Class Code: AS112
FLSA Status: Non-exempt

Human Resources Specialist

Bargaining Unit: SEA

DEFINITION:

Under general supervision, a Human Resources Specialist performs advanced clerical duties to support one or more specialized Human Resources (HR) Department functions and processes; reviews and processes workers’ compensation claims and reports and assists with the administration of the workers’ compensation program; serves as a liaison to insurance carriers, claims representatives, contractors and others; assists higher level staff with administrative tasks involving recruitment, benefits, or other HR functions; performs related work as required.

DISTINGUISHING CHARACTERISTICS:

Human Resources Specialist is an advanced level clerical class in the series.  An incumbent in this class performs clerical human resources support tasks of above average difficulty that require substantial knowledge and application of specialized human resources policies, practices, and procedures.  This class may be distinguished from the lower level class of Human Resources Clerk because an incumbent in the latter class performs journey level clerical duties.  It can also be distinguished from the higher level class of Human Resources Technician because an incumbent in the latter class performs journey-level human resources technical duties.   

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

  • Reviews and processes workers’ compensation claim forms and related documents; may train Santa Cruz METRO employees on proper completion of injury reports and related documents.
  • Assists in monitoring workers’ compensation cases from inception to final disposition; prepares and maintains workers’ compensation logs, posters, reports, notices and related records and materials; assists management in maintaining regulatory compliance in the workers’ compensation program.
  • Acts as liaison with other Santa Cruz METRO departments, the workers’ compensation claims administrator, insurance carriers, contractors, and others; assists in preparing proposals, bid specifications and other technical documents.
  • Assists in the development and maintenance of automated databases for workers’ compensation claims; runs queries to compile data and prepares requested reports.
  • Assists in the preparation of the workers’ compensation budget and/or other departmental budgets; monitors claim payments and other administrative expenses; audits, reviews, corrects and prepares statements from workers’ compensation contractors and providers.
  • Provides information to supervisors and employees regarding workers’ compensation; monitors employee absences for potential impact on benefits.
  • Performs data entry to update and maintain the computerized Santa Cruz METRO Human Resources Information System (HRIS); maintains information related to personnel actions such as change of status, hours worked, performance reviews, step advancements, and other HR activities. 
  • Assists in conducting recruitment and testing activities; responds to inquiries regarding job openings and recruitment status; assists in maintaining employee benefit records as needed.
  • Maintains confidential materials, records, files and other privileged information.
  • Monitors departmental expenditures; prepares payment authorizations.
  • Initiates, composes and/or types various department memos, letters, reports, statistical data, and other narrative documents; writes, updates and maintains department procedure manuals. 
  • Answers telephones, greets visitors, and provides information to employees and the public. 
  • Operates standard office equipment; utilizes standard business computer software in performing job tasks.
  • May utilize specialized Santa Cruz METRO software.
  • Drive a Santa Cruz METRO vehicle to perform assignments.
  • Performs related work as required

EMPLOYMENT STANDARDS:

Knowledge of:

  • Modern office practices, procedures, and equipment.
  • General laws, regulations, procedures, and practices pertaining to workers’ compensation claims processing as well as other specialized human resources activities.
  • Clerical processes pertaining to accounting, purchasing, and data maintenance.
  • Business correspondence, formatting, and report writing.
  • Methods of maintaining information in computerized or hard copy files.
  • Clerical methods of researching, gathering, organizing, and reporting data.
  • Methods of prioritizing, planning, and organizing work.
  • Time management techniques.
  • Clerical customer service techniques.
  • Basic mathematics, including percentages and basic statistics.
  • Telephone techniques and etiquette.
  • The effective use of modern office equipment, personal computers, and standard business software. 

Ability to:

  • Follow oral and written instructions accurately.
  • Interpret, explain and apply human resources policies, procedures and regulations.
  • Maintain confidentiality of materials, records, files, and other privileged information using tact and discretion.
  • Gather, record, and summarize data in a variety of formats.
  • Maintain records and control systems with accuracy and attention to detail.
  • Input data into a computerized database.
  • Type finished copy from rough draft or machine transcription.
  • Lead and motivate subordinate staff.
  • Adhere to established work schedules and timelines.
  • Maintain a calm demeanor in stressful situations.
  • Type at a corrected rate of 50 words per minute from clear copy.
  • Work independently using good judgment, tact, and discretion.
  • Balance multiple assignments simultaneously and effectively.
  • Utilize standard office equipment and computer software and learn to use specialized Santa Cruz METRO software if assigned.
  • Communicate clearly and effectively in both oral and written form.
  • Establish and maintain effective working relationships within the department and with other divisions, departments, agencies, suppliers, vendors, and the public. 

MINIMUM QUALIFICATIONS:

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be: 

Education, Training, and Experience:

Two (2) years of course work in organizational development from an accredited college

AND

Four (4) years of progressively responsible clerical experience requiring the operation of personal computers, database systems, typing and maintaining detailed recordkeeping systems. 

Experience must also have included at least two (2) years in a centralized human resources organization.

SHRM certification a plus.

Experience reviewing and processing workers’ compensation claims is desirable.

LICENSES AND CERTIFICATES:

A valid California Driver’s License will be required at the time of appointment and throughout employment.

Must be able to obtain and maintain a current, valid California Class “C” Driver’s License.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands 

While performing the duties of this job, the employee is frequently required to reach with hands and arms; walk, sit and stand; use finger dexterity; talk and hear, and use a keyboard.  Work often requires stooping at the waist and the repetitive use of both hands to grasp and feel objects and.  Work may require lifting up to 20 pounds unaided.  Specific visual abilities required for this job include close vision, distance vision, the ability to see colors and shades, and the ability to perceive depth. 

Mental Demands 

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information and documents; solves problems; uses math and mathematical reasoning; performs detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work.

Work Environment: 

The employee typically works in a standard office environment where the noise level is moderate.

OTHER CONDITIONS OF EMPLOYMENT:

  • Must pass a requisite background check.
  • Must maintain strict confidentiality of work related information. 
  • May occasionally work extended hours or hours outside of the regular schedule.

*Adopted: 12-11-18

*BOD Approved: 08-23-19

*Revised: 00-00-00

*Job Family: Administrative Clerical

*Job Series: HR Clerical

*Job Series Level: Advanced

*Confidential: Yes