JOB DESCRIPTION

 

 

JOB TITLE:  Human Resources Analyst I (Administration)

 

MAINTENANCE REVIEW DATE:  September 1998

 

ORG/POS #:  1200/1205

 

JOB OBJECTIVE:  To provide administrative support to the Director of Human Resources.

 

ACCOUNTABILITY:  Receives general supervision from the Director of Human Resources.

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Receives and responds to Equal Employment Opportunity Commission (EEOC) complaints; researches policies and employment data, including internal affairs investigations; gathers necessary data and ensures material is complete and accurate; ensures timely response.

 

2.         Answers questions from City employees and other organizations regarding Freedom of Information (FOI) requests, Departmental budget and purchasing issues, sick leave and Catastrophic Leave Bank policies and procedures, and Civil Service Commission rules and regulations.

 

3.         Represents the Department Director at various meetings and special programs by answering questions and exchanging information.

 

4.         Contacts attorneys regarding the preparation of joint stipulations for Civil Service Commission disciplinary appeal hearings.

 

5.         Maintains hard copy and computer files of confidential information, including discrimination and harassment investigations.

 

6.         Gathers support data for Civil Service Commission meetings and hearings; prepares packets and agenda and forwards materials to all Civil Service Commissioners prior to each meeting; writes minutes of Commission meetings.

 

7.         Schedules Civil Service Commission meetings for disciplinary appeals and citizen complaints, including securing meeting rooms, court reporters and attorneys.

 

8.         Assigns and directs the work activities and monitors the performance of the Human Resources Document Technician.

 

9.         Compiles budget data for approval by Department Director; monitors Departmental budget by reviewing monthly reports to ensure budgeted amounts are not exceeded; determines which accounts are in need of revenue transfers and prepares forms for approval by Department Director.

JOB TITLE:  Human Resources Analyst I (Administration)

JOB DESCRIPTION – CONTINUED

 

 

10.       Writes specifications for materials and equipment; contacts potential vendors to obtain price quotes; prepares requisition forms for accepted bids.

 

11.       Designs and ensures the development and maintenance of the Department Internet Web site; plans site architecture, design, and content; monitors Web site to identify and resolve performance problems.

 

12.       Assists Departmental personnel with software and hardware installations and upgrades; investigates and solves software and hardware problems for Departmental personnel by consulting with publishers and researching literature.

 

13.       Processes Freedom of Information (FOI) requests by gathering requested information and ensuring response is timely, accurate and protects privacy issues.

 

14.       Screens PEBSCO hardship withdrawal applications, assists employees with completion and ensures that completed documents are accurate; schedules meetings for the Financial Hardship Committee; mails applications to PEBSCO for processing.

 

15.       Serves as Chairperson of the Catastrophic Leave Bank Committee; prepares supporting confidential documentation for leave requests; calculates leave need projections.

 

16.       Types letters, memoranda, reports, forms and other correspondence utilizing database, spreadsheet, and word processing software; transcribes dictation.

 

17.       Maintains office supplies inventory and places orders.

 

18.       Researches and compiles information regarding Departmental budget, including prior year expenses and special project accounts; maintains a computerized database of all Departmental expenses.

 

19.       Arranges appointments for the Department Director.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Screens visitors, mail and telephone calls to the Department Director's office; answers questions and refers individuals to the appropriate persons.

 

2.         Makes travel arrangements for the Department Director, other Department staff members and out-of-state assessment center personnel.

 

3.         Monitors printouts of long-distance telephone calls made by Department staff members to ensure the billing is accurate and Department is in compliance with auditing policies.

 

4.         Maintains an inventory listing of equipment assigned to the Department; reviews annual physical listing to ensure the equipment listed is properly assigned to the Department.

JOB TITLE:  Human Resources Analyst I (Administration)

JOB DESCRIPTION – CONTINUED

 

 

5.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:  Provides general supervision to Human Resources Document Technician.

JOB SPECIFICATION

HUMAN RESOURCES ANALYST I (ADMINISTRATION)

 

 

GENERAL STATEMENT OF DUTIES:  Performs work of average difficulty in providing administrative support to the Director of Human Resources.

 

MAINTENANCE REVIEW DATE:  September 1998

 

EXAMPLES OF WORK:  (Illustrative)

 

Receives and responds to Equal Employment Opportunity Commission (EEOC) complaints; researches policies and employment data, including internal affairs investigations; gathers necessary data and ensures material is complete and accurate; ensures timely response.

 

Answers questions from City employees and other organizations regarding Freedom of Information (FOI) requests, Departmental budget and purchasing issues, sick leave and Catastrophic Leave Bank policies and procedures, and Civil Service Commission rules and regulations.

 

Represents the Department Director at various meetings and special programs by answering questions and exchanging information.

 

Contacts attorneys regarding the preparation of joint stipulations for Civil Service Commission disciplinary appeal hearings.

 

Maintains hard copy and computer files of confidential information, including discrimination and harassment investigations.

 

Gathers support data for Civil Service Commission meetings and hearings; prepares packets and agenda and forwards materials to all Civil Service Commissioners prior to each meeting; writes minutes of Commission meetings.

 

Schedules Civil Service Commission meetings for disciplinary appeals and citizen complaints, including securing meeting rooms, court reporters and attorneys.

 

Assigns and directs the work activities and monitors the performance of the Human Resources Document Technician.

 

Compiles budget data for approval by Department Director; monitors Departmental budget by reviewing monthly reports to ensure budgeted amounts are not exceeded; determines which accounts are in need of revenue transfers and prepares forms for approval by Department Director.

 

Writes specifications for materials and equipment; contacts potential vendors to obtain price quotes; prepares requisition forms for accepted bids.

 

Designs and ensures the development and maintenance of the Department Internet Web site; plans site architecture, design, and content; monitors Web site to identify and resolve performance problems.

JOB TITLE:  Human Resources Analyst I (Administration)

JOB SPECIFICATION - CONTINUED

 

 

Assists Departmental personnel with software and hardware installations and upgrades; investigates and solves software and hardware problems for Departmental personnel by consulting with publishers and researching literature.

 

Processes Freedom of Information (FOI) requests by gathering requested information and ensuring response is timely, accurate and protects privacy issues.

 

Screens PEBSCO hardship withdrawal applications, assists employees with completion and ensures that completed documents are accurate; schedules meetings for the Financial Hardship Committee; mails applications to PEBSCO for processing.

 

Serves as Chairperson of the Catastrophic Leave Bank Committee; prepares supporting confidential documentation for leave requests; calculates leave need projections.

Types letters, memoranda, reports, forms and other correspondence utilizing database, spreadsheet, and word processing software; transcribes dictation.

 

Maintains office supplies inventory and places orders.

 

Researches and compiles information regarding Departmental budget, including prior year expenses and special project accounts; maintains a computerized database of all Departmental expenses.

 

Arranges appointments for the Department Director.

 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

 

Considerable knowledge of budget processes.

 

Considerable knowledge of standard office practices and procedures.

 

Considerable knowledge of computer fundamentals and business software, including database, spreadsheet, and word processing software.

 

Considerable knowledge of hard copy and computer filing and record-keeping systems.

 

Good knowledge of Civil Service Commission Rules and Regulations.

 

Good knowledge of the City’s Administrative Personnel Policies and Procedures.

 

Good knowledge of research methods and techniques.

 

Good knowledge of applicable City-wide and Departmental policies, procedures, and ordinances.

 

Some knowledge of descriptive and inferential statistics.

 

Skill in the operation of a computer terminal and microcomputer, utilizing database, spreadsheet, and word processing software.

 

Skill in the operation of a ten-key calculator.

JOB TITLE:  Human Resources Analyst I (Administration)

JOB SPECIFICATION - CONTINUED

 

 

Ability to investigate and solve software and hardware problems by consulting with publishers and researching literature.

 

Ability to analyze and interpret research findings.

 

Ability to develop administrative policies and procedures.

 

Ability to prepare detailed narrative and statistical reports.

 

Ability to maintain hard copy and computer filing and record-keeping systems.

 

Ability to interpret laws and regulations.

 

Ability to assign and direct the work activities and monitor the performance of assigned staff.

 

Ability to communicate effectively, both orally and in writing.

 

Ability to monitor budget expenditures and determine annual budget requirements.

 

Ability to perform mathematical calculations.

 

ACCEPTABLE EXPERIENCE AND TRAINING:

 

Completion of Bachelor’s Degree in Business Administration, Public Administration, Human Resources Administration, or a related area; at least two (2) years of administrative experience or a related area; at least one (1) year of supervisory experience (for positions requiring supervision); OR any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

JOB TITLE:  Human Resources Analyst I (Administration)

JOB SPECIFICATION - CONTINUED

 

 

PHYSICAL REQUIREMENTS:  The physical demands marked below are representative of those that will be required to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

                                                                            YES                                                                            NO

Lifting (lbs.)	5
Carrying (lbs.)	5
Stooping, Bending	ü
Kneeling, Squatting	ü
Walking	ü
Standing	ü
Sitting	ü
Climbing, Balancing (e.g., climbing and working from ladder)	ü
Use of Hands to Finger, Handle, or Feel	ü
Physical Coordination (sequential or simultaneous use of hands, arms, feet, and legs)		ü
Eye-Hand Coordination		ü
Close Vision (clear vision at 20" or less)	ü
Distance Vision (clear vision at 20' or more)		ü
Color Vision (ability to identify and distinguish colors)		ü
Depth Perception (ability to judge distance spatial relationships)		ü
Hearing	ü

 

WORK ENVIRONMENT:

 

The environmental conditions marked below are common to this job:

 

                                                                            YES                                                                            NO

Outdoor Weather Conditions		ü
Wet, Humid Conditions (non-weather)		ü
Work Near Moving Mechanical Parts		ü
Work in High, Precarious Places		ü
Fumes or Dust	ü
Toxic or Caustic Chemicals		ü
Extreme Heat (non-weather over 90º F.)		ü
Low Noise (e.g., business office)	ü
Moderate Noise (e.g., light motorized equipment such as lawn mowers)		ü
Loud Noise (e.g., jackhammer, heavy motorized equipment)		ü