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ITEM 3.8 Human Resource Generalist job descriptionO tSTy � F o MINNESOTA C DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Administration City Administrator/Finance Director Flaherty January 27, 2020 PRESENTER(s) REVIEWED BY: ITEM #: Consent 3.8 STRATEGIC VISION MEETS: I THE CITY OF OTSEGO: Is a strong organization that is committed to leading the community through innovative communication. Has proactively expanded infrastructure to responsibly provide core services. Is committed to delivery of quality emergency service responsive to community needs and expectations in a cost-effective manner. X Is a social community with diverse housing, service options, and employment opportunities. Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: City staff is recommending that the City Council approve the Human Resource Generalist job description. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: In 2015, the Human Resource Generalist/Deputy Clerk job description was created as part of a reorganization between the Finance and Administrative departments at City Hall. This position performs administrative duties primarily focused in payroll processing, employee benefits and human resources. The revisions to the job description are being recommended due to the recent approval of a dedicated Deputy Clerk position. Certain duties, primarily related to elections coordination and development documents/noticing are being removed as they will be performed by the City Clerk or Deputy Clerk. Other recommended changes include: - Supervisor change from City Clerk to City Administrator - Clarification of payroll responsibilities - Formatting and verbiage changes to be consistent with recently approved descriptions - Verbiage changes to the Qualifications The revised job description has been scored by the City Administrator/Finance Director, with the score placing the job description within Pay Grade 6 of the City's pay plan, which is consistent with current scoring. The Administrative Subcommittee was presented with this information at the January 15 meeting and concurred it should be placed on the next Council agenda for approval. SUPPORTING DOCUMENTS ATTACHED: • Proposed Job Description — Human Resource Generalist POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES: Motion to approve the Human Resource Generalist job description. BUDGET INFORMATION FUNDING: BUDGETED: N/A 4-41t CITY OF e 0 MINNCSOTA Position Description Position: Human Resource Generalist Deputy rle=, k FLSA Status: Non-exempt Pay Grade: 6 Approved: May 29, 2018 DESCRIPTION OF WORK General Statement of Duties: Perform skilled to highly skilled administrative support work including processing payroll through an outside vendor, benefits administration, general human resources duties ewes as _ bael_„n foF managing eleetions; assists with a•na development documents; assists with s, al and performs other administrative duties as required. Immediate Supervisor: GityGfevi ity Administrator Supervises: None Provides Work Direction to: None MAJOR JOB FUNCTIONS Payroll: a. Set up and maintain employee payroll records including pay rates, leave balances, compensatory balances, voluntary and mandatory deductions, and other employee data required for proper payroll processing b. Review and adjust timesheets for accuracy, confer with employees and supervisors as necessary; coordinate electronic transfer of employee timesheets to payroll service provider c. Transmit funds for HSA and deferred compensation deductions to proper employee bank and 457 accounts d. Distribute paychecks and W2's e. Serve as liaison with payroll service provider f. Resolve payroll issues and answer payroll questions g. Calculate final paychecks for terminating employees h_�Assist the payroll service provider in submission of all State and Federal required monthly, quarterly, and annual reports such as Federal and State tax withholding, W2's, and FICA 1}i. Submit all PERA required reports i-. _Provide payroll reports to the finance department with eaeh payf " and t theend „fyear-as needed } 1�. Maintain pay plan and current employee pay rate schedules 2. Employee Benefits: a. Inform employees of all benefits, voluntary and inveluntaF , at time of hire; answer questions, and provide forms for application/enrollment b. Assist employees with insurance enrollment and open -enrollment for City and voluntary insurance plans c. Ensure correct deductions are made and paid to appropriate vendor for all employee benefits d. Notify employees per law of their COBRA and other legal rights when the circumstances require notification e. Serves as liaison with employee benefits insurance agent/providers in the renewal process, reviewing rates, and recommending contract approval f. Submit workers compensation and disability claims with input and approval from employee and supervisor Employee Recruitment, Selection, and Orientation: a. Coordinate recruitment process with supervisor; ensure proper Council approval; prepare advertisement and post b. Accept and score applications as required under the Veterans Preference Act c. Ensure confidentiality of applicants is maintained as required by law d. Conduct criminal background check and assist with reference and other background checks as requested e. May assist in interviewing and recommending applicants for hire f. Conduct new employee orientation i. Review all benefits, forms and deductions ii. Review proper timecard accounting iii. Review safety requirements and coordinate with supervisor iv. Provide a copy of City Personnel Policy to new employee, review, and maintain record of distribution to employee 4. Human Resources: a. Administer City's drug and alcohol testing programs per the Personnel Policy b. Maintain employees files to ensure all legal requirements and separation of files are met and confidentiality of employee files is maintained while providing access to only those individuals who are legally allowed access c. Coordinate performance evaluation system to ensure timely reviews are completed and placed in personnel files d. Complete pay equity reporting per State law e. Develop and administer an employee orientation process/program f. Maintain Section 125 Plan Documents and distribute to employees as required by law Safety Program: a. Serve on Safety Committee and make safety recommendations to enhance the safety of City employees b. Maintain Safety Committee records including but not limited to Safety Committee meeting minutes and files c. Complete, file, and post OSHA 300 log d. Maintain employee safety records e. Schedule employee safety training and notify employees law f Assist with leetin duties as requested by the City Clerk T. u—�Sign zCity vcmzrccrcs-iiraus sirs cor ..c �--..— lerk d. Assist with managiRg and pFoeessing development doeuments, file reC-:-pd- I.ng 8-.6n;e,+....-Other: a. Assist City Administrator with projects as directed b_Perform administrative duties to support City departments as directed c Assist with election duties as requested by the CityClerk lerk d. Notarize documents as needed e Assist with City Hall receptionist and administrative backup as needed b: 477. OtherGeneral: a. Promote a positive and motivating environment b_Follow all safety policies and procedures c. Follow all City policies and procedures 4%d Treat fellow employees with respect and integrity Ee. Provide exceptional customer service to residents, developers, elected and appoint city officials, and the general public 4J. Make decisions that are always in the best interest of the City, ;+s resi ents and e.g. Perform other duties and projects as assigned €;h. Confer with supervisor, peers, and employees to discuss ice and resolve issues KNOWLEDGE, SKILLS AND ABILITIES • Demonstrated knowledge of payroll processes • Demonstrated knowledge of Federal and State laws, rules, and regulations relating to human resources, employment, and employees rights such as but not limited to COBRA, FMLA, Veteran's Preference, FLSA, HIPPA, ACA, EEOC • Demonstrated knowledge of employee benefits including but not limited to FICA, PERA, HSA, FSA and other programs • Demonstrated knowledge of employee recruiting, selection, and orientation processes • Knowledge of election processes, laws, and practices • Ability to read, interpret, explain, and follow City Personnel Policy • Considerable ability to maintain confidentiality • Working knowledge of relevant City operations, ordinances, policies, and procedures • Demonstrated knowledge of standard office practices equipment software and ,procedures Al-,'l'+ to n n + ffiee equipment inel„rling n personal eamr„utei�� • Ability to communicate clearly, professionally, effectively, and precisely both verbally and in writing • Ability to establish effeetiye working relationships and to `nmmurieut` e4 ti lri betlr or -ally and in writing, with customers vendors ('" ct^FF nrlitoFs and the general pubhe • Ability to perform mathematical calculations, prepare spreadsheets, analyze data and identify and resolve discrepancies • Ability to organize and prioritize the work and meet deadlines • Ability to enter information with speed and accuracy and to maintain accurate and complete records and documentation • Ability to work both independently and as part of a team Ability to handle detail and accurately process transactions and solve problems • Strong sense of honesty, integrity and credibility MINIMUM QUALIFICATIONS 1. High school dilloma or equivalent 2 Three years of experience in a payroll or human resources related position systeIRS above 3 One ye f expeFienee assisting with mention ina agemnnt A.ffiO year- f expeFienee i governmnot oro enyirn tlllll..11 1. t .3. Valid Driver's License PREFERRED QUALIFICATIONS 1 Municipal or Counly government experience 2 Decree in accounting finance human resources or a related field 3. Certification in human resources from an accredited source 1. Asseeiate degree (AA, AS, AAS) in aceountiRg, human Feseur-ees, er- a related f4e!4 Human Resou s (SPH I 2 Completion of the T fil` nesotn Municipal Glei!ks institute NOT PUBLIC DATA The incumbent may encounter not public data in the course of these duties. Any access to not public data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data are being accessed, incumbent should take reasonable measures to ensure the not public data are not accessed by individuals without a work reason. Once the work reason to access the data is reasonable finished, incumbent must properly store the not public data. If a new work assignment requires access to not public data, the incumbent is permitted to access not public data for the work assignment purposes only. Any access to not public data must be strictly limited to the data necessary to complete the work assignment and after the assignment is completed, the employee's work assignment no longer requires access. PHYSICAL REQUIREMENTS The physical requirements checked on the attached sheet are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Note: This job description does not constitute a contract or employment agreement.