Position Summary

Under the direction of the Director of Personnel Services, the Human Resources Analyst may be assigned and/or specialized in several areas, such as recruitment, information management, employee classification and compensation, credentialing, and areas of comprehensive employee benefit and leave programs.  The Human Resources Analyst applies technical expertise and is an important link to personnel transactions, employee records, payroll, position control, employee health benefits, the administration of leave benefits including workers compensation, and statistical and demographic reporting and analysis.   The Human Resources Analyst serves as a liaison between the HR Division and and users of HR information systems throughout the county, assisting in the development and maintenance of systems and reports related to recruitment, selection, orientation, employment, job analysis, position control, attendance reporting, compensation, benefits and other applicable HR functions.

Distinguishing Characteristics

The Human Resources Analyst:

• Performs a variety of technical duties to administer and maintain the HR information and hiring system, ensures hiring practices are effective and efficient and all personnel transactions are entered into the system and recorded to personnel files correctly.
• Serves as a liaison between human resources, payroll, position control, information technology and various departments, and insurance carriers and employees on all matters pertaining to leaves.
• Performs a variety of complex technical and program coordination duties in connection with administration of the HCOE employee benefits plans and employee leaves, including workers compensation.
• Serves as HCOE coordinator for retirement, disability, paid and non-paid leave programs, and post-employment programs such as COBRA.

Supervision Exercised and Received

This position reports to the Director of Personnel and serves under limited supervision, subject to organizational and program policies and procedures.

Examples of Duties and Responsibilities

• Ensures recruitment efforts are consistent, effective and efficient and follow established HCOE policies.
• Issues notices of employment and processes new employees, orienting them to HCOE policies, procedures, compensation and benefits.
• Places employees on the appropriate salary range when newly hired, promoted or reclassified; computes additional pay and premiums.
• Receives, verifies and enters personnel transaction information onto an automated HR information system, records changes in work hours, classification and pay, job assignment, group benefits, retirement, critical seniority dates and demographic information, and sets up new employees in the system.
• Enters information that supports position control, verifies that information for each employee matches a position control number.
• Maintains an efficient system for personnel records including control and storage of documents and files, conversion of files to support computer-aided retrieval and day-to-day record maintenance; periodically reviews records for completeness and compliance according to established checklists.
• Provides information to staff in the following areas:  Compensation, classification and employee demographics.
• May guide and assist human resources personnel at school districts within the county on an as-needed basis.
• Explains labor contract provisions, merit system rules, education codes, and laws that apply to personnel.
• Answers inquiries from employees and districts on a variety of HR topics.
• Communicates with county office personnel, school districts and outside agencies to request data, exchange information and resolve issues and/or concerns.
• Provides positive, collaborative public relations and represents the organization and HR Division by consistently maintaining cooperative and effective working relationships with others.
• Assists HR Division with technical issues related to the use of the HR systems, assists HR Division in the creation of queries to select and compile information from the HR system as needed. Investigates problems and develops detailed recommendations for collective bargaining and resolution of issues.
• Composes and distributes a variety of divisional and program correspondence such as letters, memoranda, newsletters, calendars, forms, applications and flyers as assigned; processes and evaluates various forms and applications.
• Conducts classification job analysis and other personnel studies as directed; researches position descriptions and salary data as assigned; compiles, verifies, analyzes and provides a variety of personnel information and/or reports for human resources, special projects and committees for compliance review.
• Establishes timelines and priorities for data processing projects; ensures mandated reports are completed and distributed to appropriate governmental agencies or personnel, according to established timelines and procedures.
• Maintains familiarity with all computer systems used in the division, utilizing them as needed, evaluating their effectiveness and making recommendations for enhancements.
• Participates in the development of system enhancements and consults with HR Division and IT for the development and maintenance of systems and reports related to recruitment, selection, orientation, employment, job analysis, position control, attendance reporting, compensation, benefits and other applicable HR functions.
• Prepares salary and/or benefit reports for the Director of Personnel in response to management, labor proposals and/or relevant and necessary information requests; assists county office negotiations team with data analysis to craft proposals for collective bargaining unit agreements and/or responds to public record requests with discretion and confidentiality.
• Provides project support from design through implementation of HR systems; identifies, tracks, monitors and communicates to assigned personnel the progress of HR Division system projects and upgrades.
• Performs other duties as required to accomplish the objectives of the position.

Qualifications

Knowledge of:

• Technical knowledge of generally accepted personnel management practices, fair employment practices and laws regarding leaves and benefits.
• In-depth working knowledge of the provisions of employee benefit plans including health and welfare plans, life and accident insurance, retirement, capital accumulation plans, and paid and non-paid leave plans, and workers compensation.
• Working knowledge of job controls and payroll accounting and procedures.
• When assigned to coordinate substitute assignment system, requires basic knowledge of credential requirements for substitute teachers.
• In-depth knowledge of human resources information systems including ESCAPE Financial and Employee Management System.
• In-depth knowledge of personnel policies and procedures including collective bargaining agreements, merit system rules and fair employment practices and laws.
• Thorough knowledge of proper English usage, grammar, spelling, punctuation and proofreading/editing to prepare reports, program communications and professional correspondence.
• Sufficient human relations skills to effectively communicate technical and complex concepts to others having varying levels of understanding, deal with sensitive and complex issues, and convey a positive, service-oriented image of the department.

Ability to:

• Perform all of the relevant duties of the position with limited supervision
• Interpret, apply and explain all health insurance benefits and leave programs including workers’ compensation to employees
• Organize and maintain confidential records in a manner that ensures ready access and compliance with legal requirements on records retention
• Operate computers, printers and software including position control, personnel and payroll systems, leave tracking, word processing, databases and spreadsheets
• Learn and use databases utilized by the organization to process information and product reports
• Keyboard to perform data entry onto preformatted screens and to compose correspondence at an acceptable rate of speed
• Create databases/spreadsheets, verifying information and entering information onto established data entry screens.
• Compute sums, quotients, fractions, percentages, ratios, and other complex calculations
• Analyze technical problems and develop and apply appropriate solutions within clearly defined guidelines.
• Read, understand, interpret, explain and apply information from policies and procedures, labor contracts, merit system rules and federal, state and local laws and regulations.
• Compose correspondence regarding sensitive and complex issues in a professional manner.
• Develop and write detailed procedures and forms.
• Communicate effectively both orally and in writing.
• Handle complex and confidential situations with tact and sensitivity.
• Remain calm in stressful situation, listen to complaints and concerns, and resolve issues or refer situations to the appropriate person.
• Maintain confidential and sensitive information, which includes determination of access to and release of confidential benefits information.
• Prioritize work in order to meet multiple, recurring deadlines and maintain schedules.

Computer Skills

• Intermediate word processing and desktop publishing skills such as the ability to format, save files for cross-platform use and in different versions, work with toolbars, menus and rules, insert graphics, use borders and print labels and envelopes.
• Intermediate database skills such as the ability to sort and retrieve records, create layouts and reports, create and print mailing labels, perform mail merge for form letters; add, edit, delete fields and records.
• Intermediate spreadsheet skills, including the ability to open, modify, save and print a new or existing spreadsheet, and enter text and numbers.
• Intermediate email and internet usage, including the ability to access and navigate information systems.

Education and Experience

Any combination of education and experience that would provide the knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Education

• A high school diploma or equivalent and at least one year of higher education in business, human resources, risk management or a related field;
• An Associates Degree or higher in a relative discipline is highly desirable

Experience

• Two (2) years of experience in a human resource, risk management or business environment

Physical Demands

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.

• The position requires ordinary ambulatory ability to retrieve work materials, intermittent walking, standing, stooping and carrying and lifting of light- to medium-weight materials (under 30 pounds).
• Requires hand-eye-arm-finger dexterity to use a personal computer keyboard, ten-key and other common office equipment.
• Requires speaking and hearing ability sufficient to hear over the phone and carry on complex conversations.
• Visual acuity sufficient to read manuals, video display screens and other related material and work at a computer screen frequently and throughout the day.

Working Conditions/Work Environment

The following conditions may be present:

• Work is performed in a busy, sometimes noisy, office environment.
• Positions in this classification work indoors and sit for long periods of time.
• The position requires daily oral communication in person and on the telephone, frequent use of email and messaging communication systems.

Other Requirements

• Must be fingerprinted and a satisfactory Department of Justice records check must be received by HCOE prior to employment.
• TB testing will be required upon employment.
• Must pass a pre-employment physical (if applicable).
• May be required to obtain first aid and CPR certificates within the first 6 to 12 months of employment.
• May be required to drive with or without students; some positions may require a California driver’s license, proof of insurance and possible participation in the DMV PUll Notice Program once employed.

Classified Hourly | Range 18