Job Title

Job Family

Job Code

Job Exempt

Employee Records Supervisor

Non_Bargaining

CHG06

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

NB111

Salary

$29.73

$37.90

$46.07

Job Description

Performs supervisory work in the Records Section, which oversees the work performed in the processing of new hires, changes in employment status (demotions, promotions, transfers, name changes), and maintenance of personnel records. Provides administrative support for the ID/security badge and imaging systems. Is responsible for conducting research and making recommendations for the working out-of-class and advance personal leave programs. Work is performed under general supervision of the Compensation and Benefits Manager and performance is reviewed of accomplishments of objectives through reports submitted and meetings.

Minimum Qualifications:

Bachelor's Degree in Human Resource Management, Business, or related field and a minimum of three (3) years professional experience in personnel records management. Must have training experience, and at least two (2) years supervisory experience; or an equivalent combination of education, training, and experience. Human Resource Information Systems (HRIS) experience desired. Workday experience preferred.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Supervises the Records Section including all employee personnel records; monitors personnel information maintained on the computer system; monitors the processing of personnel transactions to ensure compliance with contracts, policies, and procedures; and develops and implements procedures to best meet deadlines, goals, and objectives of the Section and the City of Orlando.

Provides administrative support for systems (e.g. imaging/ID/security badge systems); assigns passwords; creates and maintains user security groups; provides training to employees and the public; and assigns building access, parking, and identification cards to City Hall and the City Common parking garages.

Clarifies and interprets policies and procedures; makes recommendations for amendments or revisions to current policies.

Approves and signs all employment verifications.

Coordinates storage of personnel files and destruction of documents with the Records and Archive Management Section.

Assists outside agencies (Secret Service, IRS, or Child Support Enforcement) performing background checks or trying to locate employees or former employees.

Is responsible for conducting research and approving advance personal leave programs. Serves as notary for employment contracts and any other work-related documents as necessary. Responds to subpoenas and may testify as custodian of employee personnel records.

Participates in development and administration of annual budget; prepares various reports; and monitors expenditures.

Prepares personnel transactions for rank promotions for Police and Fire employees.

Serves as Personnel Management Bureau's payroll support for the Simplex System.

Helps HRIS Administrator with business processes in Workday pertaining to HR records.

Manages sick/vacation hours and expired contracts, performing tasks based on defined parameters and prescribed procedures. Manages and distributes sick and vacation hours from the sick leave bank program for Police and Fire departments. Manages, authenticates, and allocates vacation and sick leave hours for firefighter cancer claims.

Initiates and proposes education incentive payments for the Police and Fire departments.

Updates employment records in the databases of The Florida Department of Law Enforcement (FDLE Police) and the Bureau of Fire Standards and Training (FCDICE Fire).

Stays abreast of regulatory amendments to the Sunshine Law - Florida statutes and Florida administrative codes for state and local government in order to stay in compliance.

Submits reports of new hires to Florida Department of Revenue; provides the annual education degree/certification report to the Florida Department of Law Enforcement (FDLE).

Manages all expired contracts and ensures they are renewed before expiration, including those for seasonal temps and contract/benefits-eligible employees.

Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Considerable knowledge of the City's policies and procedures related to promotions, demotions, transfers, and records management.

Knowledge of the bargaining unit agreements and civil service management policies.

Knowledge of electronic document management.

Knowledge of laws governing public employee personnel records.

Knowledge of payroll procedures, computer capabilities, and tax information.

Knowledge of the principles and practices of public personnel administration including records administration.

Knowledge of automated human resource information systems.

Ability to operate a personnel computer for extended periods of time.

Ability to analyze facts and exercise sound judgment in arriving at conclusions.

Ability to communicate effectively, both orally and in writing.

Ability to establish and maintain effective working relationships with all levels of management, employees, and the general public.

Ability to plan, supervise, and review work of assigned employees.

ADDITIONAL QUALIFICATIONS FOR PROMOTION: N/A.