Human Resources Specialist

May 13, 2020
Petaluma, CA
Job Type


Summary/Class Characteristics

This position is assigned to a 4/10 work schedule, Monday - Thursday and works out of City Hall.

The position opening that we are currently recruiting for will focus on benefits administration, workers' compensation and leaves management and assist with recruitment/selection and employee relations.

Perform a variety of skilled generalist work tasks and activities related to human resources functions including recruitment, examination and selection, classification and compensation, employer compliance, employment data and records, employee and labor relations, benefits administration, workers ' compensation, and workplace safety.

Class Characteristics
General supervision is provided by the Director of Human Resources; responsibilities may include the indirect supervision of technical and/or support staff.

There are two positions in this classification. One classification performs duties primarily in benefits administration and workers' compensation. The other classification performs duties primarily in recruitment, selection, and employee relations. Duties will vary based upon designated area of responsibility.


Oversee and coordinate the daily work activity of the City's workers' compensation program.

Process and prepare specialized forms and documents including the State of California workers' compensation claim and report forms; track and monitor employee leave of absence, lost time, transitional light duty, and return to work.

Work with city employees, department managers, and workers' compensation claims adjuster on the status of an injured employee.

Communicate updates and changes in status to all interested parties; gather and organize information and maintain employees' workers' compensation files.

Plan and conduct recruitment and examining activities; develop job announcements; write and place job advertisements; schedule examination process; screen applications; notify applicants as to his/her status and the timing of the selection process; contact potential raters for oral boards and coordinates scheduling of oral boards; work with departments on the recruitment and examination process; administer written and performance examinations and monitor oral board examinations; verify examination results; coordinate and monitor certification, selection, medical examinations, and start dates.

Review eligibility lists and extend them as appropriate.

Maintain Cal OSHA logs and post annually.

Provide staff support to city's safety committee; prepare agenda safety meetings, meeting notes, and coordinate meeting times and events.

Assist and coordinate the city's Injury and Illness Prevention Program along with safety training programs.

Serve as a liaison between employees and benefit providers.

Process employment separations including CalPERS service and disability retirements.

Oversee and coordinate retirements; meet with and provide information and resources to employees; process appropriate forms.

Prepare required employee notices such as COBRA and FMLA.

Provide and coordinate enrollment sessions for health benefits and other benefit programs; oversee and coordinate enrollment and changes pertaining to various benefits.

Oversee and coordinate the city's administration of the federal and state mandated leaves.

Provide technical assistance and information to city employees, supervisors, and managers in a variety of areas related to human resources administration.

Respond to questions and requests for assistance and information from applicants, candidates, employers, and the general public.

Examine documents, records, and forms for accuracy, completeness, and conformance with applicable rules and regulations.

Review and interpret policies, procedures, City rules and regulations, MOU's, and other documents.

Coordinate and administer the city's Bilingual Pay Program.

Prepare and process agenda items for City Council approval. Prepare and process professional service agreements.

Proofread and check documents for accuracy, completeness, and compliance with policies, and procedures, including correct English usage, grammar, punctuation, and spelling.

Enter, retrieve, and prepare data from various computer programs; track various information, such as part-time hours, PEMHCA, workers' compensation, and cash-in-lieu; prepare correspondence and reports.

Create, modify, and revise forms.

Gather information on classification studies to determine the appropriate duties, responsibilities, qualifications, and other requirements are specified.

Prepare and/or update class specifications.

Conduct a variety of research, studies, and surveys, in support of human resources programs.

Oversee and coordinate the city's performance evaluation appraisal system; provide training to supervisors; keep the program updated and current.

Prepare survey data for the negotiation process.

Conduct employee employment orientations and exit interviews; assist with on-boarding and off-boarding of staff.

Assist in the preparation and monitoring of the department's budget.
Assist in determining annual training needs; coordinate workshops, design schedule, and organize resources.

Perform related duties as assigned.


Knowledge of:
Principles and practices of public administration.

Human resources policies, rules, and regulations; laws, rules, and regulations affecting human resource administration and employment procedures.

Procedures and issues involved in administering benefit programs including workers' compensation, public retirement, health, dental, vision, deferred compensation, flexible spending accounts and other benefit programs.

Workers' Compensation regulatory guidelines and CalOSHA regulations; federal and state laws related to mandated leaves (COBRA, FMLA) and disability leaves and issues.

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Education and Experience
Any combination equivalent to education and experience is likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be:

Education :
Equivalent to an Associate's degree with major course work in public administration, business administration, human resources, or a related field.

Experience :
Three years of progressively responsible, journey-level public sector human resources experience. Experience in public sector recruitment, selection, benefits administration or workers' compensation is highly desirable.

Physical Demands and Working Environment

While performing the duties of this job, the employee is regularly required to sit, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and arms, talk or hear, stand, walk, and stoop, or crouch. Occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Requires the ability to work in an office environment where the noise level is usually moderate.

Closing Date/Time: Continuous

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