R1824 Program Representative II-Human Resources Full Time

Program Representative II

Pay Range: $25.60 per hour – $29.30 per hour (B24 Step 1-13)

Hiring Range: $25.60 per hour – $27.17 per hour (B24 Step 1-4)

Job Closing Date: October 5, 2023

Benefits included in position:

Health Care Benefits (Medical, Dental, Vision, Basic Life and Basic LTD)

Retirement Benefits

Paid Vacation

Paid Holidays

Paid Sick Leave

There is one Program Representative II vacancy with Yakima County Human Resources Department. This position is responsible for providing a direct liaison to and coordinating personnel activities between the Human Resources Department and other Yakima County departments. Performs a wide variety of complex personnel duties including development of effective procedures to ensure efficient and timely flow of information, forms, and resources to and from the assigned departments in all personnel matters including: full life cycle recruitment, selection, promotion and resignation of employees, providing responses to various personnel related inquiries, dissemination of policy, compensation, benefit, safety, and other information; completion and verification of employee payroll and other personnel documentation.

Provides direct liaison and human resource support to management of assigned departments:

Analyzes current organizational needs and makes personnel program recommendations to the Human Resources (HR) Senior Managers and Director and assigned department management regarding the effective interaction of Human Resources with the department in meeting the department’s goals and business objectives as it relates to recruitment and employee retention.

Responds to inquiries regarding labor contract issues and interpretation, labor law and County personnel policies and procedures.

Serves as a knowledgeable resource to assigned departments regarding policies and procedures as it relates to employment, employee benefits, management rights and any other topics pertaining to workforce management from an HR perspective.

Troubleshoots problems and responds to sensitive claims, inquiries and complaints for programs such as Health Insurance and other voluntary benefit programs (i.e., Voluntary Term Life, Long Term Disability, Long Term Care, Group Accident Insurance, Flexible Spending Accounts), Retirement.

Provides support to senior staff in various projects requiring investigation, analysis and interpretation of complex information in areas such as employee grievances and discipline, recruitment and termination data.

Provides recruitment services to assigned departments:

Coordinate and manage the full life-cycle recruitment process.  Researches and recommends sound recruitment plans for positions that requires creating a targeted advertising plan to ensure qualified applicant selection.  With the department, strategizes and develops recruitment plans for the open position.

Analyzes applicant demographic data in recruitments, hires, promotions, and terminations to ensure compliance with the Affirmative Action Plan and Equal Employment Opportunity guidelines through competitive recruitment practices. 

Develops, validates and administers pre-employment processes and examinations; reviews, interprets and evaluates results.   Serves as a backup to the Civil Service Examiner.

Monitors staffing levels and maintains hiring and other eligibility lists or recruitment records; coordinates hiring with department management.

Screens applications for minimum qualifications and works with the department regarding interview and selection processes. 

Ensures recruitment advertising and posting strategies are current and position descriptions are reviewed and validated prior to recruitment.

Coordinates and purchases advertising, reconciles advertising invoices for processing and payment by department. 

Performs background investigation checks (i.e., WATCH system) as requested.  Monitors and maintains background records and processes authorization to departments for payment of background check fees.

Verifies candidate selection meets EEOC and county employment standards; processes job file for closure.

Coordinates, prepares and participates in virtual and in-person job fairs to promote employment at Yakima County.

Provides direct liaison and human resource support to employees of assigned departments, retirees and applicants:

Facilitate/Conducts orientation to new employees, explaining applicable rules, policies, responsibilities, benefits and organizational structure.

Coordinates new employee orientation sessions, verifies eligibility with Department of Retirement Systems, monitors completion of required hiring documents and informs new employees of their rights and obligations as employees.

Conducts standard, retiree, and military Exit Interviews with employees to educate employee on the final status of benefits and compensation and to retrieve data relevant in making recommendations to departments in regard to recruitment. 

Serves as knowledgeable resource to employees, retirees, job applicants and the general public by receiving and responding to a variety of information requests involving employment records, job applications, and other Human Resources matters, and which are governed by strict laws, rules and regulations, and those requiring confidentiality.

Responds to employee requests and answers questions regarding employment, employee rights, and benefits and assists in reviewing / obtaining benefit materials and forms.

Works with HR professional staff to ensure timely notification to and from the employees regarding employee benefit claims and requests including worker’s compensation claims, FMLA leave requests, reclassification requests, ADA accommodation, and access to HR assistance in matters of employee concern.   

Monitors Policy Compliance:

Monitors hours worked for compliance with Yakima County’s Extra Help Policy, retirement (DRS), and health (ACA) benefit eligibility status of assigned Extra Help employees.  Notifies departments of non-compliance of Policy and processes employee for benefits or termination from employment. Notifies and processes eligible Extra Help employees of eligibility for retirement and health insurance benefits.

Ensures compliance with Yakima County Policy regarding Layoff rules and regulations according to the bargaining unit contract and labor law.  Coordinates with Department and employee(s) affected to ensure required timelines are met, information (i.e., Recall Rights, WorkSource and Unemployment, and NextJob information) is communicated and Reduction in Force (RIF) tracking is maintained.

Contacts departments and coordinates/assists the Senior Management in obtaining additional information needed for sensitive inquiries such as investigations, grievances, unemployment, and disciplinary issues.

Provides interpretations regarding Collective Bargaining language and applicable County policies not addressed in the bargaining agreement.

Performs configuration and data entry into a Human Resource Information System (HRIS) and other employment related software and websites:

Verifies employment eligibility (I-9 Verification) on new employees.

Configures and maintains business processes in the HRIS system. Participates in bi-annual testing.

Enters (including integration or EIB), updates, and verifies personnel records in an automated human resource/financial management system (Workday) and pertinent websites to ensure personnel actions are implemented. Processes Workday personnel data entry for new hires, transfers, promotions, reclassifications, and terminations. Verifies data entry for any employee changes / updates.

Coordinates input and documentation of payroll with Yakima County Auditor Payroll staff, Departmental Timekeepers and HR staff as it pertains to accurate recording of leaves and employee self-payment of benefits. Notifies parties of employee status, benefit payments and continued entitlement.

Operates Workday, HR websites (DRS, PEBB, vChoice, Public Safety Testing (for civil service) and advertising websites (Indeed, Craigslist, GovernmentJobs) for employment verification, job applicant tracking, recruitment and other information requests.  Provides written and verbal employment verifications under departmental guidelines and County policy.

Provides support and service to employees regarding payroll processing of benefits and compensation and payment of benefits for those unpaid leave of absence.

Prepares, generates and monitors complex reports:

Prepares salary and benefit projections for budget preparation using different pay models and percentages to provide options to the Director and other managers in financial forecasting.

Prepares Action Memos and salary worksheets on position changes in FTE status or job classification for consideration and signature for the Board of County Commissioners.

Gathers, summarizes, and analyzes data; makes recommendations and prepares related reports (Union Seniority List) to ensure compliance with legal obligations and policy. 

Creates, generates, analyzes, and balances Payroll reports from Access and Workday system.

Other duties as required:

Establishes and maintains control to ensure confidentiality of personnel documents, records and site.  Ensures that central personnel files are complete.

Organizes, prepares, participates and may facilitate various trainings, presentations and other meetings.

Functions as back up to administrative clerical staff as needed.

Other duties as assigned.

Experience and Training:

Associate degree or two-year technical in Human Resources, Business Administration, Sociology, Psychology, Social Work or a related field plus three years professional level experience related to the Human Resource function; OR any combination of experience and training which provides knowledge, skills, and abilities sufficient to successfully perform the essential duties of the job.

Required:  

• Valid WA State Driver’s License and proof of insurance, if requested.

• Proficiency in Microsoft Windows, Word, Excel, and Outlook. (skills test to be taken as part of the interview process)

• Travel will be required in this position for training and committee issues.  Must be able to travel between the central HR location and satellite offices of assigned departments.

• May be required to work outside of standard business hours to attend meetings/ trainings as needed.

• Successful completion of a general employment background verification; may be subject to additional background investigations (criminal and financial) contingent on work assignment.

Preferred:  

• Preferred proficiency in Microsoft Access

• Experience using HRIS/Financial Management Systems

• Five years of experience in human resources functions such as full life-cycle recruitment onboarding and offboarding, benefit administration; payroll processing/verification

• Experience using an Applicant Tracking System

• HR Certification:  HR Certification Institute Professional in Human Resources (PHR), Senior Professional in Human Resources (SPHR), Society of Human Resource Management Certified Professional (CP), Senior Certified Professional (SCP)

Knowledge:

Principles and practices of human resource administration; Basics of payroll administration; working knowledge of RCW’s and WAC’s; Terminology, laws, rules, and regulations governing public administration of human resources; Project management theories, practices, and principles; and Customer service techniques and team building concepts.

Skills (and abilities): 

Conducting research, investigation and resolving complex problems.

Planning and implementing technical programs of human resource administration such as recruitment and benefits administration; Presenting ideas and recommendations clearly and concisely both verbally and in writing; Using a 

Facilitating meetings, conducting presentations and coordinating work unit activities and handling multiple tasks; 

Interpreting and complying with bargaining contracts, laws, rules, and regulations; 

Developing statistical reports and producing financial reports; Establishing and maintaining effective interpersonal relationships with County and other officials, at all organizational levels and with the public; and 

Communications, oral and written, sufficient to effectively exchange or convey information and to receive work direction.  

Working Conditions:

Physical Demands: Bending, Carrying, Handling, Lifting, Pulling Pushing, Reaching, Sitting Standing, Walking, Fingering, talking, Visual Acuity

Environmental Demands: Travel, Multiple work locations, May be required to work outside of standard business hours and at alternate work locations;

Intellectual Demands: Ability to Multitask, follow written and verbal instruction; Confidentiality, Ability to work under pressure; Ability to articulate and communicate information in conversations: May be subject to highly emotional individuals