janesville choose this community not just as a place to live but as a place to realize life’s opportunities. We strive to sustain a community culture where differences are recognized, understood, and appreciated. As such, the City of Janesville recognizes the importance of developing an environment where diversity is not merely accepted but embraced and celebrated. As public servants, we believe everyone has the right to be treated with dignity and respect. To this end, we will diligently recruit and retain the most talented employees in an environment that fosters maximizing one’s potential. Therefore, we encourage individuals from all backgrounds, perspectives, and experiences to consider employment with the City of Janesville and serve the residents of “Wisconsin’s Park Place.”

OBJECTIVE:
Under the general dirction of the Human Resources Director, this professional position assists with all aspects of developing, administering, and maintaining programs and functions of the Human Resources Office. Work includes performing duties with high confidentiality related to recruitment, benefits administration, employee training and development, policy administration, labor relations, employee relations, and risk management. This position may assume responsibility of the Office in the absence of the Human Resources Director.
 
RELATIONSHIPS:
Reports to: Human Resources Director
 
No direct supervisory responsibilities, but provides work assignments to oversee the office support staff’s work and serves as a technical advisor. 
 
Has regular work contact with appointed and elected City officials, Department, Division, and Office Heads, City employees, outside governmental agencies, medical plan partners, third-party administrators, insurance companies, vendors, labor union representatives, job applicants, and the general public.

Essential Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Essential duties are not necessarily listed in priority order.

  1. Facilitates all components of hiring process, including developing and updating job descriptions, preparing and posting of vacancy announcements and advertisements, tracking applications, scheduling and setup of interviews, acting as Human Resources representative on interview panels, advising the HR Director on recruitment status and recommendation for approval; completing reference checks, candidate notification, and follow-up.
  2. Manages the day-to-day operations of the employee benefits program; coordinates open enrollment; develops and implements benefit communications; works with employees, retirees, and benefit continuation participants to provide information and answer questions; researches and provides recommendations regarding current and prospective offerings and related processes. 
  3. Administers benefits plans, including eligibility, contribution levels, and enrollment; works with medical plan partners, third-party administrators, and vendors to implement changes; coordinates transfer of data to external contacts for services, premiums, and plan administration; ensures compliance with applicable government regulations; reconciles monthly health, dental, vision, disability, and life insurance invoices.
  4. Administers, develops, organizes and organizes the City’s wellness programs to ensure the programs are effective and in keeping with established goals; manages the annual Health Assessment program for City employees and retirees; performs administrative work in developing, implementing, promoting, coordinating, and evaluating the City’s wellness portal through a variety of activities, communications, and educational programs to improve employee wellness.
  5. Counsels and provides guidance to employees, Department, Division, and Office Heads, managers, and supervisors regarding employee relations; interprets City personnel policies and collective bargaining agreements. 
  6. May conduct internal investigations of alleged employee misconduct or policy violations.
  7. Supports HR Office objectives through program and project management including special projects, new employee onboarding and orientation, and training and development programs for all employees. 
  8. Remains current on new developments in state and federal laws applicable to human resources and labor relations; completes federal, state, and local personnel-related projects, surveys, and reports.
  9. Conducts exit interviews with employees separating from the organization; meets with employees to help facilitate retirement plans.
  10. Assists with collective bargaining and labor management meetings; provides benchmark data and conducts related research; assists in the administration, interpretation, and enforcement of provisions of collective bargaining agreements.
  11. Serves as a Human Resources Representative in the Emergency Operations Center (EOC) during a declared emergency/disaster; participates in EOC training and table-top exercises.
  12. Follows all safety regulations, policies, and procedures; reports all unsafe conditions and acts to supervisor; reports all accidents to the supervisor immediately whenever possible; follows recognized safe work practices.
  13. Performs other special projects and other job duties as assigned or required during regular and non-business hours.
  14. All employees may be assigned by the City Manager or their designee to perform duties and assume responsibilities that are outside the scope of their work duties when the City Manager has declared a City disaster or the City Emergency Operations Center has been initiated.

Minimum Position Requirements/Qualifications

MINIMUM EDUCATION AND PRIOR EXPERIENCE
The requirements listed below are necessary to perform the essential duties of the position.
  1. Graduation from an accredited college or university with a bachelor's degree in human resources management, labor or industrial relations, business or public administration, or closely related field is required.  
  2. A minimum of three (3) years of progressively responsible human resources or benefits administration experience is required.  
  3. Access to personal or public transportation for job-related duties is required.

OTHER QUALIFICATIONS
The qualifications listed below are preferred, but not required to perform the essential duties of the position. The absence of these qualifications on a candidate’s application does not preclude them from consideration.
  1. Experience working in the public sector or municipality is preferred.
  2. Certification through SHRM, PSHRA, or NPELRA preferred.
  3. Experience with NeoGov or similar applicant tracking software is preferred.

A combination of equivalent experience and/or education as determined by the Human Resources Office may be considered in lieu of minimum requirements. 

For successful performance in this position, the incumbent must demonstrate the following competencies.
 
Knowledge:
  1. Thorough knowledge of the principles, practices, methods, and techniques of human resources and personnel management.
  2. Thorough knowledge of employee benefit programs and administration.  
  3. Thorough knowledge of federal and state laws and statutes governing employment law, human resource management, labor relations, and payroll/benefits management.
  4. Thorough knowledge of principles, practices, and methods of organizational management, and supervision.
  5. General knowledge of public administration and municipal governmental theories, practices, and functions.
  6. General knowledge of diversity, equity, inclusion, and belonging principles, practices, and techniques.
  7. General knowledge of collective bargaining practices, labor relations, negotiation techniques, and current trends in labor/employee relations.
  8. General knowledge of workplace health and wellness programs, techniques, and incentives. 
  9. Working knowledge of self-funded insurance and risk management programs.
  10. Working knowledge of online recruitment, onboarding, and employee performance evaluation software. 

Skills: 
  1. Organizational and time management skills to prioritize duties and accomplish a high volume of work product while adapting to constant changes in priority.
  2. Exceptional communication skills, both verbally and in writing, paired with a strong customer service background, and effective interpersonal skills.
  3. Collaboration skills to effectively work with others to achieve common goals through communication, teamwork, and problem-solving.
  4. Strong research and analytical skills, including the ability to analyze quantitative and qualitative data, evaluate, and articulate recommendations with a strong focus on the best outcome for the community. 
  5. Project management skills to guide, manage, and direct projects in alignment with the City’s strategic plan.
  6. Critical thinking skills to effectively analyze situations and solve complex or technical problems in a timely manner. 
  7. Accurate record-keeping and data-reporting skills to prepare and present standard, technical, and regulatory reports.
  8. Intermediate level of technical proficiency skills, including computer applications and software such as Microsoft Office and Adobe Acrobat. 

Abilities: 
  1. Ability to compose routine correspondence and routine reports in a clear, concise, logical, and effective manner, utilizing proper grammar, spelling, punctuation, sentence structure, and tone. 
  2. Ability to perform basic mathematical calculations, including the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, and to compute percentages.
  3. Ability to effectively make presentations to small and large groups of individuals, manage public speaking obligations, and successfully communicate with the general public.
  4. Ability to make decisions according to applicable laws, regulations, established procedures, and the directives of the City Manager and City Council.
  5. Ability to work under pressure in a fast-paced environment with multiple, sometimes competing priorities, while accomplishing a high volume of work product.
  6. Ability to effectively and timely respond to inquiries and complaints from employees and the general public.
  7. Ability to perform duties with considerable judgment, resourcefulness, and initiative under limited direct supervision and within the boundaries of responsibility.
  8. Ability to organize, plan, formulate, research projects and programs, make recommendations, and successfully implement once approved.
  9. Ability to learn and apply new technology in order to effectively and efficiently carryout the tasks and responsibilities of the Human Resources Office operations.
  10. Ability to comply with all safety policies, practices, and procedures, and report all unsafe activities or conditions to supervisor.

Behaviors:
  1. Establish and maintain effective working relationships with appointed and elected City officials, Department, Division, and Office heads, City employees, outside governmental agencies, medical plan partners, third-party administrators, insurance companies, vendors, labor union representatives, and the general public.
  2. Exhibit exceptional professionalism, tact, and decorum in all areas of work duties.
  3. Strong ethics base built upon integrity, honesty, initiative, and respect; maintain strict confidentiality. 
  4. Interact positively with a diverse group of individuals, and work effectively both as part of a team and independently.
  5. Embrace and actively promote an inclusive and equitable work environment. 
  6. Conduct all business and working relationships in an accurate, fair, equitable and highly ethical manner. 
  7. Work with the public in a fair and consistent manner, maintaining objectivity and excluding personal bias while performing job duties.
  8. Reliable, timely, and proactive in the completion of duties, meeting deadlines and responding to inquiries.
  9. Work with others in a positive and supportive manner to solve problems, generate ideas, and accomplish Office and City goals.

Supplemental Information

EQUIPMENT, INSTRUMENTS, AND MACHINES:
Machinery and equipment including a personal computer, printer, telephone, fax machine, copier, scanner, 10-key calculator, typewriter, and other standard or specialized office equipment. 

WORKING CONDITIONS AND PHYSICAL FACTORS:
The physical demands described here 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.

While performing the duties of this job, the employee regularly works in an office environment. An individual in this position is frequently involved in sedentary work, which requires sitting for the majority of the time. This position occasionally walks, stands, stoops, kneels, crouches, crawls, and exerts up to 25 pounds of force by lifting, carrying, pushing, or pulling objects. The employee is frequently required to see/observe, talk/speak, and listen/hear; use their hands to finger, handle, feel, or operate objects and equipment; repetitive arm, wrist, hand, and eye movements are included.  There is frequent twisting, reaching, wrist turning, and grasping.  The employee may be required to climb or balance.  

The job’s specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.  Hand-eye coordination is necessary to operate computers and various pieces of equipment.  The employee is required to use cognitive ability to reason, analyze, and verbalize thoughts and ideas.  Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes, and sounds associated with job-related objects, materials, or tasks.

The working conditions in the office environment are comfortable.  The noise level in the office environment is generally quiet to moderately noisy.  The employee must be able to lawfully drive a motor vehicle inside and outside of Janesville to occasionally perform some of their essential job duties and functions.

A regular, Monday – Friday, 40-hour work schedule is required for this position. Attendance at night meetings and special events may be required. 

Remote work and alternative work schedule opportunities may be considered for this position.

For purposes of drug and alcohol testing, this position is not classified as safety sensitive.

DISCLAIMER
The above statements are intended to describe the general nature and level of work performed by people assigned this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. 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 or is responsive to the needs of the City of Janesville.  
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the employer’s needs and requirements of the job change.
The City of Janesville, Wisconsin, is an Equal Employment Opportunity Employer.  In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourage prospective and current employees to discuss potential accommodations with the employer.
 

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