State of Tennessee Hiring for HR ANALYST – – at Memphis, TN  Full Time

Job Information

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

Qualifications

Summary

Responsibilities

1. Interprets 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. Explains 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.

1. Conducts 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. Conducts 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. Prepares training and standard operating procedure documentation to facilitate the work and training of internal business partners.
4. Conducts benefits meetings to educate employees on available benefits and changes to existing benefits.

1. Conducts job analyses to identify tasks and competencies related to performance in various classifications.
2. Analyzes 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. Determines the appropriateness of salaries for employees using salary surveys and pay plan information to ensure appropriate compensation.
4. Analyzes human resources related investigations, disciplinary actions, separations, and exit interview information to identify trends and inform reporting.
5. Analyzes 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.
6. Analyzes 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.
7. Analyzes survey data collected by the agency to determine its relevancy to and effects on human resources processes and procedures and inform reporting.

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

1. Notifies supervisory personnel of possible violations of departmental, state, and federal laws, rules, regulations, guidelines, policies, and procedures.
2. Advises 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.
3. Assists 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.
4. Assists 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. Makes recommendations for changes in operations which affect the economy, efficiency and quality of agency operations and services.
6. Advises peers on proper departmental procedures related to the accomplishment of their daily workload.

1. Audits 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. Evaluates 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. Evaluates 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.
4. Evaluate employment decisions made by employees and management to determine compliance with departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures.
5. Evaluates 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. Evaluates candidate and employee qualifications to determine compliance with minimum qualifications and/or necessary and special qualifications.
7. Evaluates employee and candidate background check results to identify possible findings and determine next steps.
8. Evaluates human resources related physical and electronic documentation using departmental guidelines, policies, and procedures to ensure compliance with standards.
9. Audits organizational hierarchies and supervisory assignments to ensure chains of command are up to date and valid.

1. Prepares 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.
2. Prepares and corrects 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.
3. Prepares, processes, and corrects human resources transaction documents for employee appointments, promotions, demotions, reclassifications, separations, terminations, transfers, retirement, and information changes.
4. Corrects human resources transaction documents submitted by operating agency staff for appointments, promotions, demotions, separations, terminations, reclassifications, transfers, retirement, and information changes.
5. Calculates salary, service and longevity dates, leave balance adjustments, overtime, timesheet corrections and other adjustments as required.
6. Codes human resources transactions using appropriate guidelines to inform evaluations and auditing.
7. Prepares, processes, and corrects information related to special projects, highly confidential transactions, and high profile transactions as assigned.
8. Generates salary plan reports for submission to Finance and Administration using a variety of information to identify corrections for classification and compensation issues.
9. Prepares and maintains 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. Keys coded candidate information into the computer system.
11. Enters and approves time and leave/overtime requests for internal business partners into the appropriate databases as required.
12. Processes security access changes in electronic databases to ensure up to date clearances are in place.

1. Assists 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.
2. Negotiates 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.
3. Serves as a mediator for complex issues related to applicant problems with candidates and the general public.
4. Resolves simple conflicts without supervisory input to ensure timely and efficient performance and maintain positive working relationships.
5. Directs complex or difficult to resolve conflicts to assigned supervisor as required.
6. Maintains a respectful and productive work environment within the assigned work unit to minimize disputes and facilitate performance.

1. Documents investigations performed for employee relations purposes to ensure accurate information is used in decision making.
2. Documents 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. Documents information provided during meetings and training when serving as the sole agency representative to ensure accurate information is disseminated to others.
4. Documents and stores employee information in electronic databases and/or physical form for employees as required to ensure accurate information is recorded in the employee’s records.

1. Resolves benefit, time and attendance, pay, and other issues using departmental, state, and federal laws, rules, regulations, guidelines, processes, and procedures to ensure accurate and timely processing.
2. Determines 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. Approves or denies performance evaluations on behalf of the appointing authority to ensure compliance with standards.
4. Determines 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.
5. Resolves 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.

1. Develops 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. Incorporate departmental, state, and federal laws, rules, regulations, and policies into team best practices and standard operating procedures for efficiency and compliance purposes.
3. Develops process improvement suggestions to streamline workflow and improve process cycle times and accuracy.
4. Participates in brainstorming sessions to develop process streamlining initiatives and improve business practices.

1. Sells 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. Sells the organization to candidates and the general public while answering candidate calls and attending job fairs and other recruitment events.

1. Uses 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.

1. Coordinates with non-human resources personnel to resolve issues with complex or highly sensitive transactions including but not limited to disciplinary actions, retirement issues, salary issues, benefits issues, and medical leave issues.
2. Coordinates workload with internal and external business partners as required to facilitate timely and accurate task completion.
3. Coordinates the announcement of open positions to ensure coverage and compatibility with availability and workload.
4. Coordinates meetings, events, and other special projects as required to ensure availability, attendance, and coverage.

1. Identifies demographic and position characteristics of candidates and employees using electronic queries to inform affirmative action, Equal Employment Opportunity Commission, and other related reports.
2. Categorizes human resources related transactions in electronic databases using appropriate coding to inform evaluations and auditing.
3. Classifies 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.

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

1. Testifies in hearings on behalf of the state related to the results of employee relations investigations as required.
2. Communicates with outside agencies for the purposes of recruitment, employment verification, and background checks.
3. Communicates 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.
4. Contacts vendors and other outside agencies who administer human resources functions to obtain/provide required information, correct errors, and/or for clarification purposes.
5. Communicates with external business partners to facilitate outside events and programs in which the state/agency participates.
6. Assists candidates with the application and hiring process.
7. Communicates with outside callers and senders to ensure questions are directed to the appropriate individuals.

1. Investigates behaviors and conduct related to workplace conflicts using interviews, documentation, and other sources to establish claim validity and identify possible resolution options.
2. Collects 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. Researches 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. Makes 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.

1. Incorporates last minute and unscheduled tasks into current workload to ensure timely and accurate completion of work.
2. Organizes and prioritizes personal workload using calendars, lists, and other facilitators to ensure timely and accurate completion of work.

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

1. Liaises 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.
2. Maintains professional working relationships with peers and upper management to ensure smooth and effective team operations.
3. Networks with internal and external business partners to ensure open dialogues exist and to facilitate coordination and unified effort.

1. Performs 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. Maintains 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. Enters personal time and leave/overtime requests into the appropriate databases as required.
4. Responds to emails, phone calls, and other correspondence as required.
5. Scans, uploads, faxes, and/or emails backup copies of human resources transaction documentation to appropriate individuals.

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

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

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. Rotates between organizational units and/or departments in a program of building well-rounded staff professionals.
3. Attends in-service training as required to ensure continual learning and current knowledge of the field.
4. Attends agency specific training as required to ensure compliance with departmental, state, and federal laws and guidelines.

1. Schedules personal workload to ensure timely processing and account for current workload.
2. Schedules training, orientations, meetings, special events, and projects as required.
3. Schedules 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.

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

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

1. Ethics and Values
2. Integrity and Trust
3. Written Communications
4. Perseverance
5. Customer Focus
6. Informing
7. Problem Solving
8. Organizing
9. Organizational Agility
10. Dealing with Ambiguity
11. Standing Alone

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

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

Abilities:

1. Intermediate mathematical reasoning ability
2. Intermediate oral comprehension ability
3. Intermediate oral expression ability
4. Intermediate written comprehension ability
5. Intermediate written expression ability
6. Intermediate time sharing 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

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver’s license
• For the past five years, the candidate’s driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.

Please include your Driver’s License Information under the Licenses and Certifications section of your application.

**Agencies may allow an exception based on other factors.