Human Resource Specialist - Information Systems

City of Lakeland, FL; Lakeland (FL); On-site; USD 80,000 - 120,000; Full time

Job summary

City of Lakeland is seeking an experienced HRIS Manager to supervise the HRIS department and the HR Operations team. You will oversee data tables, reporting, system upgrades, and training of staff on software and processes.

The role requires a strong technical and analytical background, collaboration with IT and Payroll, ADA compliance, and leadership to ensure accurate records and efficient HR service delivery across the organization.

Qualifications

• Bachelor’s degree from an accredited college or university in Personnel Administration, Business Administration, or a related field.
• Five years of progressively responsible experience in human resource information systems.

Responsibilities

• Oversees the HR module data tables, structures, files, and interface requirements; works with IT, Payroll, and other stakeholders to set up tables and define data fields to ensure proper reporting to internal and external customers.
• Leads and ensures the accuracy of all pay adjustments, changes to the pay scales, and table information.
• Maintains Position Management System with Office of Innovation and Strategy, Finance, and Information Systems Departments.
• Leads and implements process improvements to ensure efficiency in electronic documents and data processing.
• Maintains technology inventory and ensures asset management and upgrades of equipment.
• Supervises the day-to-day activities and operational functions of the Human Resources Information Systems and the assigned HR Operations staff.
• Provides leadership, guidance, training, and performance oversight to HR Operations team members to ensure timely, accurate, and customer-focused service delivery.
• Plans, assigns, reviews, and evaluates the work of assigned HR Operations personnel and ensures compliance with departmental procedures, policies, and service standards.
• Prepares, maintains, and updates employee data for the HR information systems; processes and maintains periodic reports and audits employees to ensure accuracy.
• Designs user-friendly processes, guidelines, and documentation.
• Works closely with IT and Payroll teams to assist with system maintenance, upgrades, patches, testing, and other projects related to the systems.
• Assigns all public records requests to the appropriate person within Human Resources.
• Coordinates with HR team members to identify system improvements and enhancements; recommends and implements solutions; manages permissions, access, personalization, and similar system operations and settings for HRIS users.
• Reviews and maintains the HR websites, InSite, and www.lakelandgov.net.
• Ensures ADA compliance on all public access systems or sites.
• Provides support with ADA and accommodations in partnership with the Policy and Employee Labor Relations.
• Pulls reports, compiles, and submits federally mandated reporting (EEO-04, EEOP, etc.)
• Assists in compiling metrics to respond to EEOC claims.
• Creates and maintains monthly and quarterly HR dashboards using relevant HR metrics to identify trends in various areas to support decision-making and workforce planning.
• Analyzes HR processes and makes recommendations for improvements using technology; oversees the specifications, development, and implementation of new or redesigned systems, reports, and procedures for HR modules to ensure efficient processes.
• Ensures that all end users of HRIS systems understand and can effectively use the necessary systems.
• Assists HR team members with technical issues related to the HRIS system by investigating problems and developing detailed suggestions for resolving them.
• Supervises the HR Analyst—Operations and other assigned HR Operations personnel to ensure daily tasks are completed, policies are followed, and system information is accurate.
• Participates in developing and implementing various Human Resource and Organizational Development initiatives.
• Must be able to perform all essential functions listed in the HR Analyst- Operations (2356) job description, as this position will serve as backup in the absence of the HR Analyst-Operations.
• May be required to participate in and/or facilitate training to support departmental or City initiatives and requirements.
• May be required to work alternate hours as necessary for the efficient operation of the department.
• Position is designated as Mission Critical.

Skills

Oral communication

Analytical thinking

Supervising staff

HRIS management

Education

Bachelor’s degree in Personnel Administration/Business Admin

Tools

HRIS software

Job description

This position supervises and oversees all Human Resources information systems and the Human Resource Operations team, which is responsible for HRIS administration and operational support functions. It is responsible for employee training related to software, reporting, and general system knowledge. This position coordinates with IT, Payroll, and the end customer to implement system upgrades, enhancements, and streamlining. A high level of technical and analytical support is required to ensure that Human Resource systems operate efficiently, maintain accurate records, and support effective HR Operations service delivery.

• Oversees the HR module data tables, structures, files, and interface requirements; works with IT, Payroll, and other stakeholders to set up tables and define data fields to ensure proper reporting to internal and external customers.
• Leads and ensures the accuracy of all pay adjustments, changes to the pay scales, and table information.
• Maintains Position Management System with Office of Innovation and Strategy, Finance, and Information Systems Departments.
• Leads and implements process improvements to ensure efficiency in electronic documents and data processing.
• Maintains technology inventory and ensures asset management and upgrades of equipment
• Supervises the day-to-day activities and operational functions of the Human Resources Information Systems and the assigned HR Operations staff.
• Provides leadership, guidance, training, and performance oversight to HR Operations team members to ensure timely, accurate, and customer-focused service delivery.
• Plans, assigns, reviews, and evaluates the work of assigned HR Operations personnel and ensures compliance with departmental procedures, policies, and service standards.
• Prepares, maintains, and updates employee data for the HR information systems; processes and maintains periodic reports and audits employees to ensure accuracy.
• Designs user-friendly processes, guidelines, and documentation.
• Works closely with IT and Payroll teams to assist with system maintenance, upgrades, patches, testing, and other projects related to the systems.
• Assigns all public records requests to the appropriate person within Human Resources.
• Coordinates with HR team members to identify system improvements and enhancements; recommends and implements solutions; manages permissions, access, personalization, and similar system operations and settings for HRIS users.
• Reviews and maintains the HR websites, InSite, and www.lakelandgov.net.
• Ensures ADA compliance on all public access systems or sites.
• Provides support with ADA and accommodations in partnership with the Policy and Employee Labor Relations.
• Pulls reports, compiles, and submits federally mandated reporting (EEO-04, EEOP, etc.)
• Assists in compiling metrics to respond to EEOC claims.
• Creates and maintains monthly and quarterly HR dashboards using relevant HR metrics to identify trends in various areas to support decision-making and workforce planning.
• Analyzes HR processes and makes recommendations for improvements using technology; oversees the specifications, development, and implementation of new or redesigned systems, reports, and procedures for HR modules to ensure efficient processes.
• Ensures that all end users of HRIS systems understand and can effectively use the necessary systems.
• Assists HR team members with technical issues related to the HRIS system by investigating problems and developing detailed suggestions for resolving them.
• Supervises the HR Analyst—Operations and other assigned HR Operations personnel to ensure daily tasks are completed, policies are followed, and system information is accurate.
• Participates in developing and implementing various Human Resource and Organizational Development initiatives.
• Must be able to perform all essential functions listed in the HR Analyst- Operations (2356) job description, as this position will serve as backup in the absence of the HR Analyst-Operations.
• May be required to participate in and/or facilitate training to support departmental or City initiatives and requirements.
• May be required to work alternate hours as necessary for the efficient operation of the department.
• Position is designated as Mission Critical.

• Bachelor’s degree from an accredited college or university in Personnel Administration, Business Administration, or a related field.
• Five years of progressively responsible experience in human resource information systems.

SPECIAL REQUIREMENTS:

• Must possess and maintain a valid driver’s license.
• Must possess and maintain a valid telephone number.

KNOWLEDGE:

• Labor laws, such as the Fair Labor Standards Act (FLSA) and Family and Medical Leave Act (FMLA).
• Florida’s Government in the Sunshine Law.
• Organizational structure of a medium to large municipality or equivalent employer.
• Various laws and regulations pertaining to municipal personnel administration.

SKILLS:

• Oral communication and preparation of written reports.
• Strong analytical, troubleshooting, and problem-solving techniques.
• Supervising, coaching, and developing HR Operations staff.
• Managing HRIS functions, reporting tools, and operational workflows.

ABILITIES:

• Lead the procurement exercise, working to ensure that the City acquires software systems that meet the department’s needs.
• Translate information into simple language that anyone can understand.
• Use critical thinking to create innovative solutions to complicated problems.
• Troubleshoot software and processes to implement appropriate solutions.
• Utilize the techniques necessary to carry out assigned responsibilities.
• Establish and maintain effective working relationships with co-workers, other city employees, and the general public.
• Make independent judgments and solve administrative problems.
• Develop, implement, and execute Human Resources project plans.
• Effectively supervise, mentor, develop, assign, evaluate, and direct the work of subordinate personnel and HR Operations staff.
• Demonstrated proficiency in the operation of HRIS and report writing software programs.

WORKING ENVIRONMENT/PHYSICAL REQUIREMENTS:

• Sedentary work with some walking or standing at times, exerting up to 10 pounds of force regularly, and routine keyboard use.
• No significant environmental hazards.
• Normal visual acuity, field of vision, hearing, speaking, color perception, taste, smell, depth perception, and texture perception.

This job description outlines the general nature and level of work and is not intended to be an exhaustive list of duties or qualifications. Management reserves the right to modify or assign additional responsibilities as needed.

All City of Lakeland positions are subject to testing (e.g. written, oral, performance, computerized, interview, and/or any combination). Candidates selected for testing will be notified via email or telephone. Please check your e-mail and telephone messages regularly, including "junk" folders. Test times and locations to be announced.

THE CITY OF LAKELAND IS AN EQUAL OPPORTUNITY/EQUAL ACCESS EMPLOYER AND A DRUG FREE WORKPLACE