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Compensation Assistant

Location
Gainesville, FL

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Job Ad
The City of Gainesville is seeking a dynamic and experienced individual who is innovative and forward thinking and will embrace the organization's citizen-centered vision. The community, its elected leaders, and executive leadership team have embraced this vision.
The Human Resources Department 
is seeking a  Compensation Assistant 
who will perform daily support in entering and validating accuracy of employee changes in the Human Resources Information System (HRIS).
 
Tasks to be performed may include but not be limited to: 
  Operates a computer to enter data from a variety of source documents; Ensures employee changes are completed according to bi-weekly payroll schedule;  Provides confirmation of bi-weekly employee changes to Payroll for possible retro pay calculations and to the timekeepers who submitted an employee change via a paper document; Assists other Total Rewards staff with the calculation and review of annual pay increases; Works closely with the HR Analytics Specialist to create and analyze HR / Payroll reports and queries to research errors and make corrections, as needed; Develops and updates documentation on procedural usage of HRIS and provides training to users of the system on how to submit employee changes either in electronic workflow or via paper documents: and Serves on various teams, committees, panels and groups, often acting as a subject-matter-expert on City of Gainesville policies and procedures and contractual agreements including, but not limited to, timekeeping, HRIS, performance management and position control. 
 
To be considered for this position you must have 
graduated from high school or possession of an acceptable equivalency diploma;  and
 five (5) years of experience in classification, compensation, accounting, finance, bookkeeping, payroll or related field performing functions utilizing an electronic system; or an equivalent combination of education, training and experience which provides the required knowledge, skills and abilities.
 
Note
Preference may be extended to candidates with employee data administration experience utilizing an electronic Human Resources Information System (HRIS), e.g., HR/Payroll Advantage. Experience working in a union environment at a public utility and/or municipality is preferred. Microsoft Excel and Word skills are required. Must be able to accurately type 35 wpm. Candidates will be assessed on Excel and Word proficiency prior to being considered for appointment to this position.
 
CareerSource North Central Florida Testing Requirements:
  Typing, Microsoft Word and Excel.

To schedule testing or for testing locations, please **** or (352) 955-2245 (when prompted, press 0 for assistance).

To be considered for this position, passing scores of  35 wpm (or higher) NET
 for typing and an overall score of  Moderate Knowledge
 or higher for  Word
 and  Excel 
may be delivered to the City of Gainesville's Human Resources/Organizational Development Department, 222 E. University Avenue (Old Library Building next to City Hall) or send by **** by 5:00 pm on 08/23/2018 to be considered for this position. Please be sure to include a cover sheet and the first page of each test.

You will need to re-test if the tests you submitted are dated more than one year ago, before 08/23/2017, or if your current scores on file are not at or higher than 35 wpm NET for typing and Moderate Knowledge overall scores for Word and Excel.   
 
**May fill multiple positions
**May administer additional assessments
 
Embracing change is the Gainesville way of life! 
Come join our team as we shift the culture from No to Yes, from reactive to proactive, from policy-oriented to services-oriented, and from silos to teams.
Job Description
SUMMARY
This is sub-professional work supporting the Classification and Compensation Division of the Human Resources Department by entering, reviewing and maintaining employee compensation, classification and status changes data in the Human Resources Information System (HRIS) Ensures that all changes comply with City policies and procedures, labor agreements, ordinances, pay progression programs and governmental regulations.  Acts as primary contact to Timekeepers and other employees for any and all employee pay or status change questions or concerns.

The single position allocated to this classification reports to the Total Rewards Manager and works under general supervision.  Work in this class is distinguished from other classes by its use of independent judgment, critical thought and discretion in the performance of classification and compensation related duties and updating employee records.

EXAMPLES OF WORK*
*This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position.  The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job.  Performance of lower level duties may be required.
ESSENTIAL JOB FUNCTIONS
Serves as a primary contact to City staff for general questions regarding classification and compensation, employee records, timekeeping and other general Human Resources questions; refers questions outside of their area of expertise to the appropriate HR/Payroll staff.

Reviews Employee Status Maintenance Transactions (ESMTs) and other employee documents for accuracy and compliance with City policies and procedures, labor agreements, ordinances, pay progression programs and governmental regulations; reviews any concerns with supervisor and/or Timekeeper prior to entering employee and position data into the HRIS in an accurate and timely manner.  Reviews and quality assures employee changes submitted by departments electronically and manually enters employee changes submitted via paper documents that include, but is not limited to; pay changes, transfers, separations from employment, changes to or from part-time, payroll account changes, performance evaluations and table updates.

Assists other Classification and Compensation Division staff with the calculation and review of annual pay increases.  Acts as lead for the upload of new pay rates onto individual employees' records.

Assists with the upload of new or established pay plans using a combination of manual and automated methods.

Works closely with the Human Resources Analytics Specialist, to create and analyze HR / Payroll reports and queries to research errors or to find potential errors and make corrections, as needed.  Performs quality assurance control and periodic audits of the HRIS database.

Serves as primary resource and trainer to Timekeepers on general timekeeping, employee data maintenance processes and procedures, position control, employee evaluations and the employment cycle.  Assists with the development of new training on these topics. 

Performs periodic on-site Timekeeping audits at locations within the city to ensure that processes and procedures are being followed.

Oversees the longevity payment event on a semi-annual basis and handles year-round longevity payments for those entering the Deferred Retirement Option Plan (DROP) and for employees and regular retirees who are exiting that option.

Assists with troubleshooting HRIS problems and testing solutions in coordination with other departments and individuals.

Uses Microsoft Access or other data query and report writing tools to create simple to somewhat complex queries, reports and data analysis; interrelates and presents data that includes quantitative and/or qualitative information about employee compensation, classification and status and assists HR staff in interpreting and using the data.  Presents data in Excel, PowerPoint or Word format.

Assists with responses to public records requests regarding official records of City employees.

Researches employees' work history, as requested by Human Resources staff and City management.

Serves on various teams, committees, panels and groups, often acting as a subject-matter-expert on City of Gainesville policies and procedures and contractual agreements including, but not limited to, timekeeping, HRIS, performance management and position control.

Researches job description and salary information for responses to assigned external compensation surveys.

Recommends courses of action on classification and compensation matters to HR staff and to external departments based on policies and procedures, history, and past practices.

Assists with scanning of personnel documents and job descriptions into an electronic document management system.

Attends work on continuous and regular basis.

NON-ESSENTIAL JOB FUNCTIONS
May be required to assist other divisions in the completion of their work.

Performs other related duties as assigned.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential job function satisfactorily.  Below are the required education, experience, knowledge, skills and abilities to perform the essential functions.
EDUCATION AND EXPERIENCE
Graduation from high school or possession of an acceptable equivalency diploma; and five (5) years of experience in classification, compensation, accounting, finance, bookkeeping, payroll or related field performing functions utilizing an electronic system;

or an equivalent combination of education, training and experience which provides the required knowledge, skills and abilities.

Prefer candidate with employee data administration experience utilizing an electronic Human Resources Information System (HRIS).

Experience working in a union environment at a public utility and/or municipality is preferred.

Ability to learn Microsoft Access on the job; and moderate level Excel and Microsoft Word skills are required.

Must be able to accurately type 35 correct words per minute.

Candidates will be tested on Excel and Word proficiency prior to being considered for appointment to this position.

CERTIFICATIONS OR LICENSES
Licenses
None.
Certifications
None.

KNOWLEDGE, SKILLS AND ABILITIES
Ability to obtain knowledge of City policies and procedures, labor agreements, ordinances and pay progression programs.

Working knowledge of compensation principles, practices and procedures.

Good analytical and research skills as demonstrated by the ability to develop, assess, and blend information and recommendations from a wide variety of sources.

Good critical and creative thinking skills to assess and resolve problems or issues by gathering and assessing information, taking advice, and using judgment that is consistent with standards, practices, policies, procedures, regulations or law.

Basic knowledge of administration and maintenance of an electronic business information system and document management system.

Demonstrated working knowledge of personal computers and relevant software, including moderate level of Microsoft Word and Excel.; And has the ability to quickly learn new software, including the ability to create data queries and reports in Access.

Excellent written and oral communication skills as demonstrated by the ability to articulate somewhat complex information and issues clearly, concisely, and persuasively.

Ability to design materials to effectively educate the workforce about key compensation and classification initiatives.

Strong interpersonal skills as demonstrated by the ability to interact collaboratively and productively and to establish and maintain effective working relationships with individuals of diverse backgrounds including elected and appointed government officials, Charter Officers, City employees, union representatives, representatives of other agencies, and the general public.

Demonstrated ability to work as part of a team in a collaborative environment, build consensus and promote the exchange of information among HR and City staff.

Strong organizational skills to plan and independently execute projects/tasks within specific deadlines.

Ability to work under high stress levels, with frequent interruptions and with tight and often changing deadlines.

Strong attention to detail in order to compose a variety of written documents which are intended to present a position on a given matter.

Ability to maintain security and confidentiality.

Ability to perform data entry accurately and timely within Payroll deadlines.

Ability to identify actual and potential problems.

Ability to work in a collaborative environment and respect the perspective and opinions of others.

Ability to work independently and take initiative.

Ability to juggle multiple competing tasks and demands with the appropriate sense of urgency.

Demonstrates a strong customer orientation.

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS
To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work related environmental conditions.
PHYSICAL REQUIREMENTS
While performing the duties of this job, the employee is often required to sit for prolonged periods of time.

Work in this classification is performed indoors at a desk/workstation requiring extended periods of sitting and operating a computer, and may on occasion require very limited (less than 20 pounds) physical lifting, pushing and pulling to perform essential job functions.

WORK ENVIRONMENT
May require occasional work outside regularly scheduled work hours, including evenings, nights, weekends and holidays.

 
To learn more about benefits offered from the City of Gainesville / Gainesville Regional Utilities, please visit our benefits page at:

****01
Please select the highest level of education you have completed.
High School or Equivalency
Associates Degree
Bachelors Degree or higher
02
Please select the answer that best describes your years of work experience in classification, compensation, accounting, finance, bookkeeping, payroll or other related field. **NOTE: All experience must be clearly listed and shown on your application to be considered**
Less than two years
Two years to less than five years
Five years or more
03
Please name each company/organization/agency where you gained your years of work experience in classification, compensation, accounting, finance, bookkeeping, payroll or other related field. **NOTE: All experience must be clearly listed and shown on your application to be considered**
04
Do you have work experience updating and maintaining employee records utilizing an electronic HRIS system? **NOTE: All experience must be clearly listed and shown on your application to be considered**
Yes
No
05
Please describe in detail, your specific work experience in updating and maintaining employee records utilizing an electronic HRIS system. **NOTE: All experience must be clearly listed and shown on your application to be considered**
06
Do you possess experience working in a union environment at a public utility and/or municipality?
Yes
No
07
Please Select from the options below where you initially learned about this employment opportunity.
City of Gainesville Website
Governmentjobs.com
Career Source
Indeed.com
Other
08
If you selected Other from the above option, please identify where you initially learned about this employment opportunity: *Please type N/A if this question does not apply to you.*
Required Question
Agency
City of Gainesville
Website
****Address
222 E. University Ave
PO BOX 490
Gainesville, Florida, 32627
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