City of Fort Wayne

HR Specialist - Recruiter

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Job Code:

2024267

Posted On:

Wednesday, 9th October 2024

Category:

Regular Full Time

Department:

Human Resources

Shift:

8:00 am to 5:00 pm, may vary depending on need.

Location:

Fort Wayne, IN 200 E. Berry Street

Pay Rate:

$55,349.98 to $77,489.54 Annually

Job Description:

SUMMARY

Working under the direction of the Director of Human Resources, the incumbent provides guidance to managers, supervisors, and incumbents regarding Human Resources staffing and recruitment processes. Functions include but are not limited to; recruitment, applicant hiring and job postings, and maintenance of an accurate Human Resources Information System (HRIS). The incumbent is expected to exercise good judgment, independence, initiative, and professional expertise in conducting day-to-day operations. All work duties and activities must be performed in accordance with City and department policies and procedures as well as federal, state, and local regulations. At all times, the incumbent maintains absolute confidentiality of all work-related matters, including personnel records and all associated information. This position is excluded from paragraphs 3 and 4 of City Attendance Policy 305; all other paragraphs of this policy apply.

ESSENTIAL DUTIES AND RESPONSIBILITIESinclude the ability to interact with the public, City incumbents, and outside agencies with patience, tact, respect, and professionalism and the following:

Recruitment and Hiring

• Develops and maintains network of contacts to help identify and source qualified candidates and contacts with educational institutions, employment agencies, placement firms, and other sources of applicants;
• Performs recruitment and hiring duties for the internship program within the City departments;
• Researches and recommends new sources for active and passive candidate recruiting;
• Coordinates the onboarding process of the internship program with the Professional Development Manager;
• Schedules and actively participates in external recruitment activities such as job fairs and outreach programs to continue to recruit a more diverse and qualified applicant pool for City vacancies;
• Conducts meetings with hiring managers to guide them through the recruitment and hiring processes;
• Writes and places advertisements in local, regional newspapers, professional journals and various websites;
• Posts job openings internally and externally, including posting on the Citys website and forwarding postings(s) to various local agencies;
• Screens applicants, schedules and conducts interviews, administers tests, checks references and background, and evaluates applicant qualifications;
• Maintains documents and other materials in accordance with records retention schedule and applicable local, state and/or federal regulations.

Document Processing and Analysis

• Creates and updates Human Resources forms, making sure commonly used forms are available on the Citys intranet/internet;
• Reviews and processes personnel documents, enters data into Human Resource Information System (HRIS) and reviews for accuracy, completeness, and correctness;
• Files any assigned departmental paperwork and/or various documents in the appropriate location within department procedural timeframes.

Department Support

• Acts as back-up to HR Coordinators:
  • Makes job offers, schedules pre-employment physicals and drug screens, sets up files on all new incumbents, and assigns incumbent number;
  • Works with members of the public, community organizations, and/or other City staff to coordinate projects and incumbent activities such as but not limited to, Fort Wayne Community Schools Study Connection, United Way Campaign, Arts United Campaign, United Way Day of Caring, incumbent nights at local sporting events, and on-site book fairs;
  • Manages HR Tracker and performs necessary duties;
  • Performs incumbent folder audits;
• Assesses relative success of each project/incumbent activity and makes recommendations for changes or cancellations.
• Assists new incumbents when completing paperwork and creating personnel folder;
• Assists with scanning and indexing all documents into Document Manager per the records retention schedule;
• Performs necessary Administrative Assistant duties as needed.
• Administrates, reviews, and maintains the Human Resources Department records retention schedule, per procedures outlined by the City Compliance Officer;
• Provides assistance to external departments regarding for HRIS training, questions, and special projects;
• Reviews and updates assigned Standard Operating Procedures on an annual basis.

MARGINAL DUTIES

• Performs special research and/or reports as to include running queries and preparing specialized reports;
• Recommends staffing procedures improvements to effect continual efficiency and increase the level of services performed;
• Performs other duties as assigned.

EDUCATION and/or EXPERIENCE Three (3) years related experience and/or training; or equivalent combination of education and experience in Human Resources.

OTHER KNOWLEDGE, SKILLS and/or ABILITIES

• Understanding of and the ability to make practical application of the customary practices, rules, regulations, procedures, and principals of Human Resources;
• Proficiency in Microsoft Office software, including Word and Excel;
• Ability to follow written and verbal instructions;
• Demonstrated ability to maintain a high degree of organization, coordination and communication with attention to detail and accuracy;
• Ability to comprehend and convey to others the Citys Human Resources policies, practices and procedures;
• Ability to excel in a fast paced environment with multiple priorities and deadlines;
• Ability to establish and maintain cooperative working relationships with incumbents, officials, other agencies and the general public.

PERFORMANCE EXPECTATIONS

The incumbent is responsible to manage their performance in accordance with this job description and the performance expectations provided to them by management. If at any time the incumbent is unsure of their role or specific responsibilities, it is the incumbents responsibility to refer to their job description and ask for clarification from their supervisor. Management will work with the incumbent, as needed, to ensure performance expectations are clearly communicated and performance goals are achieved.

SUPERVISORY RESPONSIBILITIES

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