Human Resources

POSITION DESCRIPTION

Title:                                              Human Resources

Department:                                  Administrative

Reports to:                                     Executive Director

FLSA Classification:                        Exempt 

Summary

The Human Resources is an at-will employee of the Housing Authority of the City of Victoria.  The Housing Authority (Authority) operates through laws passed by congress and the state, as well as, under rules and regulations issued by the Department of Housing and Urban Development (HUD).  This position advises the Executive Director (ED) on employee relations and personnel aspects of planning, developing, and executing the Housing authority policies and programs.  The Human Resources coordinates and administers the authority policies as defined by its Board of Commissioners.  The Human Resources will also provide administrative support to the ED and must maintain direct contact with the ED.

The Human Resources is responsible for overseeing employment, compensation, and benefits programs, safety, training, classification and development, employee and labor relations, performance management, strategic planning, grievance hearings and administration, policy and procedure development and implementation, diversity, equity and inclusion planning and career development.  Directs HR research, records management, reporting, and service activities.  Work is confidential in nature requiring advanced communication and managerial skills.  The duties listed below are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with the position.

Work is performed with considerable independence in accordance with established performance standards and within the framework of applicable laws, policies and regulations. Work is subject to review by the ED primarily through conferences and analysis of prepared reports.

Duties and Responsibilities

Effectively manages the administration and/or coordination of employment, labor relations, compensation, and benefits.  Assists and advises all departments in Human Resources matters to maximize employee understanding of Housing Authority goals and policies.

Oversees administration and coordination of all employee benefit programs, including group insurance, life, medical, dental, accident and disability insurance, and retirement savings.  Conducts and/or coordinates employment information presentations/materials and enrollments.

Supervises preparation of employee census to get quotes from insurers and providers of health benefits on an annual basis or as needed.

Develops requests for proposals and oversees and administers contract and consultant labor as required.  In cooperation with Authority attorney, respond to HR legal issues.

Recommends rewards and rewards system.

Provides guidance for overall level of compensation of employees by providing data needed to ensure Authority is maintaining pay scales according to current economic conditions and competitive conditions within the labor market.

Analyzes and supervises the ongoing maintenance of employee job descriptions to ensure identification of skills and abilities that are essential, required, and performed on a regular and continuing basis.  Consults with supervisors and department heads to ascertain duties and woks with them to gather information for the creation of descriptions for hires in new staffing positions.

Develops and implements policies for all staff and oversees adherence to EEOC and affirmative action programs and diversity goals set by the Authority.

Maintains cordial relationship with workers and other supervisors to improve relations between workers and lower-level management personnel by discussing problems, and analyzing and resolving situation directly, if possible, without the necessity of formal complaint procedures.

Participates in employee disciplinary meetings, and complaint procedures, keeping an unbiased stand that balances the need of the employees and the employer, so that each situation can be considered on its own merits and efficient means can be used to solve problems and/or carry through with well thought-out decisions.

Provides consultative support to management, interprets, explains, and enforces Authority police matters and federal and state compliance issues such as non-discriminatory hiring methods, disciplinary actions, terminations, FLSA, EEO, ADAAA, GINA, HIPPA, FMLA, etc. and recommends needed changes.  Coordinates and participates in all diversity and sexual harassment awareness training.

Oversee maintenance of accurate and complete personnel records, ensuring that rules concerning confidentiality and retention are followed.

Plans, directs, supervises, and coordinates work activities of staff relating to employment, compensation, labor relations, and employee relations.  Oversees the employment, training, utilization, counseling, discipline, and termination of subordinate staff and recommends promotions.  Reviews performance evaluations of management staff to ensure objectivity, consistency, clarity, fairness, accuracy, and completeness.  Tracks required and timely completion of employee performance reviews/processes.  Conducts worker's compensation related investigation/audits.

Responsible for recruiting, selecting, evaluating, and developing department and Authority staff.  Reviews and acknowledges receipt of applications received for employment to support management in obtaining qualified candidates through evaluation of qualifications and work history.

Conducts on-boarding orientation for all new hires.

Responds to regulatory inquiries by preparing, reviewing, and submitting written responses to requestor, collaborates with Authority attorneys, and responds or testifies at employee hearing or legal proceedings.

Keeps the Executive Director advised on HR activities, HR operations, Authority-compliance with HR-related matters, and other problems requiring corrective action and implements that action.  

Administers budgetary responsibilities of salary administration, safety, and Human Resources Department.  

Handles documents on a variety of topics of a highly sensitive nature and maintains confidentiality regarding all documents and information received by or in the possession of the employee.

Serves as backup to payroll duties, ensures timely submission of timesheets by staff, and research staff-reported discrepancies to payroll, responsible for Affordable Care Act (ACA) reporting.  Maintains staff wage report including change notices, termination dates, promotions/demotions, and hour changes.

Accountable for consistent adherence to strong Authority standards regarding the ethical, responsible, appropriate use, care, and safeguarding of Authority materials, supplies, Resources, and other assets.

Undertake and performs other work-related duties and special projects as assigned by the Executive Director, including research, evaluation, analysis reporting, recommendation, problem resolution, internal and external communications, etc.

Must attend job related trainings and continuing education offered by various housing associations such as Texas Housing Association (THA), NAHRO, Nelrod, etc.  

Other duties as assigned.

Qualifications and Knowledge

Bachelor's degree in human resources, Business, or closely related field from an accredited college or university with five (5) years of responsible Human Resources experience or an equivalent combination of education, training, and experience resulting in the ability to fulfill the essential job duties of the position.

Thorough knowledge of federal and state employment laws affecting public employees.

Thorough knowledge of Authority operating policies and procedures, pertinent HUD regulations, and federal, state, and local laws and regulations pertaining to public housing Authority Human Resources matters.

Good knowledge of business English and math.

Thorough knowledge of the modern principles, practices, and techniques of personnel management, training, and performance evaluation.

Strong interpersonal and communication skills and ability to present information in a clear, organized, and convincing manner.

Ability to plan, organize and direct the work of all staff employees involved in administrative financial, maintenance, and tenant related services.

Requires advance skills and knowledge of Human Resources systems and approaches which affect the design and implementation of major programs and/or processes Authority-wide.

Ability to accurately and completely document in writing appropriate events and activities.

Ability to plan and direct the work of others and to delegate.

Ability to express ideas clearly and concisely, both orally and in business writing.

Ability to meet aggressive deadlines and effectively manage multiple priorities.  

Ability to identify Human Resources and/or personnel problems and develop effective solutions and/or make valuable contributions toward resolving difficult issues.

Ability to establish and maintain effective working relationships with associates, government officials, and the public.

Ability to prepare clear and concise narrative and statistical reports and deal effectively with situations requiring tach and diplomacy, yet firmness.

Ability to use the computer and a variety of software to efficiently perform responsibilities. Valid driver's license and good driving record.

Ability to be covered under the Authority's fidelity bond.

Supervision Given and Received

The employee receives instruction from the Executive Director. Courses of action, deadlines, and priorities are established by procedure, the Executive Director, or the employee, depending on the assignment. Routine duties are initiated by the employee without supervisory direction. Instructions to the employee may be general or specific in nature, the position involves exercise of discretion with matters related to employees and personnel in Human Resources areas and operations and with respect to duties and responsibilities for the department and VHA. Problems or situations not covered by instructions are usually referred to the Executive Director for collaborative resolution. The employee's work is reviewed periodically for accuracy, completion, and compliance with policies and procedures by a fee accounting firm and auditor.

Guidelines

Guidelines followed by the Human Resources refers to government regulations, federal, state, and local laws, and Authority policies and procedures in performing work.  These guidelines cover most job-related situations, although the employee is frequently required to use independent judgement in making decisions.  If guidelines do not cover a situation, the employee consults the Executive Director, legal counsel or makes a decision based on the circumstances and experience.

Complexity

The employee will be expected to respond to requests from the Executive Director rules, regulations or budgetary items. The employee also performs a variety of related tasks that are routine and repetitive in nature, remaining flexible to adapt to changes depending on circumstances. Tasks have to be coordinated, integrated, and/or prioritized to be accomplished within set deadlines. Routine work is relatively structured, and problems may require consultation with the Executive Director.

Responding to staff members, and coworkers on a continuing basis necessitates great patience, tact, and diplomacy.  Ever-changing laws and regulations require frequent updating and promulgation of Authority plans, policies, and procedures affecting Human Resources issues.

Scope and Effect

The employees work affects Authority employees, their perception of the Authority, and staff compliance with personnel policies and procedures.  Performing duties effectively, efficiently, and in a professional manner enhances work relationships among employees and ensures they obtain needed information and direction in a confidential environment, which contributes to the Authority's overall ability to provide quality services.  The employees work also helps shield the Authority from the potential for employee misunderstandings and the potential for litigation.

Personal Contacts

The Human Resources has contact with a broad range of individuals including applicants, all levels of Authority personnel, attorneys, Workers' Compensation carriers, insurance carriers, and business firms.  Most contacts with people outside the Authority are relatively unstructured and require tact and diplomacy on a routine basis.  Contact often requires negotiation and/or handing of controversial matters.  

Contact serves multiple purposed including giving or gaining information, planning, coordinating, advising, motivating, influencing, directing persons or groups, and justifying, defending, negotiating, and resolving significant and/or sensitive issues.

Physical Demands

Work is principally sedentary, but may involve some physical exertion, such kneeling, crouching, or lifting to obtain files and records, and eyestrain from working with computers and other office equipment.

Must be able to sit or stand for up to eight hours at a time while performing work duties. 

Must be able to bend, stoop, push, and pull in the performance of office-related duties. 

Must be able to use fingers bilaterally and unilaterally to operate office equipment.

Must have vision and hearing corrected to be able to perform essential job functions.

Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.

Must maintain punctuality and attendance as scheduled.

Work Environment

Work involves the normal risks or discomfort associated with an office environment and visits to sites, dwellings, or facilities, confrontations with clients, and negotiations with housing owners, landlords, managers, and agents.  Required site visits may involve exposure to adverse weather and road conditions.

Work requires travel throughout the area, performing fieldwork in inclement weather.  Position may be required to inspect unsanitary dwellings.