Administrative Specialist II

City of Virginia Beach - Virginia Beach, VA3.9

Full-time
Representative Work Functions and Responsibilities

Conduct investigations regarding employee conduct and/or performance.

Conduct interviews and counseling / coaching sessions with supervisors and employees, and formulate recommendations regarding appropriate courses of action.

Provide advice to supervisors regarding employee relations matters.

Plan and conduct training for Human Services supervisors which reflects current theoretical and methodological trends in the Human Resources and Human Services fields. In particular, provide training regarding employment laws as well as best practices regarding handling employee relations matters in order to upgrade staff skills and effectiveness.

Make recommendations for specific training and give speeches and conduct training and workshops for professional groups in the community on specific areas of human services as they relate to agency services to achieve community and stakeholders education and establish good working relationships.

Develop a training resource library for agency staff in order to support professional staff skills and productivity.

Provide a broad range of consultation services throughout the Department and community.

Collaborate with supervisors regarding disciplinary documents, evaluations, Performance Improvement Plans, etc.

Create reports regarding employee relations cases and issues.

Speak with employees regarding concerns about their employment.

Provide advice regarding, and participate in, the grievance procedure.

Interact and collaborate with City Human Resources regarding cases, policies, procedures, etc.

Interpret policies and procedures for supervisors and employees.

Collaborate with City Employee Relations, employees, and supervisors regarding requests for accommodations pursuant to the Americans with Disabilities Act.

Provide information to supervisors and employees regarding FMLA leave and provide documentation to employees regarding their leave.

Collaborate with City Employee Relations and the City Attorney’s Office regarding discrimination charges.

Participate in meetings with members of the Executive Leadership Team and their direct reports

Conduct research and analysis, identifying internal and external resources to obtain information and data, and composing reports requiring in-depth knowledge of the division/department’s business and City/Municipal processes; analyze data from numerous sources, extracting data pertinent to the study, evaluating its application to department/division requirements, and compiling and structuring data into understandable, functional format; review reports on related issues from other jurisdictions, reference books, city/state/federal code, legal briefs/decisions, etc. and analyze information and its applicability to the City of Virginia Beach; author narrative and statistical reports and presentations that present alternatives for decision-making to higher authorities; and may provide a listing of alternatives with the pro’s and con’s of each alternative, endorsing one alternative and providing supporting justification.

Collaborate with Human Resources divisions as needed to ensure consistency in the application of policies and procedures. Maintain confidential but current awareness of actions / decisions that may impact related activities and outcomes. Proactively inform appropriate HR staff of possible department actions intended to be implemented by operating departments. Seek HR division advice as it relates to service or counseling being provided to operating departments

Guide and counsel supervisors and employees on proposed HR actions to ensure consistency and compliance with the established City, state or federal policies, procedures and regulations.

Evaluate and recommend modifications to policies and procedures in response to changes in law, City strategy and Council directives, or perceived problems.

Perform other job duties requiring skills, knowledge and physical requirements as demanded by those duties described or less. Individual assignments will be determined by the supervisor based on then current workloads and department needs.

Official City Job Description:
https://www.vbgov.com/government/departments/human-resources/Employment-VBGOV/Job%20Descriptions/Administrative_Specialist_I_01810.pdf

Minimum Requirements:
Minimum Qualifications:
Requires any combination of education (above the high school level) and/or experience equivalent to five (5) years in fields utilizing the required knowledge, skills, and abilities, such as business or public administration.

Special Requirements:
All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.

Additional Requirements:
DMV Transcript: Not Required
CDL: Not Required
DOT History: Not Required
CPS Check: Not Required
Physical: Not Required
Respirator: Not Required
Polygraph Review: Not Required
Psychological Screening: Not Required

Attachments Required:
Preferences:
Bachelor's or Master’s Degree in Human Resources.
Five (5) or more years of experience as a trainer/instructor in employment matters.
Experience conducting internal investigations.
Familiar with employment laws such as FLSA, FMLA, Title VII, ADA, USERRA, and ADEA.
Experience interpreting and drafting policies and procedures.
Experience advising and collaborating with supervisors to create disciplinary and other employment actions letters; performance evaluations; performance improvement plans, etc.
Experience with formal and informal grievance procedures.
IPMA-CP/CS; World At Work-CCP; SHRM-CP/SCP, PHR/SPHR; Franklin-Covey-FC; Situational Leadership; AG; and/or MBTI.

Special Instructions:
Please complete the application in its entirety. The application is the primary required document used to screen qualifications and years of experience. A resume does not replace a completed application. Fields on the application left blank, including but not limited to job duties, dates of employment, and hours worked, may cause your application to be incomplete.
You will not be able to access the details of this job ad once the closing date has passed. If you would like to retain this information, please take a screen shot or print using your browser's printing capability.
Your responses to any "Supplemental Questions", if attached to this requisition, must be supported by the information you give us in the work experience section of this application. Be sure you are thorough in describing your skills and duties as you complete the work experience section. If the information cannot be verified you will not receive credit.
Please provide a copy of any certifications or related professional licenses.

VRS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.

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