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Executive Assistant/HR Generalist

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Position Summary
Performs highly responsible and complex administrative duties to assist the Executive Director and Deputy Director in accomplishing the administrative and management functions of the Agency. Responsible for oversight and administration of hiring, retention, termination, personnel records, legal compliance, compensation, benefits, payroll and long-term staffing strategies.

The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position. Undertakes and performs the following and all other work-related duties as assigned.

  1. Effectively manages the administration and/or coordination of employment, labor relations, compensation, and benefits. Assists and advises all departments in Human Resources matters to maximize employee understanding of Agency goals and policies.
  2. Administers and coordinates various employee benefit programs, such as group insurance, life, medical and dental, accident and disability insurance, retirement savings and/or deferred compensation programs. Initiates distribution of appropriate medical and option forms, arranges for their completion and submission within time limits. Conducts and/or coordinates employment information presentations/materials and enrollments. Ensures compliance with the provisions of COBRA, HIPAA and ERISA.
  3. Assists in the preparation of employee census to get quotes from insurers and providers of health benefits on an annual basis or as needed.
  4. Administers and coordinates various employee benefit programs, such as group insurance, life, medical, dental, vision, accident and disability insurance, and retirement savings. Conducts and/or coordinates employment information presentations/materials and enrollments.
  5. Reviews employee's timesheets for accuracy; checks with supervisors if there are any discrepancies in terms of unclear arithmetic differences or reasons for absences, either paid or unpaid. Maintains the third-party payroll software.
  6. Accurately enters payroll data into third-party payroll services system from approved timesheets on a bi-weekly basis for check preparation. Pre-audits input data and verifies authenticity of output in payroll and file maintenance.
  7. Updates payroll records into payroll data system in a timely manner to reflect modifications in personnel actions (e.g., withholdings, benefits, and direct deposits, etc.)
  8. Responds to requests for employment verifications, unemployment data and salary history for Workers' Compensation calculations in a timely manner.
  9. Provides guidance for overall level of compensation of employees by providing data needed to ensure the Agency is maintaining pay schedules according to current economic conditions and competitive conditions within the labor market. Reviews incentive compensation plans within the Agency to see if altering provisions would improve incentive and morale among employees.
  10. Maintains employee job descriptions to ensure identification of skills and abilities that are essential, required and performed on a regular and continuing basis. Consults with supervisors and department heads to ascertain duties and works with them to gather information for the creation and/or update of descriptions for new staffing and current positions.
  11. Establishes policies for hiring and oversees adherence to EEOC and affirmative action programs and diversity goals set by the Agency.
  12. Maintains cordial relationship with employees at all levels to improve working relations and facilitating the discussion of problems, analyzing and resolving situations directly, if possible, to reduce the necessity for formal grievance procedures.
  13. Participates in management meetings, employee disciplinary meetings and grievance procedures, keeping an unbiased stance that balances the need of the employees and the employer, so that each situation can be considered on its own merits and efficient means can be used to solve problems and/or carry through with well thought-out decisions.
  14. Provides consultative support to management, interprets, explains and enforces Agency policy matters and federal and state compliance issues such as non-discriminatory hiring methods, disciplinary actions, terminations, FLSA, EEO, ADA, FMLA, etc. and recommends needed changes. May coordinate and participate in diversity and sexual harassment awareness training.
  15. Oversees maintenance of accurate and complete personnel records, ensuring that rules concerning confidentiality and retention are followed.
  16. Reviews performance evaluations of management staff to ensure objectivity, consistency, clarity, fairness, accuracy and completeness.
  17. Executes recruitment plan to attract qualified candidates and fills staffing needs within budget and defined service and performance criteria by:
    1. Working closely with hiring managers in planning activities to determine hiring needs, salary range and recruiting strategies.
    2. Actively disseminating job opportunities for exempt and non-exempt positions through various methods including internet advertisements and/or print mediums.
    3. Screening applications and resumes to identify potential candidates and forwarding appropriate candidate information to hiring managers for review.
    4. Maintaining communications with hiring managers and selected candidates throughout the hiring process.
    5. Processing background checks and coordinating drug testing.
    6. Ensures bulletin board is up to compliance with the latest postings.
    7. Implementing orientation sessions including providing information and insuring correct completion, processing and filing of materials regarding benefits enrollment, Agency employee policy manual acknowledgment, Federal Form 1-9, W-4 and other new-hire paperwork.
  18. Maintains and stores personnel files in a secure location, ensuring l-9s, medical records, background check records and investigation/legal records are kept separate and apart to maintain confidentiality.
  19. Processes Workers' Compensation cases, including accurate and timely completion and submission of necessary form(s) to insurance carrier, providing compensation history as required and staying informed of employee's medical examinations and/or release to work conditions/status.
  20. Serves as employer advocate for protestable unemployment claims and ensures accurate and timely processing of appropriate forms and requisite responses to inquiries and/or appeals and participates in hearings.
  21. Creates, designs and/or updates forms used for Human Resources-related purposes.
  22. Collects and analyzes data regarding .absenteeism and turnover to evaluate reasons for absenteeism, effects on current employees, direct and indirect costs to the Agency and reasons for voluntary or involuntary turnover.
  23. In an ombudsman capacity, meets with residents, applicants and employees to receive and assess a variety of complaints and issues. Makes recommendations to the Executive staff to resolve complaints and problems.
  24. Responsible for the management of the Agency's information technology network. Works directly with the contracted network administrator in resolving technical difficulties.
  25. Manages the operations of all the Agency's electronic and technical equipment to include troubleshooting and resolving technical issues.
  26. Responsible for the initial set up email accounts, network access and various software to include security log in.
  27. Assist with procuring various services and/or products.
  28. Takes dictation, composes, prepares and proofreads confidential correspondence, reports, summaries, memoranda and forms from verbal direction, relevant information from a variety of sources, or knowledge of Agency policy and procedures and presents the information in a clear and understandable format.
  29. Prepares the agenda, letters of notification, meeting handouts for all Board of Commissioners Meetings. Takes and transcribes minutes and prepares final Board resolutions for the signature of the Chairman.
  30. Maintains calendar for the Executive staff scheduling appointments, meetings and conference calls as required and coordinates the overall daily operations of the Executive Office.
  31. Makes travel/training registration arrangements for the Executive Staff, Board and management staff including reservations, preparation of itinerary and other related documentation.
  32. Assists the Executive staff in research and preparation of necessary information, materials and reports for conferences, appointments, meetings and recommendations for the Board of Commissioners. Attends Board and staff meetings as assigned and records and transcribes minutes of meetings.
  33. Ensures that contracts, letters and forms from other departments and agencies requiring the signature of the Executive staff are executed and returned in a timely manner and that a copy is maintained on file in the Executive Office.
  34. Maintains permanent archive for the Executive Office including Board materials, photographs, legal and financial documents, awards and other materials which would be of historical significance to the Agency.
  35. Receives and date-stamps all incoming mail, faxes, internal memoranda and other publications for the Executive Office and routes to the Executive staff.
  36. Handles documents on a variety of topics of a highly sensitive nature and maintains confidentiality regarding all documents and information received by or in the possession of the employee.
  37. Responsible for gathering information for the Agency's 5-year plan and annual plan.
  38. Schedules Resident Advisory Board meetings and posts for public comment. Ensures BOC approval and submits to HUD.
  39. Prepares demo/dispo applications and submits to HUD.
  40. Prepares procurement for Executive staff and orders supplies for the Executive Office.
  41. Acts for the C Suite employees during their absence as required.
  42. Responsible for maintaining employee access to the HUD ELOCCS, EIV systems and other Agency software.
  43. Oversees all employee training programs including safety training for compliance with OSHA. Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible and appropriate use, care and safeguarding of Agency materials, supplies, resources and other assets.

Education and Experience
A four-year (4) degree within Human Resources, Business, or a closely related field, with an MBA preferred, from an accredited college or university with five (5) years of responsible Human Resources experience with three (3) of those years being in Management or an equivalent combination of education, training, and experience resulting in the ability to fulfill the essential job duties of the position.

The following Certifications must be obtained within one (1) year of employment or other allowable period of hire as authorized by the Executive Director or his/her designee:

  • Fair Housing
  • One (1) of the following Professional in Human Resources Certification(s) preferred:
    • Professional Human Resource (PHR)
    • SHRM's Professional Certified Professional (SHRM-CP)
    • Senior Professional Human Resource (SPHR)
    • SHRM's Senior Certified Professional (SHRM-SCP)

Knowledge and Skills

  1. Thorough knowledge of federal and state employment laws affecting public employers.
  2. Good knowledge of GAAP, basic bookkeeping principles, recordkeeping procedures, budgeting, cost allocation, auditing, and financial reporting.
  3. Thorough knowledge of Agency operating policies and procedures, pertinent HUD regulations, and federal, state, and local laws and regulations pertaining to public housing Agency Human Resources matters.
  4. Good knowledge of business English and math.
  5. Thorough knowledge of the modern principles, practices, and techniques of personnel management, training, and performance evaluation.
  6. Strong interpersonal and communication skills and ability to present information in a clear, organized, and convincing manner.
  7. Must be able to establish and maintain effective working relationships with subordinates, co-workers, and persons outside the Agency.
  8. Ability to accurately and completely document in writing appropriate events and activities.
  9. Ability to plan, direct, and supervise the work of others, to delegate responsibility and Agency, and to hold subordinates accountable for tasks assigned.
  10. Ability to read and comprehend complex material.
  11. Ability to meet aggressive deadlines and effectively manage multiple priorities.
  12. Ability to identify Human Resources and/or personnel problems and develop effective solutions and/or make valuable contributions toward resolving difficult issues.
  13. Ability to establish and maintain effective working relationships with subordinates, co-workers, and persons outside the Agency.
  14. Ability to prepare clear and concise narrative and statistical reports and deal effectively with situations requiring tact and diplomacy, yet firmness.
  15. Ability to operate appropriate Agency computer equipment and software packages.

Supervision Controls
The Executive Assistant/HR Generalistreceives instructions from the Executive Director. Methods of accomplishing work are generally at the discretion of the employee and the employee is free to develop methods, deadlines, priorities, and objectives based on their own judgement. Instructions to the employee are usually general in nature. When instructions are received, they are usually specific and detailed because they apply to unusual and rarely occurring situations. Special Projects are managed with little oversight. The employee keeps the Executive Director informed of work progress. The employee has no supervisory responsibilities.

The employee refers to government regulations, federal, state, and local laws, and Agency policies and procedures in performing work. These guidelines cover most job-related situations, although the employee is frequently required to use independent judgment in making decisions. If guidelines do not cover a situation, the employee consults the Executive Director, legal counsel or makes a decision based on the circumstances and experience.

The employee performs a moderate number of routine tasks and other related tasks that are not routine in nature. The course of action is determined by established procedure, the supervisor, or the employee. Tasks frequently have to be coordinated, integrated, and/or prioritized. Usually, the employee determines what needs to be done and how to accomplish it through use of creative thinking and existing methodologies. The employee makes decisions regarding unusual situations or conflicting data. 

Responding to staff members and coworkers on a continuing basis necessitates great patience, tact, and diplomacy. Ever-changing laws and regulations require frequent updating and promulgation of Agency plans, policies, and procedures affecting Human Resources issues.

Scope and Effect
The employees' work affects Agency employees, their perception of the Agency, and personnel policies and procedures are being followed. Performing duties effectively efficiently, and in a professional manner enhances work relationships among employees and ensures they obtain needed information and direction in a confidential environment, which contributes to the Agency's overall ability to provide quality services. The employees' work also helps shield the Agency from the potential for employee misunderstandings and the potential for litigation.

Personal Contacts
The Executive Assistant/HR Generalist has contact with a broad range of individuals including applicants, all levels of Agency personnel, attorneys, Workers' Compensation carriers, insurance carriers, and business firms. Most contacts with people outside the Agency are relatively unstructured and require tact and diplomacy on a routine basis. Contact often requires negotiation and/or handling of controversial matters.

Contact serves multiple purposes including giving or gaining information, planning, coordinating, advising, motivating, influencing, directing persons or groups, and justifying, defending, negotiating, and resolving significant and/or sensitive issues.

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.

  1. Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files, records, and office supplies, and eyestrain from working with computers and other office equipment.
  2. Must be able to sit and/or stand for up to eight (8) hours at a time while performing work duties.
  3. Must be able to bend, stoop, push, and pull in the performance of essential office-related duties (e.g., moving or carrying objects or materials).
  4. Must be able to use fingers bilaterally and unilaterally to operate job-related equipment.
  5. Must have vision and hearing corrected to be able to perform essential job functions.
  6. Must occasionally lift and/or move up to 251bs.
  7. Must maintain a professional appearance and portray a positive image for the Agency.
  8. Must be able to maintain punctuality and attendance as scheduled.
  9. Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
  10. An employee may request reasonable accommodation to mitigate any of the physical requirements listed above. Medicinal and Recreational Marijuana

Medicinal and Recreational Marijuana
Marijuana is a Schedule I controlled substance and is illegal under federal law. The Agency observes the common rule of the Federal Marijuana Law of the Controlled Substances Act (CSA) (21 U.S.C. § 811), which does not recognize the difference between medical and recreational use of marijuana and has established the required Drug Free Workplace Policy. Employees are not permitted to use or possess any form of marijuana for medical or recreational purposes. Any applicant for employment who tests positive for marijuana during a pre-employment drug screening shall be ineligible for employment with the Agency. Any applicant for employment who advises the Agency that he/she uses any form of marijuana will be ineligible for employment. The Agency is unable to grant a request for reasonable accommodation to use marijuana under any circumstance.

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

Work indoors involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted, and ventilated.

Other Requirements

  1. Must possess a valid driver's license and maintain a good driving record.
  2. Must be available for occasional overnight travel for training.
  3. Must pass employment drug screening and criminal background check.
  4. Must work with the highest degree of confidentiality.