CLASSIFICATION: Human Resources Assistant Supervisor

GRADE: NB 11

RATE OF PAY: $33.54-$36.62 Hourly D.O.E.

PLACE OF WORK: City Hall Campus, 100 S. Second Street, Chambersburg, PA

HOURS OF WORK: Generally, 8AM-5PM Monday - Friday

POSITION SUMMARY

The Human Resources Assistant Supervisor (HRAS) assists the Human Resources Supervisor (HRS) and the Director of Administrative Services’ (DAS) in providing hands on, working, front-line supervision of human resources department staff, and coordinating the day-to-day operations of the department, which includes but is not limited to payroll, benefits, workers compensation, retirement counseling, labor relations, community outreach, training & professional development, health & safety, and the normal range of HR activities such as hiring, appointments, onboarding, promotions, transfers, terminations, discipline, and performance management, etc. The HRAS serves as a hands-on, working, trusted advisor as well as designee to the HRS and DAS for all human resources operations. The work requires that the employee have considerable knowledge, skill, and ability in all phases of public sector human resource and labor relations.

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. The incumbent must be able to perform the essential functions of this position, with or without an accommodation.

• Assists the HRS in overseeing the HR team and allocates specific roles and responsibilities under the general direction of the Director of Administrative Services.
• Assists with the establishment, implementation, and maintenance of human resources practices that effectively communicate and support the administration’s mission and strategic goals.
• Recommends and assists with the development of HR plans, policies, systems, goals, and strategies to support overall operations and objectives of the Borough to the HRS and Director of Administrative Services.
• Collaboratively works with the HRS to assist with the establishment of effective strategies including succession, recruitment, hiring, transfers, professional development, retention plans, and other similar practices that support operational needs and strategic goals.
• Assist the HRS with the recommendation and development of programming, training, and goals to increase organizational competencies.
• Assists with building a strong office culture both internally and externally that effectively presents the Borough as an employer of choice, including promoting external awareness among talent communities.
• Assists with the management of FMLA, ADA, HIPAA, programs and usage, and ensures compliance with and adherence to all applicable laws and regulations, when needed and necessary.
• Assists the HRS with ensuring compliance with all federal, state, and local laws for healthcare, pension, background checks/information, and immigration (I-9) compliance on behalf of the HR department.
• Assists with the coordination with vendors and management of all pension plans and facilitates the preparation of all pension estimates and final calculations for retirements.
• Responsible for the coordination of the Borough’s fingerprinting location, including staffing, daily receipts, and reporting, under the oversight of the HRS.
• Assists with the oversight of the internal administration of retiree healthcare benefits to age 65 or Medicare eligible.
• Coordinates with vendors, healthcare carriers, and other agencies as needed and required.
• Assists with the oversight and facilitation of employee relations programs, including but not limited to programming, events, and investigations, as required.
• Assists the HRS with overseeing the performance management program, including the dissemination of probationary and annual performance reviews, to achieve performance excellence, including advising on performance improvement plans, progressive discipline, or other corrective actions, under the direction of the Director of Administrative Services.
• Assists with the oversight, timely and accurate processing of payroll on a bi-weekly basis.
• Assists with the preparation of the annual budget, as needed.
• Assists with preparing and presenting trainings and at Town Council meetings, as required.
• Assists with the coordination and preparation of all healthcare documents, and any related work to the Borough’s annual benefit open enrollment.
• Keeps informed about the latest HR public sector developments and industry best practices through reading and by attending HR conferences, seminars and consortium meetings.
• Attends Borough Council meetings as needed and required.
• Maintains highly confidential information, records, and materials.
• Performs related work as required.

REQUIRED COMPETENCIES (KNOWLEDGE, SKILLS, AND ABILITIES)

• Ability to learn, model and follow Borough policies, rules, procedures, and regulations;
• Working knowledge of research techniques, methods, and procedures.
• Basic knowledge of the principles, methods, and practices of accounting/budgeting and preparations.
• Ability to make decisions and recommendations in accordance with rules, regulations, and policies governing the organization.
• Ability to organize, allocate, and coordinate routine and complex administrative work.
• Ability to analyze, interpret, and report research findings.
• Ability to establish and maintain effective working relationships with employees, local officials, and the public; effective in building trust and relationships with a broad range of internal and external stakeholders.

• Strong ethical practices, cultural sensitivity, high emotional intelligence, and a flexible, team-oriented management style, and the ability to maintain confidentiality with work-related information and records.
• Ability to inspire, lead, and manage a workforce and to cultivate an inclusive environment.
• Considerable ability to communicate and present information effectively.
• Ability to provide sound recommendations to the HRS and Director of Administrative Services when necessary.
• Ability to recommend and facilitate creative business-focused solutions while maintaining compliance and measure the effectiveness and efficiency of solutions as necessary.
• Up-to-date knowledge of federal and Pennsylvania Labor Law (including PERA, Act 111, and Act 600), HR policies and best practices.
• Ability to accomplish administrative tasks with minimum supervision and general directions.
• Exercise good professional judgement; and possess the physical/mental ability/agility to perform the essential functions of the position with or without a reasonable accommodation.
• Must be able to establish and maintain cooperative working relations.

QUALIFICATIONS

Education

• Associates degree in Human Resources, Business Administration, or a related field from an accredited college/university;
• SHRM Certified Professional (SHRM-CP) or Professional in Human Resources (PHR) within five-years of hire.

Preferred

• BS/BA degree from an accredited college/university in HR or a related field;
• SHRM Certified Professional (SHRM-CP) or Professional in Human Resources (PHR) upon hire.

Or an equivalent combination of education and qualifying experience.

Experience:

• Must be a “human resources professional” with previous hands-on working experience in both a public sector and unionized environment.
• At least 3 years of experience in a responsible HR role with at least 1 year in a leadership role within a government organization, or similar type organization, with a complex human resources function, or some equivalent senior leadership experience involving human resources management.
• Working knowledge and/or experience with processing payroll for a similar size organization.
• Working knowledge of grievance and unemployment compensation processes.
• Knowledge and experience with MS Office suite of applications (Word, Excel, PowerPoint), Adobe PDF, and web-based mail and calendar applications.

WORK AUTHORIZATION/SECURITY CLEARANCES

Must be legally authorized to work in the United States and maintain required clearances to hold a position at the Chambersburg Borough.

ADDITIONAL ELIGIBILITY REQUIREMENTS

Must take and maintain residency at within fifteen (15) driving miles from Chambersburg City Hall within one year of hire as their bona fide primary residence, and continue to reside within that area while employed.

Incumbent must have and maintain a valid motor vehicles license, 3 years clean driving history, and be insurable in the independent opinion of the Borough's motor vehicle insurance underwriter, in order to remain eligible for this position.

In compliance with the Americans with Disabilities Act, the Employer will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the Employer.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee primarily works in an office environment which subjects the employee to common internal exposures. Work may be performed alone or with a team, with frequent interruptions requiring the employee to respond to requests from both internal and external stakeholders.

PHYSICAL AND MENTAL REQURIEMENTS

The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must have the ability to communicate clearly and effectively, both verbally and in writing, to all stakeholders within the department’s scope of accountability.
• Must be able to sit or stand for long periods of time, repeat the same movements, use hands to control, handle, or feel objects, tools, or controls, and see details of objects that are more than a few feet away.
• Must be able to use fingers to grasp, move, or assemble very small objects, and make quick, precise adjustments to machine controls; see differences between colors, shades, and brightness; and hear sounds and recognize the difference between them.
• Must possess the ability to record, convey and present information, explain procedures and follow instructions.
• Must possess dexterity requirements range from simple to coordinated movements of fingers/hands; feet/legs; torso necessary to carry out duties of job.
• Must conduct light to medium work, with occasional lifting/carrying of objects with a maximum weight of twenty-five (25) pounds.
• Must be able to move frequently throughout the workday as needed to carry out essential job duties.
• Must demonstrate emotional stability, pay close attention to details and concentrate on work.
• Must be able to perform the duties of the position while under physical and emotional pressures;

TRAVEL REQUIRED

Occasional travel to and from Borough facilities for meetings and other related business.

AFFIRMATIVE ACTION/EEO STATEMENT

It is the policy of the Borough of Chambersburg to provide fair and equal employment opportunities to all applicants for employment. Applicants are recruited, selected and hired on the basis of individual merit and ability and without discrimination because of race, color, religion, sex, sexual preference, age, handicap, disability, veteran status or national origin, national origin, or any other trait protected by Pennsylvania or federal law.

NOTE:

This description is the present overview of the job, is subject to change by the employer and is to be used as a temporary management guide to performance.

If interested, complete the online application. An up-to-date resume is recommended.

If you have any questions, contact Sophia Suarez in Personnel at 717-251-2462.

Posted: Wednesday March 6, 2024

Deadline: Friday March 29, 2024 5PM