Human Resources Specialist

The City of Charlottesville seeks a proactive Human Resources Specialist to deliver administrative and technical HR support, serve as the frontline contact for the HR department, and manage personnel transactions, onboarding, and verifications of employment in a full-time role with robust benefits.

Responsibilities

• Serve as the department's primary contact and main phone line for inquiries.
• Greet and direct visitors in person, by phone, or via email.
• Assist employees and the public with general questions and route to appropriate personnel.
• Provide administrative and technical support for day-to-day HR operations.
• Process personnel transactions including employee status changes, new hires, terminations, address changes, and pay changes; manage the City's E-Verify account.
• Guide new hires and hiring managers through pre-employment steps such as I-9 forms, pre-employment drug screens, background checks, orientation scheduling, ID badge issuance, and onboarding assistance.
• Offer general technical assistance to applicants and assist with recruitment efforts as needed.
• Oversee the City Gym Reimbursement Program, including coordination, tracking, and reimbursements.
• Process PSLF and Verifications of Employment requests.
• Act as a decentralized buyer, handling purchase requisitions and payment vouchers for the department.
• Process and reconcile department credit card statements for payment.
• Assist with delivery and coordination of workforce activities, including employee surveys.
• Assist with open enrollment and health-related events such as health fairs and assessments.
• Assist with retirement ceremonies and employee celebrations.
• Assist with employee trainings, including materials, setup, and attendance records.
• Maintain and update HR information on external and internal websites when appropriate.
• Interpret personnel policies and procedures and provide guidance to employees.
• Recommend and implement systems to support existing processes, emphasizing process improvement and enhanced service delivery.
• Participate in systems testing as needed and generate/distribute automated and standard reports.
• Update employee files to document personnel actions for payroll and other uses; file, scan, and maintain personnel records.
• Order, inventory, receive, and stock routine supplies and office equipment; receive and distribute mail and packages; assist with bulk mailings as needed.
• Ensure proper use and maintenance of City equipment and resources, including work time.
• Maintain regular and reliable attendance and provide coverage for other HR functions as needed.
• Engage in special projects, research, and analyses as assigned; may handle FOIA requests as needed.
• Perform additional duties to support operational requirements as they arise.

Requirements

• Bachelor degree in human resources management, business or public administration or related field.
• Alternatively, an Associate degree in HR, business, public administration or related field plus at least 1 year of HR or related experience.
• Or a High School diploma or GED with at least 3 years of experience in human resources or a related field.
• An equivalent combination of education and experience may be considered.
• Must successfully pass a pre-employment background check and pre-employment drug screen.
• Knowledge of best industry practices, HR policies and procedures including ordinances and state/federal laws.
• Knowledge of proper documentation, reporting, record keeping, and compliance with federal, state, and local laws, regulations, policies, and procedures.
• Knowledge of modern office procedures, methods, and equipment including computers and computer applications.
• General knowledge of the organization and administration of municipal government.
• Reading: Intermediate; ability to read and comprehend materials such as benefit plans, policy documents, and multi-step instructions.
• Writing: Intermediate; ability to produce reports and communications with proper format, punctuation, and grammar.
• Math: Basic; ability to perform addition, subtraction, multiplication, and division.
• Communication Skills: Intermediate; ability to establish working relationships, explain policies, and manage interactions with tact in potentially stressful situations.
• Independence and Decision-Making: General direction; follows standard procedures with some discretion among a few identifiable options; performance is typically reviewed.
• Technical Skills: Basic; capable of researching, organizing, analyzing data, and preparing reports using multiple systems and tools.
• Fiscal Responsibilities: Ability to prepare and process payments and purchasing documents; may monitor budget allocations.
• Supervisory Responsibilities: No direct supervision of others.
• Organizational and time management skills with the ability to balance multiple tasks under time constraints.
• Excellent customer service and teamwork capabilities.
• Adaptability to frequent task changes, interruptions, and service requests.
• Ability to handle sensitive and confidential information appropriately.
• May require additional hours outside of a typical schedule.
• May involve dealing with upset individuals in the course of duties.

Benefits

• 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
• Professional development opportunities
• Defined Benefit Pension Plan
• Defined Contribution 401a Plan
• Voluntary 457 Deferred Compensation Plan
• Eligibility to purchase prior service credit under the Defined Benefit Plan
• Portability Agreement available for eligible employees

Physical Conditions and Work Environment

Physical Demands

• Sedentary work involving up to 10 pounds of force occasionally; negligible force frequently or constantly to move objects.
• Constant operation of a computer and other office productivity equipment, such as a calculator, copier, and printer.
• Regularly position self to access file cabinets and move about the office as needed.
• Must communicate information clearly and exchange accurate information in various situations.
• Ability to observe details at close range.
• Typically requires use of standard office equipment and related software and hardware as appropriate.

Work Environment

• Office setting with potential for extended screen time, monitor glare, and dust exposure.
• Moderate noise level typical of an administrative office environment.