CLASSIFICATION TITLE- SUB-TITLEHuman Resources Assistant – Advanced (Madison)

POSITION SUMMARYUnder the general supervision of the Human Resources Program Officer and in collaboration with the human resources staff, this position provides human resources support to the Department of Children and Families. This position coordinates and implements staffing, selection, classification processes and provides administrative support regarding tasks of considerable difficulty. This position also assists with benefits administration of general benefits and back up the Payroll & Benefits Specialists. This position makes independent decisions concerning the application of a wide variety of human resources rules, regulations, and procedural guidelines. This position requires exceptional customer service by establishing and maintaining effective professional relationships with managers, supervisors, coworkers, and all customers. This role requires the ability to maintain confidentiality of sensitive information with tact and discretion.

(Rated PDOnly)

TR1 TR2 TIME GOALS AND WORKER ACTIVITIES

50% A. Assist with Recruitment and Staffing Coordination

A1. Assist the HR Specialist by preparing application materials for the resume review panels.

A2. Assist the HR Specialists by developing and placing advertising.

A3. Assist the HR Specialists by entering scores in Wisc.Jobs.

A4. Assist the HR Specialists by running statistics and sending grade notices.

A5. Assist the HR Specialists by creating the register and certification list and send the certification list along with all applicable documents to hiring supervisor.

A6. Assist with the coordination of employment interviews. Schedule conference rooms, coordinate interview dates with panel members, assemble interview packets for panel members, greet and direct candidates to ensure consistent information is provided, and collect/organize all documents used in the process for the recruitment file.

A7. Compose appointment letters and LTE Request form for HR Specialist review. Edit, proof, and oversee the finalization of letters and memos for signature.

A8. Research and review HR resources (i.e., Comp Plan, Administrative Code, Statutes, DPM policies and handbook chapters, etc.) to assure that correct information is reflected in the appointment letters (i.e., pay, probation, FLSA status, etc.).

A9. Process new employee position descriptions and performance evaluation forms for probationary periods. Track information in excel database and upload in PeopleSoft required documentation.

A10. Oversee the recordkeeping system for updated Position Description (PD) and Performance Planning Development (PPD) documents to assure that supervisors have current and up-to-date documents prepared for their staff.

A11. Coordinate and maintain all staffing materials; ensure accuracy, completeness and distribution.

A12. Coordinate documentation between supervisory staff and HR offices.

30% B. Administrative Support for Human Resources Office

B1. Prepare correspondence, reports and memorandums for signature of the Director including sensitive and confidential situations involving employer-employee relationships, strategic planning, personnel decisions, salary determination, performance evaluations, etc.

B2. Prepare written responses for specific technical inquiries.

B3. Organize and conduct special HR assignments.

B4. Assist HR Specialist/Training Officer with new employee orientation sessions. Coordinate the date, agenda, and speaker and invite employees for Milwaukee Orientation sessions.

B5. Prepare and edit HR reports, chart, spreadsheets and other materials as directed.

B6. Maintain/collect all documents for the close out of recruitment/exam files.

B7. Provide information, statistics and reports on HR-related issues to the HR Director, other HR staff and DCF supervisors and managers for analysis.

B8. Make recommendations for updates to Division policies and procedures. Update forms as necessary. Keep current on web access of forms.

B9. File all pending P-File documents to assure that filing is kept up-to-date.

B10. Assist training staff with the preparation of training materials.

20% C. Serves as back-up for payroll functions

C1. Prepare resignation/retirement acknowledgment letters, distribute to appropriate individuals, and log into termination spreadsheet.

C2. Request and prepare Governor’s/DCF’s retirement certificates.

C3. Send payroll file to applicable agency upon transfer.

C4. Prepare new employee benefit packets.

C5. Prepare unemployment invoices and information requests.

KR1 KR2 KNOWLEDGE, SKILLS, AND ABILITIES

1. Basic knowledge of the principles and methods of recruitment, testing and selection processes.

2. Effective organizational skills and the ability to prioritize work activities and tasks.

3. Written oral and communication skills to include listening skills.

4. Ability to use computers and Microsoft software, including Outlook, Word, Access, Excel, Power Point, etc.

5. Ability to build and maintain cooperative and effective professional and interpersonal relationship skills.

6. Ability to apply research techniques and ability to identify problems and recommend solutions.

7. Knowledge of HR procedures and policies and benefits and personnel transactions inter-related and how they impact the employer and employee.

8. Knowledge of organizational and time management techniques and the ability to apply them. Must be able to handle a variety of tasks with numerous interruptions and under strict timelines. Must be good at multi-tasking and have great attention to detail.

9. Apply customer service techniques and be responsive to customer inquiries and needs. Respond to inquiries fully and thoroughly. Ask questions to get at the specific issue so accurate information is relayed.

10. Ability to use discretion with regard to confidential and sensitive materials, communications and situations.

11. Knowledge of word processing and spreadsheets.

12. Ability to present information to groups for employees.

13. Recruitment strategies and techniques and ability to learn processes for new software as it is implemented.

State of Wisconsin Office of State Employment Relations Division of Merit Recruitment and Selection

LIMITED TERM EMPLOYMENT ACKNOWLEDGMENT

I understand that limited term employment does not give me rights to any permanent civil service position, and does not lead to permanent status.

I understand that as a limited term employee, I am not eligible for tenure, paid time off (e.g., compensatory time off, vacation, holidays, sick leave), performance awards or the right to compete in promotional exams.

I understand that as a limited term employee, I may be eligible for worker’s compensation, unemployment compensation and social security coverage.

I understand that as a limited term employee, I may become eligible for group insurance and retirement benefits under Ch. 40, Wis. Stats. (Public Employee Trust Fund).

I understand that limited term employment is governed by s. 230.26 Wis. Stats., and Ch. ER 10, Wis. Adm. Code.

I understand that the Administrator, Division of Merit Recruitment and Selection (DMRS) has the authority under s. 230.26 (5), Wis. Stats., to terminate my limited term employment if this agency does not comply with s. 230.26 Wis. Stats., and the administrative rules governing limited term appointments.

_________________________________Employee Name

_________________________________ __________________________Employee Signature Date

I certify that the limited term employment of the above named individual is made in compliance with s. 230.26, Wis. Stats., and Ch. ER 10, Wis. Adm. Code; that the employee is qualified to perform the duties of this position; that the total duration of the employment will not exceed legal limits; and that Ch. ER-MRS 24, Wis. Adm. Code, and s.16.417, Wis. Stats., will not be violated by employing the above named individual.

_________________________________ __________________________Appointing Authority Name Agency Name

OSER-MRS-154 (rev. 7/02)

ss. 16.417 & 230.26, Wis. Stats.; Chs. ER 10 & ER-MRS-24, Wis. Adm. Code