HR ANALYST 1* - 12102024-63901

Job Information

State of Tennessee Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF CHILDREN'S SERVICES, CHILD AND FAMILY MANAGEMENT DIVISION, DAVIDSON COUNTY

Qualifications

Education and Experience: Graduation from an accredited college or university with a bachelor's degree.

Substitution of Experience for Education: Qualifying full-time professional or paraprofessional human resources related experience may be substituted for the required education on a year-for-year basis, to a maximum of four years.

Necessary Special Qualifications: None

Examination Method: Education and Experience, 100%, for Preferred Service positions.

Overview

Summary: Under immediate supervision, performs professional human resources administrative work of routine difficulty; and performs related work as required.

Distinguishing Features: This is the entry level class in the HR Analyst sub-series. An employee in this class functions in a training capacity learning to perform a variety of professional human resources management duties including: internal and external affirmative action; employee relations; managing agency performance evaluation, career counseling, employee feedback and other employee services programs; employee development and training; interviewing; supervising human resources transactions, payroll and benefits sections; monitoring organizational structure and classification; and interpreting and enforcing human resources rules, regulations, policies and procedures. This class differs from HR Analyst 2* in that incumbents of the latter function at the working level under general supervision.*An applicant appointed to this flexibly staffed class will be reclassified to the next higher class in the series after successful completion of a mandatory one-year training period; inadequate or marginal performance during the training period will result in automatic demotion or termination.

Responsibilities

Training and Teaching Others:

1. Learns to conduct agency specific and specialized training for agency employees to comply with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures, facilitating change, and improving initiatives.
2. Learns to conduct new employee orientations/on-boarding meetings as required to educate new hires on departmental, state, and federal laws, rules, regulations, guidelines, benefits, processes, and procedures.
3. Learns to conduct benefits meetings to educate employees on available benefits and changes to existing benefits.
4. Learns to prepare training and standard operating procedure documentation to facilitate the work and training of internal business partners.

Interpreting the Meaning of Information for Others

1. Learns to interpret a variety of current human resources rules, regulations, policies, procedures, and documentation for internal and external business partners to facilitate understanding, enhance communications, and ensure compliance.
2. Learns to explain semi-specialized matters or human resources procedures and regulations to the general public, persons in other departments or divisions, or outside organizations and representatives as required.

Analyzing Data or Information:

1. Learns to conduct job analyses to identify tasks and competencies related to performance in various classifications.
2. Learns to analyze processes, policies, and procedures using human resources reporting and documentation to develop recommendations for changes in operations which affect the economy, efficiency and quality of agency operations and services.
3. Learns to determine the appropriateness of salaries for employees using salary surveys and pay plan information to ensure appropriate compensation.
4. Learns to analyze human resources related investigations, disciplinary actions, separations, and exit interview information to identify trends and inform reporting.
5. Learns to analyze leave and attendance documents, overtime reports and payroll, supplemental payroll, longevity, and performance evaluation processing documents in addition to other human resources transactions activities to identify trends, changes, and other relevant factors and inform reporting.
6. Learns to analyze human resources transaction documents and reports for employee appointments, promotions, demotions, reclassifications, flex class changes, separations, terminations, transfers, retirement, and information changes in operating agencies to identify trends, changes, and other relevant factors and inform reporting.
7. Learns to analyze survey data collected by the agency to determine its relevancy to and effects on human resources processes and procedures and inform reporting.

Judging the Qualities of Things, Services, or People:

1. Learns to assess employee disciplinary and performance evaluation documentation to inform recommendations to management.
2. Learns to assess candidate applications to determine qualifications and inform decisions on who should be interviewed.

Providing Consultation and Advice to Others:

1. Learns to assist internal business partners with investigations of employee relations issues according to departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures to develop an action plan for resolving the issue.
2. Learns to notify supervisory personnel of possible violations of departmental, state, and federal laws, rules, regulations, guidelines, policies, and procedures.
3. Learns to advise internal and external business partners on the appropriate application of departmental, state, and federal laws, rules, regulations, guidelines, policies, and procedures for human resources decision making to ensure compliance and effective business practices.
4. Learns to assist in the development of supplemental questions for positions based on the competencies identified in the classification specification to ensure compliance with departmental, state, and federal laws, rules, regulations, and policies.
5. Learns to make recommendations for changes in operations which affect the economy, efficiency and quality of agency operations and services.
6. Learns to advise peers on proper departmental procedures related to the accomplishment of their daily workload.

Evaluating Information to Determine Compliance with Standards:

1. Learns to audit important, detailed, and/or complex human resources records, documentation, and transactions to determine compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
2. Learns to evaluate time and attendance for employees worker's compensation, FMLA, 120 day appointments, leave without pay, and other types of extended leave to determine compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
3. Learns to evaluate employment decisions made by employees and management to determine compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
4. Learns to evaluate employee pay and salary recommendations submitted by internal business partners to determine compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
5. Learns to evaluate employee hiring and retention decisions against affirmative action plan to determine compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
6. Learns to evaluate employee and candidate background check results to identify possible findings and determine next steps.
7. Learns to evaluate candidate and employee qualifications to determine compliance with minimum qualifications and/or necessary and special qualifications.
8. Learns to evaluate human resources related physical and electronic documentation using departmental guidelines, policies, and procedures to ensure compliance with standards.
9. Learns to audit organizational hierarchies and supervisory assignments to ensure chains of command are up to date.

Processing Information:

1. Learns to prepare and correct leave and attendance documents, overtime reports and payroll, supplemental payroll, pay differentials, longevity, unemployment, and performance evaluation processing documents in addition to other human resources transactions activities.
2. Learns to prepare a variety of reports with recommendations for action in areas including but not limited to: attendance, benefits, affirmative action and equal employment opportunity issues; classification and organizational structure; selection and retention; occupational safety and health; employee relations; and other general human resources issues.
3. Learns to prepare, process, and correct human resources transaction documents for employee appointments, promotions, demotions, reclassifications, separations, terminations, transfers, retirement, and information changes.
4. Learns to correct human resources transaction documents submitted by operating agency staff for appointments, promotions, demotions, separations, terminations, reclassifications, transfers, retirement, and information changes.
5. Learns to calculate salary, service and longevity dates, leave balance adjustments, overtime, timesheet corrections and other adjustments as required.
6. Learns to generate salary plan reports for submission to Finance and Administration using a variety of information to identify corrections for classification and compensation issues.
7. Learns to code human resources transactions using appropriate guidelines to inform evaluations and auditing.
8. Learns to prepare, process, and correct information related to special projects, highly confidential transactions, and high-profile transactions as assigned.
9. Learns to prepare and maintain a variety of records and reports such as transaction records, employee files, lists of employees recommended for performance increases and promotions, job specification files, affirmative action records, performance evaluation records, longevity records, leave and attendance records, employee work schedules, overtime reports, and payroll reports.
10. Learns to enter and approve time and leave/overtime requests for internal business partners into the appropriate databases as required.
11. Learns to key coded candidate information into the computer system.
12. Learns to process security access changes in electronic databases to ensure up to date clearances are in place.

Documenting/Recording Information:

1. Learns to document investigations performed for employee relations purposes to ensure accurate information is used in decision making.
2. Learns to document transaction histories for all transactions including but not limited to employee files, lists of employees recommended for performance increases and promotions, job specification files, affirmative action records, performance evaluation records, longevity records, leave and attendance records, employee work schedules, overtime reports, and payroll reports to provide an audit trail for future reference.
3. Learns to document information provided during meetings and training when serving as the sole agency representative to ensure accurate information is disseminated to others.
4. Learns to document and store employee information in electronic databases and/or physical form for employees as required to ensure accurate information is recorded in the employee's records.

Resolving Conflicts and Negotiating with Others:

1. Learns to serve as a mediator for complex issues related to applicant problems with candidates and the general public.
2. Learns to assist assigned supervisor with investigating conflicts between internal business partners and employees according to departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures to develop an action plan for resolving the issue.
3. Learns to negotiate with internal business partners to identify legally defensible and accurate employment decisions are made based on departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
4. Learns to resolve simple conflicts without supervisory input to ensure timely and efficient performance and maintain positive working relationships.
5. Learns to direct complex or difficult to resolve conflicts to assigned supervisor as required.
6. Learns to maintain a respectful and productive work environment within the assigned work unit to minimize disputes and facilitate performance.

Making Decisions and Solving Problems:

1. Learns to approve or deny performance evaluations on behalf of the appointing authority to ensure compliance with standards.
2. Learns to determine employee qualifications for a variety of employment benefits, including but not limited to FMLA, worker's compensation, and qualifying events for insurance to ensure compliance with standards and identify next steps.
3. Learns to determine electronic database and physical security access levels for employees based on the job duties of the employee to ensure the safety and security of facilities and information.
4. Learns to resolve simple transactional issues identified during evaluations and audits using departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures to ensure accurate and timely processing.

Selling or Influencing Others:

1. Learns to sell benefits, internal initiatives, and process changes to employees and other internal business partners during the course of training and communications to facilitate adoption and enhance investment.
2. Learns to sell the organization to candidates and the general public while answering candidate calls and attending job fairs and other recruitment events.

Interacting With Computers:

1. Learns to use appropriate database tracking software specific to the state and agency as required.
2. Uses office productivity software including but not limited to word processing programs, spreadsheet programs, presentation software, web-based email programs, instant-messaging programs, and search engines.

Monitoring Processes, Materials, or Surroundings:

1. Learns to monitor payroll reports to identify pay issues.
2. Learns to monitor time and labor during each pay period to identify timekeeping issues and exceptions.
3. Learns to monitor requisitions to ensure timely and accurate processing of candidates.
4. Learns to monitor electronic databases to ensure transactions process timely and accurately.
5. Learns to monitor supervisory personnel to ensure performance documents are completed timely and accurately.
6. Learns to monitor vacancy reports to identify unfilled positions and inform reporting.

Thinking Creatively:

1. Learns to develop spreadsheets, presentations, forms, form letters, memos, database queries, position advertisements, logs, and other systems as required to facilitate accurate data gathering, tracking, training, and dissemination.
2. Learns to incorporate departmental, state, and federal laws, rules, regulations, and policies into team best practices and standard operating procedures for efficiency and compliance purposes.
3. Learns to develop process improvement suggestions to streamline workflow and improve process cycle times and accuracy.
4. Learns to participate in brainstorming sessions to develop process streamlining initiatives and improve business practices.

Identifying Objects, Actions, and Events:

1. Learns to classify new hires in terms of prior service with the State of Tennessee to ensure accurate service credits, rehire recommendations, sick leave restoration, and probationary status.
2. Learns to identify demographic and position characteristics of candidates and employees using electronic queries to inform affirmative action, Equal Employment Opportunity Commission, and other related reports.
3. Learns to categorize human resources related transactions in electronic databases using appropriate coding to inform evaluations and auditing.

Communicating with Persons Outside Organization:

1. Learns to testify in hearings on behalf of the state related to the results of employee relations investigations as required.
2. Learns to communicate with candidates and the general public when asked questions about salary, job duties, and other work factors to ensure accurate and realistic portrayals of the work involved.
3. Learns to communicate with outside agencies for the purposes of recruitment, employment verification, and background checks.
4. Learns to contact vendors and other outside agencies who administer human resources functions to obtain/provide required information, correct errors, and/or for clarification purposes.
5. Learns to communicate with external business partners to facilitate outside events and programs in which the state/agency participates.
6. Learns to assist candidates with the application process.
7. Learns to communicate with outside callers and senders to ensure questions are directed to the appropriate individuals.

Establishing and Maintaining Interpersonal Relationships:

1. Learns to maintain professional working relationships with peers and upper management to ensure smooth and effective team operations.
2. Learns to liaise with agency Human Resources representatives, state Department of Human Resources representatives, and other organizational representatives to ensure accurate and timely processing of transactions and other human resources related tasks.
3. Learns to network with internal and external business partners to ensure open dialogues exist and to facilitate coordination and unified effort.

Coaching and Developing Others:

1. Learns to mentor less experienced co-workers in their work.
2. Learns to educate candidates on the application and hiring process to facilitate accurate and timely submission of documentation.

Organizing, Planning, and Prioritizing Work:

1. Learns to incorporate last minute and unscheduled tasks into current workload to ensure timely and accurate completion of work.
2. Learns to organize and prioritize personal workload using calendars, lists, and other facilitators to ensure timely and accurate completion of work.

Getting Information:

1. Learns to investigate behaviors and conduct related to workplace conflicts using interviews, documentation, and other sources to establish claim validity and identify possible resolution options.
2. Learns to collect candidate and employee information, documentation, and assessment results for determining compliance with policies, procedures, and necessary and special qualifications to inform selection and retention decisions.
3. Learns to research policies, procedures, guidelines, rules, regulations, and laws related to human resources processes using physical and electronic sources to inform conflict resolution, problem solving, and decision making.
4. Learns to make regular contacts with the general public, persons in other departments or divisions, or outside organizations and representatives for the purpose of furnishing or obtaining information.

Coordinating the Work and Activities of Others:

1. Learns to coordinate workload with internal and external business partners as required to facilitate timely and accurate task completion.
2. Learns to coordinate the announcement of open positions to ensure coverage and compatibility with availability and workload.
3. Learns to coordinate meetings, events, and other special projects as required to ensure availability, attendance, and coverage.

Performing Administrative Activities:

1. Learns to perform a variety of working level professional human resources administrative duties related to internal and external affirmative action and contract compliance; career development and counseling; employee relations; performance evaluation; employee feedback; training coordination; recruitment, interviewing and selection; general human resources management and other areas of professional human resources work.
2. Learns to maintain human resource and other confidential reports, files, and logs as required to ensure compliance with departmental, state, and federal laws, rules, regulations, and best practices.
3. Learns to enter personal time and leave/overtime requests into the appropriate databases as required.
4. Responds to emails, phone calls, and other correspondence as required.
5. Learns to scan, upload, fax, and/or email backup copies of human resources transaction documentation to appropriate individuals.

Communicating with Supervisors, Peers, or Subordinates:

1. Learns to communicate with officials at higher levels on situations requiring cooperation and explanation of the services and activities of the agency.
2. Learns to communicate with assigned supervisor to ensure accurate and timely receipt of instructions and work assignments.
3. Learns to communicate work related information to peers to facilitate teamwork and coordination of effort.
4. Learns to send notifications of special events, changes, and deadlines to internal business partners to ensure timely and accurate receipt of information.
5. Learns to maintain an open dialogue with internal business partners to ensure effective and efficient communications.
6. Learns to participate in staff meetings as required to provide and gather status updates for assigned workload.

Developing and Building Teams:

1. Learns to model effective performance for co-workers to provide a role model, encourage success in others, and enhance trust.

Scheduling Work and Activities:

1. Learns to schedule personal workload to ensure timely processing and account for current workload.
2. Learns to schedule testing and assessments both for applicants and for current employees to determine compliance with necessary and special qualifications and departmental, state, and federal laws and guidelines.
3. Learns to schedule training, orientations, meetings, special events, and projects as required.

Updating and Using Relevant Knowledge:

1. Periodically reviews current departmental, state, and federal information sources to identify relevant changes in policies, procedures, rules, regulations, and best practices to ensure they are knowledgeable on the latest systems.
2. Attends in-service training as required to ensure continual learning and current knowledge of the field.
3. Attends agency specific training as required to ensure compliance with departmental, state, and federal laws and guidelines.
4. Rotates between organizational units and/or departments in a program of building well-rounded staff professionals.

Monitoring and Controlling Resources:

1. Learns to control the ordering and/or distribution of insurance, benefits, and employee handbooks, employee badges, parking decals, service awards, and state ID cards.

Controlling Machines and Processes:

1. Operates a variety of office equipment including but not limited to copiers, scanners, microfiche readers, digital cameras, calculators, adding machines, and fax machines.

Competencies (KSA's)

Knowledge, Skills, Abilities, and Competencies

Competencies:

1. Integrity and Trust
2. Written Communications
3. Customer Focus
4. Ethics and Values
5. Listening
6. Technical Learning
7. Time Management
8. Perseverance
9. Learning on the Fly
10. Patience

Knowledge:

1. Intermediate knowledge of personnel and human resources policies, procedures, and best practices as applied to the public sector.
2. Intermediate knowledge of office productivity software including but not limited to Microsoft Office Suite.
3. Intermediate knowledge of law and government as it pertains to human resources work in the public sector.
4. Basic knowledge of clerical processes and procedures related to office work Basic knowledge of customer and personal service best practices.
5. Basic knowledge of mathematics (arithmetic).

Skills:

1. Intermediate mathematics skills (arithmetic).
2. Intermediate reading comprehension.
3. Intermediate speaking skills.
4. Intermediate writing skills.
5. Intermediate coordination skills.
6. Basic social perceptiveness skills.
7. Basic judgment and decision-making skills.
8. Basic systems analysis skills.
9. Basic time management skills.
10. Basic instructing skills.
11. Active learning skills.
12. Active listening skills.
13. Service orientation skills.

Abilities:

1. Intermediate mathematical reasoning ability.
2. Intermediate oral comprehension ability.
3. Intermediate oral expression ability.
4. Intermediate time-sharing ability.
5. Intermediate written comprehension ability.
6. Intermediate written expression ability.
7. Category flexibility ability.
8. Deductive reasoning ability.
9. Inductive reasoning ability.
10. Information ordering ability.
11. Problem sensitivity ability.
12. Speech clarity.
13. Speech recognition.

Tools & Equipment

1. Personal Computer
2. Telephone
3. Fax Machine
4. Printer
5. Copy Machine
6. Scanner
7. Calculator
8. Other office related equipment as required