City of South Portland, Maine | Official Website
9585-35242500Position Description Title: Employee Relations ManagerStatus: Full TimeClass Grade: 37 14 FLSA Status:ExemptDepartment: Human ResourcesRevision date: April 2021Nature of Work: The Employee Relations Manager assists the Human Resources Director to plan, implement, organize, supervise, manage and evaluate the City’s Human Resources programs, operations, functions and activities. Works closely with the Director to ensure city-wide compliance with the Personnel Policy, Collective Bargaining Agreements, federal and state laws, regulations, statutes, and related interpretive guidance. The position directly oversees recruitment, Leaves of Absence, maintaining current job descriptions and accurate FLSA status, performance management, and overall employee and supervisor assistance. Supervision Received/ Exercised: Works under the general direction of the Director of Human Resources. This position currently oversees one staff person but has no direct supervisory responsibilities.Essential Duties and Responsibilities: Assist the Director of Human Resources in the establishment of Department goals, objectives, priorities, and allocation of resources.Act for the Director of Human Resources in his/her absence.Assists the Director with overall management of the Employee Classifications and Compensation program. Responsible for maintaining Job Descriptions, FLSA status, and classification and reclassification recommendations. Collaborate with supervisors, managers and department heads regarding Job Description reviews and amendments, ensuring city-wide consistency. Responsible for all phases of employee hiring, including recruitment, on-boarding, retention and benefits, in coordination with the HR Specialist and the Benefits Manager. Evaluation of candidate experience for determination of initially offered wages.? Make determinations of Creditable Service for new employees in regards to vacation accruals, according to the guidelines of the Personnel Policy.Primary administrator of Family and Medical Leave, including consultation, approval, documentation, tracking and follow up.Primary administrator of other types of leaves of absence.Coordinate with the Human Resources Specialist in managing and documenting Workers’ Compensation claims, including ensuring accurate and timely reports are submitted, records and documents are properly maintained, and cases are managed in accordance with state and federal law.Counsel and advise Department Heads, City officials, supervisors, and employees on the interpretation, application, and maintaining compliance with city Personnel Policy, work rules, regulations, and Collective Bargaining Agreements. Provide accurate and timely responses and guidance to human resources and employee relations problems and inquiries received from employees or supervisors.Serve as the primary internal consultant regarding performance management issues. Collaborate with supervisors on improvement plans, evaluations and process of counseling.Monitor, investigate, review, verify, adjust, and resolve City personnel actions, complaints, discipline, grievances, and appeals.Investigate Equal Employment Opportunity (EEO), Fair Labor Standards Act (FLSA), illegal harassment, employee misconduct, grievances, and Americans with Disabilities Act (ADA) complaints as assigned; develop findings of fact and make appropriate remedial recommendations to the Director.Participate in the design, review, and administration of the City's Performance Appraisal Program and implementation procedures, including collaboration with the Human Resources Specialist in monitoring the individual employee performance appraisals and communicating with Department Heads and Managers when appraisals are due, and to assist with language or characterization of performance issues.Oversee Clerk and City Manager performance review process with City Council.Serves as a Designated Employer Representative for the City’s drug free workplace and Drug and Alcohol Testing Programs including maintaining the applicant drug and alcohol testing policy and programs and overseeing reasonable suspicion protocols and training.Assist the Director with contract administration and negotiations.Assist the Director with policy and contract interpretations (including the City’s Personnel Policy), recommend revisions, track issues, and assist with new or revised policy rollout, including supervisor and employee education and clarity.Assist the Director to track precedents or interpretations to Policies and Collective Bargaining Agreements or other areas of Human Resource Management.Monitor and ensure consistent application of policies, processes and procedures across departments as practical.Monitor policy adherence for issues such as such as Vacation Carryover, required annual compliance trainings and policy distribution.Assist the Director of Human Resources, and the Safety Coordinator in the development, administration, and evaluation of the City’s Safety and Risk Management Program.Assist the Director of Human Resources with identifying and delivering staff development training and organizational development.Assist the Director in the formulation and execution of the Department's operating budget.Prepare periodic reports on assigned projects and functional areas, including goal-setting, HR/MUNIS system, operations, and implementation of best HR practices.Identify and make recommendations for operational areas requiring improvement.May serve as a member of the City’s Wellness Committee.Administer Human Resources programs, systems, best practices, and activities as assigned.Perform human resources and employee/labor relations special studies, research, and surveys as assigned. Ensure maintenance of accurate personnel records, documentation, and confidentiality in the workplace.Perform other duties as assigned.Required Knowledge, Skills, and Abilities:Knowledge of the principles and practices of business administration and their application to public sector management, particularly local government.Knowledge of the principles, practices, procedures, methods, and legal issues pertaining to personnel and human resources management, including recruitment, on-boarding, classification, compensation, and benefits.Knowledge of various federal and state laws, statutes, and regulations specific to personnel and human resources management such as EEO, FLSA, federal and state Family and Medical Leave Act (FMLA), Workers’ Compensation Act, ADA, Health Insurance Portability and Accountability Act (HIPAA), labor relations/collective bargaining, as well as court and regulatory body decisions governing or relevant to human resources management and compliance.Knowledge and understanding of job evaluation systems. Knowledge of budgeting and fiscal principles, practices, procedures, and methods.Knowledge of municipal government and organizational development.Skill in organizing and managing functions and activities relating to the conduct of investigations, fact-finding processes and resolution of grievances.Ability to plan, organize, develop, and effectively administer programs and related activities to establish and enforce federal, state, and City statutes, ordinances, and regulations.Ability to plan, assign, direct, coordinate, review, and evaluate the work of staff engaged in the various professional, technical, and administrative functions comprising employee relations and human resources management.Ability to identify problems and to initiate solutions and/or corrective measures.Judgement, maturity and interpersonal skills are required in initiating difficult conversations, fielding complaints, receiving protected health information, and problem solving around solutions.Skills and abilities include sensitivity, tact, firmness, decisiveness, discretion and judgement to know when an issue needs research or elevation prior to a recommendation or a decision.Ability to work professionally, safely, and follow all established safety rules and procedures. Must be willing to take initiative, have the ability to accept constructive criticism, be dependable, maintain a positive attitude and represent the organization in a professional, courteous manner.Ability to work in a team environment and maintain effective working relationships with other employees; be consistent in dealing with people; actively listen and be sensitive to others concerns, with or without being directly involved. Must exclude personal bias from work performance, exercise tact and diplomacy, and strive to promote and maintain a cooperative workplace atmosphere.Ability to communicate effectively verbally and in writing. Ability to understand and carry out written and oral instructions as well as follow established standard operating procedures.Proficiency in Microsoft Office software and the ability to learn and utilize associated HR software programs and applications, such as MUNIS.Ability to communicate effectively, both orally and in writing.Ability to establish and maintain effective working relationships with City officials, including the City Manager, Department Heads, City employees, union officials, attorneys, and mediators.Ability to work productively and cooperatively with managers, supervisors, co-workers, and the general public.Minimum Qualifications:Education: Bachelor’s degree from an accredited college or university in Public Administration, Human Resources Management, Business, or a related academic field. A Master’s degree is desirable.Experience: Four (4) to seven (7) years of progressively responsible professional personnel experience, preferably in the public sector, with emphasis in recruitment, classification, and compensation; plus two (2) to three (3) years supervisory or management experience, ideally related to Human Resources; or the equivalent in education, training, and experience that would provide the necessary knowledge, skills, and abilities. Human Resources professional certification through SHRM, Human Resources Certification Institute or International Public Management Association is preferred. Physical Demands:While performing the duties of this job, the employee is frequently required to walk, talk, hear, sit, use hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this position include close vision and the ability to adjust focus. The employee may be required to push, pull, lift and/or carry up to 25 pounds. The employee must have the ability to hear within three feet and on the telephone.This is light work performed in an office environment and requires no unusual physical demands.Visual acuity is required for reviewing and maintaining computer and written files.Incumbent is required to have sufficient hearing ability to perceive information at normal spoken word levels.Manual dexterity to operate standard office computer and other equipment is required.The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions, provided that such reasonable accommodations do not pose an undue hardship for the City. External and internal candidates, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act, must be able to perform the essential job functions (as listed) either aided or with assistance of a reasonable accommodation to be determined by management through the interactive process, on a case by case basis.The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the need of the employer and requirements of the job change. ................
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