Human Resources Generalist

Under general direction, the Human Resources Generalist performs a variety of advanced administrative, technical and professional activities to assist the Human Resources Team with administering human resources programs, including Civil Service, recruitment, orientation, compensation, benefits, personnel records, personnel policies and procedures, employee training, HRIS and compliance with state and federal laws and regulations. The Human Resources Generalist uses professional best practices and knowledge of rules and procedures in advising and providing guidance to city management staff. Incumbents perform a wide variety of assignments involving the administrative functions of the department. The Human Resources Generalists work as a team and are each assigned to specific departments within the city and to specific areas of responsibility but serve as a backup for other Human Resources Generalists. 

Scope of Responsibility:
The Human Resources Generalist works with and maintains highly confidential information, uses high attention to detail and discretion in communications. Assumes additional responsibilities in the absence of the Human Resources Managers.

Essential Duties and Responsibilities:

1. Collaborates with HR Managers to coordinate the recruitment process for city departments as assigned, including updating accurate job descriptions, job posting, applicant management, interview coordination, testing, and onboarding. 
   1. Collaborates with HR Managers to coordinate new employee orientation;
   2. Creates and maintains employee records and other HR-related files in the Human Capital Management system.
      
      
2. Assists with Civil Service System and Compensation
   1. Applies Civil Service rules to recruitment, interviewing, selection, promotion, transfer, reclassification, suspension, demotion, termination, and orientation functions;
   2. Assists with monthly Civil Service meetings as needed by preparing documents, coordinating meetings, acting as recording secretary and transcribing meeting minutes;
   3. Prepares and submits data for wage surveys;
      1. In conjunction with the payroll team, main enters employee payroll changes, maintains the UKG Time and Attendance System and serves as a resource for supervisors, payroll processors and employees.
         
         
3. In consultation with the HR Manager Assistant Director and Director, serves as the initial point of contact for city employees to provide information, guidance and support on HR-related inquiries, policies and procedures to ensure compliance with federal and state law and City policies.
   1. Receives and responds to complaints, concerns and inquiries by investigating facts, making appropriate determinations, and providing information of both a routine and confidential nature requiring discretionary judgment and thorough knowledge of federal and state law, and City policies and procedures;
   2. Provides training to supervisors and employees on new and revised policies and procedures;
   3. Coordinates the off-boarding process and conducts exit interviews;
   4. Coordinates and monitors performance management program.
      
      
4. Coordinates and participates in employee benefit program activities, including health dental, pension deferred compensation LTD, EAP, and leave of absence programs. 
   1. Conducts new hire benefit orientation, assists with new hire enrollment and qualifying events and responds to inquiries;
      1. Assists with coordination of annual Employee Benefits Fair and benefits enrollment;
   2. Coordinates FMLA with HR Manager; processes leave requests and follows-up when necessary;
   3. Coordinates with third party administrators, benefit vendors and brokers;
   4. Completes reconciliation of monthly benefit statements including COBRA benefits;
   5. Initiates monthly processing of Fire, Police and City pension plans via third party vendor;
   6. Manages bi-annual pension verification letter process for all three pension plans.
      
      
5. Works with the HR Managers, Safety Manager and Training and Development Coordinator to provide general and advanced administrative office support for the department. 
   1. Prepare complex forms, listings, informational and statistical reports, documents, etc. by determining required data, gathering, receiving and compiling data from several sources, verifying accuracy, formatting data and distributing as directed;
   2. Assists in the preparation, review, redaction and distribution of records requested under North Dakota’s open records laws and the Freedom of Information Act;
   3. Works with the Safety Manager to compile worker’s compensation injury and claim information and distribute as directed; Compiles worker’s compensation injury and claim information, and distributes information as directed by the Safety Manager;
   4. Assists Safety Manager and Training and Development Coordinator in programs, such as LMS, maintaining records of required training other than job related training records that are tracked within departments, and responds to questions;
   5. Prepares purchase requisitions received from department staff and submit or supervisor’s signature;
   6. Conducts AP processing, including credit card processing for travel, expense items, etc. and balancing at the end of each month;
   7. Tracks and monitors office supply inventory and arranges for replenishment of items as necessary;
   8. Sorts and distributes mail;
   9. Completes a monthly review of department budget expenses;
   10. Responds to employment verifications;
   11. Maintains the HR department website and the HR, Employee and Supervisor Centers on the Intranet;
       1. Creates, reviews and edits Intranet webpages.
   12. Assists with the maintenance of payroll and personnel records, confidential files;
   13. Tracks military service and related records;
   14. Provides FTE employee data to departments for use in budget development;
   15. Provides various reports and records to the HR Director.
       
       
6. Communicates courteously and professionally and maintains working relationships with others in carrying out job functions.
   1. Greets visitors to the office and answers telephones; redirects calls intended for other departments or functions;
   2. Assists the HR Team and coordinates with the Communications and Governmental Affairs Team in developing and disseminating employee communications;
   3. Frequently interacts with others in the work unit, the public, vendors or across departments to exchange detailed and/or technical information;
   4. Using thorough knowledge of department operations and procedures as well as experience, resolves general inquiries and basic Human Resources matters without referring them to a supervisor or other staff;
   5. Communications include responsibility for maintaining relationships with significant populations of employees.
      
      
7. Performs all job duties in compliance with safety guidelines and with an ongoing awareness of safety practices.
   1. Knows and follows department and city rules as well as sound work and safety practices in order to accomplish the job objectives and avoid injury or loss;
   2. Wears proper protective equipment when policy requires or conditions indicate a need exists and utilizes proper body mechanics and ergonomics while performing work;
   3. When potentially unsafe conditions are observed, makes efforts to avoid or correct them if they are controllable and draws them to the attention of the responsible supervisor or safety representative in a timely manner.
      
      
8. Provides backup for other HR Team Members as necessary.
   
   
9. Performs other duties and activities as assigned.

The job requires a bachelor’s degree in Human Resources, Business Administration, or a related field and two to three years of HR experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. PHR, SHRM or PSHRA certification preferred. A police background investigation is required for the police department assignment.

Knowledge, skills and abilities include:

• Knowledge of general clerical/office practices and procedures including basic office work-flow procedures; 
• Knowledge of data processing methods, information storage and common practices of processing and disseminating information and supporting documentation; 
• Strong public relations and customer service skills, and the ability to diffuse situations with emotionally charged persons. 
• Knowledge of human resource management best practices;
• General understanding of federal and state employment and benefits legislation such as FLSA, ADEA, IRCA, ADA, FMLA, ERISA, AA, COBRA, Section 125, etc.;
• General understanding of municipal codes governing Civil Service including recruitment, employment and benefits;
• General understanding of governmental administrative practices including policy formulation;
• PC hardware and software skills including Microsoft Word, Excel, Access, and Outlook;
• Ability to maintain confidential and sensitive information;
• Ability to handle multiple tasks simultaneously, ensuring follow through and good judgment;
• Ability to read, understand, apply and comply with federal and state laws and regulations pertaining to all human resource functions;
• Ability to communicate effectively in both verbal and written forms, and have strong public relations skills;
• Ability to establish and maintain effective working relationships with job applicants, employees, city officials, city staff, and the general public.

Physical Demands & Working Conditions:
Most work is performed in a normal office environment. Work is generally light with considerable variety. Daily work often involves moving between buildings and rooms. Occasional driving is required to attend meetings. The job may involve dealing with and calming individuals who are emotionally charged over an issue. There is considerable attention to detail and deadlines.

Activities include digital dexterity, grasping, talking, hearing/listening, seeing/observing, repetitive motions.

Work is classified as sedentary work: exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. 

Sedentary Work: involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.


Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City Administrator retains the discretion to add duties or change the duties of this position at any time.