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HR Operations Specialist

2 months ago

Roxbury, Connecticut, United States Boston Water and Sewer Commission Full time

Residency Requirement:
Employees must be Boston residents on their date of hire and for the duration of their employment subject to BWSC policies and collective bargaining agreements.

Overview:
Position Purpose:
The HR Operations Specialist is responsible for executing professional and administrative tasks related to various functions within the Human Resources Department. This role supports recruitment, benefits administration, performance management, onboarding processes, and reporting, ensuring organizational effectiveness in the implementation of established policies, procedures, and methodologies.

Responsibilities:
Key Functions:
(The following duties are illustrative of the types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

  • Oversee daily operations of both internal and external applicant tracking systems to enhance efficiency and timeliness in hiring processes. Collaborate closely with the Human Resources employment team.
  • Facilitate the employment process by entering applications into the department's network; assist in posting job openings both manually and electronically; create job posting folders and requisitions; support the interview process for co-op and intern programs.
  • Manage placements for Co-op and Interns while maintaining oversight of relevant websites.
  • Assist in overseeing Human Resources employment processes. Identify efficiencies and process enhancements, contribute insights and analysis, and provide strategic recommendations to the Human Resources Director.
  • Perform administrative duties for Human Resources, including drafting correspondence, preparing documents, managing spreadsheets, maintaining databases, and screening communications.
  • Conduct data entry for external and internal applications and licensure for all candidates.
  • Create and maintain personnel files for all employees.
  • Manage the digitalization of Human Resources documentation and record-keeping.
  • Coordinate and schedule appointments and interviews for the Human Resources employment and benefits team, and assist in drafting related correspondence.
  • Maintain and coordinate individual staff schedules and the department's annual calendar.
  • Update and audit all Human Resources forms, including I-9 forms.
  • Assist staff in preparing reports, presentations, and special projects.
  • Monitor employee attendance on a monthly, quarterly, and annual basis, preparing reports for the HR Director.
  • Support the Human Resources team in organizing annual open enrollment fairs, training seminars, and workshops related to hiring and benefits programs.
  • Coordinate daily tasks and projects for the department's interns.
  • Contribute to the achievement of division goals and objectives.
  • Enhance job knowledge by engaging in educational opportunities, reading professional literature, maintaining networks, and participating in professional organizations. Improve department and organizational reputation by taking ownership of new and diverse requests and exploring opportunities to add value.
  • Provide general office coverage as needed.
  • Maintain and update employee personnel record files.
  • Perform similar or related work as required or directed.

Qualifications:
Recommended Minimum Qualifications:
Education, Training, and Experience:
An Associate degree in Business or Public Administration or a related field is required; a Bachelor's Degree is preferred. Three to five years of progressively responsible administrative experience is essential. Any equivalent combination of education, training, and experience will be considered.

Knowledge, Ability, and Skill:
Knowledge: Familiarity with word processing and spreadsheet applications; understanding of commonly used human resources concepts, practices, and procedures; working knowledge of federal laws related to HR; understanding of municipal benefits.

Ability: Ability to maintain effective working relationships; be accurate, thorough, and organized when dealing with detailed information; take initiative to ensure timely compliance with deadlines and resolve pending matters; maintain tact and discretion in challenging situations; handle confidential information and respond promptly to unexpected projects with short deadlines or changes in procedures.

Skill: Strong organizational and interpersonal skills; excellent communication abilities; highly proficient in the use of computers, office automation, and department-specific applications; skilled in all the aforementioned technologies.

Physical Requirements:
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. This position involves working at a desk, moving around the office to access files and equipment, traversing stairs, occasionally lifting objects weighing up to 10 pounds, operating a keyboard and calculator efficiently, and viewing a computer screen for extended periods. The ability to recognize and identify differences between colors, shapes, and sounds associated with job-related materials and tasks is required.

Supervision:
Supervision Scope: The employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instructions. Adheres to office protocols and procedures.

Supervision Received: Works under the direct supervision of the Director of Human Resources.

Supervision Given: Occasionally supervises interns and office clerks.

Job Environment:

  • Majority of work is performed under typical office conditions; the noise level is moderate.
  • Frequent contact with city department heads, employees, retirees, brokers, insurance representatives, vendors, and other municipal HR departments. Contacts occur in person, by telephone, and in writing via email, fax, or correspondence.
  • Access to confidential employee records is required.
  • Errors could result in monetary loss and legal ramifications.