Human Resources Specialist

Performs administrative and technical support for Human Resources operations and programs. This role is the first point of contact for the Human Resources Department, processing personnel transactions, supporting hiring managers with pre-employment processes, assisting with onboarding, handling VOE requests, paying department invoices and credit card statements, and managing the city's gym reimbursement program, among other HR support tasks.

Responsibilities

• Serves as the first point of contact and main phone line for the department; receives and directs visitors in-person, by phone, or by email; assists employees and the public with general questions or directs them to appropriate personnel.
• Provides administrative and technical assistance for day-to-day Human Resources operations.
• Processes personnel transactions related to employee status, new hires, terminations, address changes, and pay changes; manages the City’s E-Verify account.
• Guides new hires and hiring managers through pre-employment processes, including I-9s, drug screenings, background checks, scheduling orientation, issuing ID badges, and assisting with onboarding.
• Provides technical assistance to applicants and supports recruitment efforts as needed.
• Manages the City's Gym Reimbursement Program, including coordination, tracking, and reimbursements.
• Completes Public Service Loan Forgiveness (PSLF) and Verifications of Employment (VOE) requests.
• Processes purchase requisitions and payment vouchers for the department as a decentralized buyer.
• Processes and reconciles department credit card statements for payment.
• Assists with workforce activities such as employee surveys, open enrollment, health fairs, retirement ceremonies, and employee celebrations.
• Supports employee trainings, including preparing materials, setup, and tracking attendance.
• Maintains and updates information on the Human Resources external and internal websites.
• Interprets personnel policies and procedures, providing guidance to employees.
• Recommends and implements systems to improve processes and service delivery; participates in systems testing.
• Generates and distributes automated and standard reports.
• Updates employee files to document personnel actions and provides information for payroll; files, scans, and maintains personnel records.
• Orders, inventories, receives, and shelves routine supplies and office equipment.
• Handles mail distribution, including receiving, opening, sorting, and signing for packages; assists with bulk mailings.
• Ensures appropriate use and maintenance of City equipment, tools, and resources.
• Provides coverage and backup for other Human Resource functions as needed.
• Performs special projects, research, and analysis as assigned.
• Handles or forwards FOIA requests to appropriate staff members.
• Performs additional duties to support operational requirements as needed.

Requirements

Candidates may qualify by demonstrating the required knowledge and skills through experience(s) other than formal education.

• Bachelor’s degree in human resources management, business or public administration, or a related field.
• OR Associate degree in human resources management, business or public administration, or related field AND at least 1 year of experience in human resources or a related field.
• OR High School diploma or GED AND at least 3 years of experience in human resources or a related field.
• OR An equivalent combination of education and experience.
• Required to successfully pass a pre-employment background check and pre-employment drug screen.

Skills

• Job Knowledge: Knowledge of best industry practices, human resources policies and procedures, including ordinances and state/federal laws. Knowledge of documentation, reporting, record-keeping, and compliance with laws and regulations. Knowledge of modern office procedures, methods, and equipment, including computers and applications. General knowledge of municipal government organization and administration.
• Reading: Intermediate ability to read and understand written materials such as newspapers, benefit plans, multi-step instruction manuals, and policy documents.
• Writing: Intermediate ability to write reports, business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar.
• Math: Basic ability to perform arithmetic operations (addition, subtraction, multiplication, division).
• Communication Skills: Intermediate ability to establish and maintain effective working relationships with co-workers, management, vendors, and others. Ability to explain policies and procedures to diverse audiences and manage stressful interactions with tact.
• Independence and Decision-Making: Requires general direction; performs duties following established procedures with some discretion in choosing appropriate actions.
• Technical Skills: Basic ability to research, collect, organize, and analyze data; prepares technical reports and recommendations using various systems and tools.
• Fiscal Responsibilities: Prepares and processes payments and purchasing documents; may monitor or recommend budget allocations.
• Other Characteristics:
  • Organizational and time management skills, often under strict deadlines.
  • Ability to balance multiple tasks simultaneously and handle frequent interruptions.
  • Excellent customer service skills.
  • Works closely with others as part of a team.
  • Ability to handle sensitive and confidential information.
  • May require additional hours outside of normal schedule.
  • May deal with angry, frustrated, or upset individuals.

Benefits

The starting hiring amount will be between $53,677.95 - $64,636.84 annually, based on applicable education, experience, and internal equity. This full-time, non-exempt position offers:

• 13 paid holidays plus one floating holiday.
• Vacation and sick leave.
• Health insurance with employer contribution.
• Employer-paid life insurance.
• Gym membership reimbursement.
• Tuition assistance and professional development opportunities.
• Retirement benefits, including:
  • Defined Benefit Pension Plan: Provides a monthly benefit upon retirement, calculated using earnings history, years of service, and age. Includes a 5-year vesting period and requires a 5% employee contribution.
  • Defined Contribution 401a Plan: Employer makes fixed contributions to an individual account; vesting occurs at 33% after one year, 67% after two years, and 100% after three years. No employee contribution required.
  • Voluntary 457 Deferred Compensation Plan.
  • Eligibility to purchase prior service credit under the Defined Benefit Plan.
• The City of Charlottesville manages its own retirement system and does not participate in VRS; however, a Portability Agreement is available for eligible employees.

Physical Conditions

• Physical Demands: Sedentary work involving exerting up to 10 pounds of force occasionally. Constantly operates a computer and office equipment. Must position self to maintain files, move about the office, and communicate information effectively.
• Machines, Tools, Equipment: Uses standard office equipment, telephone, and related software/hardware.
• Work Environment: Office environment with potential exposure to computer screens, monitor glare, and dust. Moderate noise level.