Contingent Human Resources Administrative Aide-County Administration, Human Resources

About the Department

CLASS DESCRIPTION

Position Duties

• Administrative and Office Support: Performs general administrative support for the Office of Human Resources. Opens and distributes mail, including confidential/sensitive materials. Performs receptionist duties, responding to internal and external HR-related inquiries. Schedules and organizes physical, hybrid, and virtual meetings using county scheduling and virtual meeting tools. Prepares letters for employees and departmental distribution. Orders office supplies, processes requisitions, receives/distributes materials, and reconciles invoices and monthly credit card statements. Performs other related responsibilities as assigned. Records Management and Data Integrity: Maintains accurate and up-to-date human resource files, records, and documentation. Maintains integrity and confidentiality of HR files and records. Enters, stores, and retrieves data from HR systems including ADP payroll, benefits administration platforms, Iron Mountain records management, and applicant tracking systems. Maintains logs, records, complex files, and retrieves materials as needed. Employee and Applicant Support: Answers frequently asked questions regarding policies, benefits, and hiring processes. Provides staff support during employment testing, training programs, benefits enrollment, and New Employee Orientation (NEO). Creates employee identification badges. Payroll and Timekeeping: Maintains office payroll and leave records. Processes biweekly timesheets for staff, including adjustments, compensatory time, and annual leave reconciliation. Personnel Process Coordination: Receives and processes personnel request forms and related items. Prepares basic operational reports and carries out routine HR processes and procedures. Financial and Expense Administration: Serves as primary office contact for expense-related issues in Human Resources. Processes monthly settlements and maintains documentation for purchases and payments. Performs budget reconciliation, including reviewing income and expense data. Processes employee expense reimbursements in SAP for payment. Event Support: Assists with planning and execution of special events such as benefits enrollment sessions, organization-wide meetings, employee recognition events, holiday gatherings, and retirement celebrations. SUPERVISORY RESPONSIBILITIES: This position has no supervisory duties.

Administrative and Office Support

Records Management and Data Integrity

Employee and Applicant Support

Payroll and Timekeeping

Personnel Process Coordination

Financial and Expense Administration

Event Support

Minimum Qualifications

• Associates degree and two (2) years related experience; or equivalent combination of education and experience. PREFERRED EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES: Associates degree in related field. Proficient with or the ability to quickly learn payroll management, applicant tracking systems, budget management applications, human resource information systems (HRIS), and similar computer applications. PHYSICAL DEMANDS AND WORK ENVIRONMENT: The physical demands and the work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus. The noise level in the work environment is usually moderate. LANGUAGE SKILLS, MATHEMATICAL SKILLS, AND REASONING ABILITY: Demonstrated experience of working in a fast-paced environment and successfully navigating multiple priorities. Excellent verbal and written communication skills. Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy. Excellent organizational and time management skills with good attention to detail. Proficient with Microsoft Office Suite or related software. Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Associates degree and two (2) years related experience; or equivalent combination of education and experience.
• Associates degree in related field.
• Proficient with or the ability to quickly learn payroll management, applicant tracking systems, budget management applications, human resource information systems (HRIS), and similar computer applications.
• The physical demands and the work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to talk or hear.
• The employee is occasionally required to stand, walk, and reach with hands and arms.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, and ability to adjust focus.
• The noise level in the work environment is usually moderate.
• Demonstrated experience of working in a fast-paced environment and successfully navigating multiple priorities.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational and time management skills with good attention to detail.
• Proficient with Microsoft Office Suite or related software.
• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

Benefits

• The following is a summary of the benefits available to Howard County employees who hold full-time benefit-eligible positions. Employees in positions covered by a bargaining agreement should consult their union contract for other specific benefits. Additional details are also available in the Employee Manual and in summary plan descriptions which are available in the Office of Human Resources or at https://www.howardcountymd.gov/human-resources/benefit-plans . FLEXIBLE BENEFITS PLAN: Under the County's flexible benefits plan called CountyFlex, employees may elect to enroll in medical insurance plans, dental insurance plans, optional life insurance, dependent life insurance, and healthcare and dependent care flexible spending accounts. Employee contributions to these benefits are made on a pre-tax basis. Information concerning enrollment options, plan rates and a benefits comparison chart are available in the Office of Human Resources. GROUP TERM LIFE INSURANCE: Employees receive a group term life insurance benefit equal to 2 times their annual salary at no cost. Accidental death and dismemberment coverage is included. The County pays the entire cost for this benefit. Employees may purchase additional coverage under the CountyFlex benefits plan. PAID LEAVE BENEFITS: Annual and Disability Leaves are accrued over 24 pay periods each year. Personal leave is credited on January 1st each year. Use of Annual, Disability and/or Personal Leave requires supervisory approval. ANNUAL LEAVE: During the first 5 years of employment, employees accrue the equivalent of 13 days per year. From years 6 through 10, the accrual is the equivalent of 16 days per year. From years 11 through 20, the accrual is the equivalent of 19 days per year. From year 21 on, the accrual is the equivalent of 21 days per year. Annual leave may not be used during the first 6 months of employment. A maximum of 40 days may be carried over from one fiscal year to the next. DISABILITY LEAVE: Employees accrue the equivalent of 1 day per month (12 days per year). There is no maximum accrual. This leave may be used for the disabling illness/injury of the employee, spouse or minor child or for a serious medical condition approved under F.M.L.A. Absences of over 3 days must be substantiated by a physician's certificate. PERSONAL LEAVE: Employees receive 6 personal leave days each calendar year to be taken during the calendar year. Employees hired after April 30th receive 4 days of personal leave that year; those hired after August 31st receive 2 days; and those hired after November 30th receive no personal leave for that year. Personal leave may not be carried over. HOLIDAYS: Employees are paid for the following holidays: New Year's Day; Martin Luther King Day; President's Day; Good Friday; Memorial Day; Juneteenth; Independence Day; Labor Day; Columbus Day; Veteran's Day; Thanksgiving Day; Friday after Thanksgiving Day; Christmas Day. OTHER PAID LEAVE: Other paid leave will be granted for approved jury duty, military leave, bereavement leave and official leave. Unpaid leave will be granted in accordance with the Family and Medical Leave Act. RETIREMENT: Howard County sponsors a defined benefit plan for its employees. participation in the plan is mandatory. Employees are required to make contributions to the plan, which are taken on a pre-tax basis. Contribution rates are dependent upon the plan in which the employee participates (general plan, or police and fire plan). The County contributes an additional percentage sufficient to ensure that each plan is adequately funded. Complete details are available in the summary plan descriptions which are available in the Office of Human Resources.Howard County Retirement Plan: Employees contribute 3% of salary to the plan. Sheriff Deputies hired after 7/1/2021 contribute 8.5% of salary to the plan. All eligible Corrections Employees must enroll in the Corrections Employees Enhanced Benefit and must contribute 8.5% of salary to the plan.Howard County Police and Fire Employees' Retirement Plan: Sworn police officers and career firefighters must participate in this plan. Police employees contribute 11.6% of salary and Fire employees contribute 7.7% of salary to the plan. SOCIAL SECURITY: Participation is mandatory. Employees contribute at the current established rate. 457(b) DEFERRED COMPENSATION PLAN: Employees are eligible to participate in an IRS 457(b) deferred compensation program. This plan allows employees to defer a portion of their income on a pre-tax basis. Contributions are invested at the employee's direction on a tax deferred basis. EMPLOYEE ASSISTANCE PROGRAM: Employees experiencing problems that affect their personal lives and job performance may take advantage of confidential assessment and referral services. EDUCATIONAL ASSISTANCE: Employees may apply for reimbursement for tuition costs after completion of 6 months of employment. Prior course approval is required. The maximum annual reimbursement is $2500 contingent upon County funding. PAID PARENTAL LEAVE : Employees who have worked for the county for at least twelve (12) months are eligible for twelve (12) weeks of paid parental leave in connection with the qualifying birth of a child, or the placement of a child with an employee for adoption or foster care. Leave must be used within the 12 months following the birth or placement. LONG TERM DISABILITY BENEFITS: Employees who have completed 6 months of service are enrolled in the LTD plan. After 6 months of disability, plan may pay 60% of base monthly pay up to $2500 per month. The County pays the entire cost of this benefit. DISABILITY LEAVE BANK: Employees have established a Disability Leave Bank to which employees may donate disability leave in order to be eligible to receive salary and benefit protection when they are absent due to a serious disabling illness or injury and have exhausted all accrued leave. Employees are eligible to join the Bank after having completed 1 year of employment. Administration of the Bank, including the review and approval of claims for grants of time, is handled in accordance with the Bank's Rules and Regulations which are available in the Office of Human Resources. VOLUNTARY BENEFIT OPTIONS: Employees may elect to enroll in long term care insurance, critical illness insurance, short term disability income protection, and universal life insurance. CREDIT UNION: Employees may participate in the Tower Federal Credit Union through payroll deductions. Loans are also available to qualified applicants.
• GROUP TERM LIFE INSURANCE: Employees receive a group term life insurance benefit equal to 2 times their annual salary at no cost. Accidental death and dismemberment coverage is included. The County pays the entire cost for this benefit. Employees may purchase additional coverage under the CountyFlex benefits plan.
• DISABILITY LEAVE: Employees accrue the equivalent of 1 day per month (12 days per year). There is no maximum accrual. This leave may be used for the disabling illness/injury of the employee, spouse or minor child or for a serious medical condition approved under F.M.L.A. Absences of over 3 days must be substantiated by a physician's certificate.
• PERSONAL LEAVE: Employees receive 6 personal leave days each calendar year to be taken during the calendar year. Employees hired after April 30th receive 4 days of personal leave that year; those hired after August 31st receive 2 days; and those hired after November 30th receive no personal leave for that year. Personal leave may not be carried over.
• HOLIDAYS: Employees are paid for the following holidays: New Year's Day; Martin Luther King Day; President's Day; Good Friday; Memorial Day; Juneteenth; Independence Day; Labor Day; Columbus Day; Veteran's Day; Thanksgiving Day; Friday after Thanksgiving Day; Christmas Day.
• OTHER PAID LEAVE: Other paid leave will be granted for approved jury duty, military leave, bereavement leave and official leave. Unpaid leave will be granted in accordance with the Family and Medical Leave Act.
• RETIREMENT: Howard County sponsors a defined benefit plan for its employees. participation in the plan is mandatory. Employees are required to make contributions to the plan, which are taken on a pre-tax basis. Contribution rates are dependent upon the plan in which the employee participates (general plan, or police and fire plan). The County contributes an additional percentage sufficient to ensure that each plan is adequately funded. Complete details are available in the summary plan descriptions which are available in the Office of Human Resources.Howard County Retirement Plan: Employees contribute 3% of salary to the plan. Sheriff Deputies hired after 7/1/2021 contribute 8.5% of salary to the plan. All eligible Corrections Employees must enroll in the Corrections Employees Enhanced Benefit and must contribute 8.5% of salary to the plan.Howard County Police and Fire Employees' Retirement Plan: Sworn police officers and career firefighters must participate in this plan. Police employees contribute 11.6% of salary and Fire employees contribute 7.7% of salary to the plan.
• SOCIAL SECURITY: Participation is mandatory. Employees contribute at the current established rate.

457(b) DEFERRED COMPENSATION PLAN

• Employees are eligible to participate in an IRS 457(b) deferred compensation program. This plan allows employees to defer a portion of their income on a pre-tax basis. Contributions are invested at the employee's direction on a tax deferred basis.
• EMPLOYEE ASSISTANCE PROGRAM: Employees experiencing problems that affect their personal lives and job performance may take advantage of confidential assessment and referral services.
• EDUCATIONAL ASSISTANCE: Employees may apply for reimbursement for tuition costs after completion of 6 months of employment. Prior course approval is required. The maximum annual reimbursement is $2500 contingent upon County funding.
• PAID PARENTAL LEAVE : Employees who have worked for the county for at least twelve (12) months are eligible for twelve (12) weeks of paid parental leave in connection with the qualifying birth of a child, or the placement of a child with an employee for adoption or foster care. Leave must be used within the 12 months following the birth or placement.

LONG TERM DISABILITY BENEFITS

• Employees who have completed 6 months of service are enrolled in the LTD plan. After 6 months of disability, plan may pay 60% of base monthly pay up to $2500 per month. The County pays the entire cost of this benefit.
• DISABILITY LEAVE BANK: Employees have established a Disability Leave Bank to which employees may donate disability leave in order to be eligible to receive salary and benefit protection when they are absent due to a serious disabling illness or injury and have exhausted all accrued leave. Employees are eligible to join the Bank after having completed 1 year of employment. Administration of the Bank, including the review and approval of claims for grants of time, is handled in accordance with the Bank's Rules and Regulations which are available in the Office of Human Resources.

VOLUNTARY BENEFIT OPTIONS

• Employees may elect to enroll in long term care insurance, critical illness insurance, short term disability income protection, and universal life insurance.
• CREDIT UNION: Employees may participate in the Tower Federal Credit Union through payroll deductions. Loans are also available to qualified applicants.

Supplemental Questions