Employee Relations Specialist

REGULAR HOURS OF WORK: 8:00 a.m. to 4:30 p.m. – 37.5 hours/week (260 DAYS)

IMMEDIATE SUPERVISOR; Assistant Superintendent

DEPARTMENT: Administration

SPECIFICATIONS:

This is specialized administrative work under the direction and supervision of the Assistant Superintendent.

As an employee of the Fairfield County Board of Developmental Disabilities, the job incumbent shall comply with all Board policies at all times, and shall demonstrate respect for, support dignity of, and observe the rights of all individuals served by the agency. Job incumbent will clarify to all stakeholders the mission of Fairfield DD and that the Fairfield DD vision is to support people on their journey toward greater independence.  

35%Hiring Process
Oversees job posting process, ensures positions are posted internally and externally as designated, posts and removes vacancies.  Adds job postings to Ohio Means Jobs, OACB, ODE, Linked-in and Indeed sites, and others as determined necessary. Monitors applicants for postings daily. 

Assists with or participates in recruitment efforts.  

Interviews applicants for county board substitute positions.  Discusses candidate with Assistant Superintendent. Complete reference checks.  If appropriate, provide new hire offer letter and paperwork.

Prior to new employees start performs various required checks, including but not limited to, BCII, driving record, Nurse Registry and DODD Abuser Registry. 

Assists with the new hire process including reviewing candidates qualifications and skills and forwarding to the Assistant Superintendent, interviewing candidates. 

Performs reference checks. Prepares offer letters and management contracts. Reviews new employee paperwork, enters into payroll system, and submits to the fiscal office, ensures new employees have met all requirements regarding training videos, paperwork, physical, etc.  Enters new staff into Rapback system and maintains system upon employee separation. Prepares and distributes notices to candidates not hired; enters and verifies personnel information into information management system.

Oversees process of surveying new hires 90 days after start and provides support, as necessary.  Tracks information for trends and areas of improvement.

Oversees process of annual Stay Interviews.  Summarizes information for Executive Leadership.  Responds to supervisors with follow-up, as needed, as a result of information received.

Initiates all termination paperwork. Schedules and/or conducts Exit Interview.  Ensure Supervisors receive and complete Employee Separation Checklist for each employee that separates from employment.

Processes all paperwork necessary as required by Fairfield DD policies, procedures and as needed for Fairfield County Auditor’s office and ensures appropriate information is provided to the fiscal office for promotions, separations, contract changes, etc., 

25% Employee Relations
Develop and maintain proactive employee relations strategies to ensure all employees of the Agency are treated fairly and are motivated to provide quality service.

Acts as a liaison between employees and managers while advising on the creation of policies, procedures and practices that keep employees loyal and engaged in their work while ensuring consistent application of policies and procedures.

Conducts disciplinary hearings.  Consults with supervisory staff on disciplinary investigations and employee violations of work rules.

Executes Human Resources related initiatives, including, but not limited to, audits of processes/procedures and compliance.

Conducts grievance hearings.  Assists with arbitrations, ULP charges, other hearings and related preparation, as needed.

Conducts administrative investigations into various allegations of complaints, discrimination and/or employee misconduct.

Oversees employee relations as it relates to labor general employment concerns.

Coordinates or assists in the preparation of the Fairfield DD response to miscellaneous charges and/or investigations by the EEOC, civil rights commission, U.S. department of labor, the state examiner, and other investigatory agencies of the local, state and federal governments.   

Develop and conduct training sessions on contract interpretation, disciplinary actions, and other management and supervisory related topics.

25%Human Resource Functions
Under the direction of the Assistant Superintendent assists with various human resource functions, including, but not limited to: 

1. Processes Workers’ Compensation paperwork (maintains accident/illness database). Informs the Assistant Superintendent immediately of any serious accidents which require an immediate investigation/time away from work.
2. Monitors FMLA applications and usage.
3. Assists with evaluation process. Understands staff development planning and provides assistance as requested.
4. Assists staff members in application process for ODE and DODD certification for new and renewal.  
5. Creates and updates position descriptions. Distributes revised position descriptions for employee signature and ensures a signed original is in each individual staff member’s file.
6. Maintains all position descriptions on the server ensuring accurate, neat, and most current version is available.
7. Provides leave balances for staff upon request.
8. Maintains Organizational Tables for Fairfield DD.
9. No less than annually performs required employee verifications (“moonlighting,” driving record check, insurance check, etc.),
10. Assists with credentialing agencies during preparations and surveys.
11. Prepares and sends letters to employees regarding insurance payments. 
12. Serves as a resource for staff on employee benefit information; assists staff in the resolution of problems associated with employee benefits; processes paperwork associated with changes in staff benefit options, researches staff benefit information and makes recommendations.  Assists with benefits administration including insurance tracking, open enrollment, new enrollment, and terminations.
13. Assists with the development and monitoring of budgets and spending for human resources.
14. Manages records, maintains personnel files, updates file data, processes other personnel materials as required by regulations.  Ensures personnel files contain required information.

• Bachelor’s degree in human resources, business or related field required.  Master’s preferred or willingness to obtain Master’s degree within four years.
• Minimum of three years’ experience in the public sector human resources field, including, but not limited to: developing position descriptions, interviewing, performance evaluations, personnel laws, Workers’ Compensation, HIPAA, FMLA and processing new hires.
• Minimum of three years experience working in a position with confidentiality requirements.
• Knowledge of office practices and procedures.
• Ability to operate basic office equipment and machines.
• Proven experience with computer operation (Microsoft Word, Excel, Access, and Publisher).
• Ability to professionally answer inquiries.
• Proven experience in developing and maintaining record keeping systems.
• Must have a valid Ohio driver's license and be insurable under agency insurance carrier
• May be requested to work abnormal hours based on service needs.

FSLA: Non-exempt from overtime
PROBATIONARY PERIOD: NA
STATUS: Classified 
NOTE: Working conditions may exist that are not such as normally exist in the occupation of the public employee.  These conditions may include exposure to bloodborne pathogens, communicable disease, potentially infectious materials, and/or aggressive or other types of maladaptive behavior.