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Work for the Library

Vacancy Announcement – Director of Human Resources


Job Summary

Position: Director of Human Resources

Salary Range: $43,068 – $68,909 per year

Lead and direct the delivery of effective human resources services such as recruitment and retention, employee relations, training and development, and performance management and coaching to the library staff and volunteers in multiple locations. The Director of Human Resources will be responsible for overseeing benefits, payroll, employee relations, leave, implementing and enforcing company policies and procedures, training, performance management, onboarding, recruitment, and ensure compliance with EEO/Affirmative Action, federal, state and local laws. Ensures consistent application of HR programs, policies, and practices used across ACLS. The Director of Human Resources will be an integral part of the Administrative Team that develops, implements, and oversees library projects, plans and initiatives.

Reporting Relationship

This position reports to the Executive Director, and works closely with the Director of Public Services, Director of Administrative Services and other departments to achieve ACLS goals.


Elements of Work: 

(these are intended only as illustrative of the various types of work performed. The omission of specific duties doesn’t exclude them from the position if the work is similar, related, or a logical assignment of the position)

Payroll & Benefits

  • Lead library administrator of compensation plans.
  • Lead library administrator of employee benefits.
  • Processes the records for hours worked by employees in accordance with Library policy and procedures. Ensures hours are reported accurately; follows up to resolve discrepancies. Provides discrepancy and/or trending reports to managers.
  • Ensures timekeeping systems and tools accurately reflect daily status.
  • Provide support to employees in various HR-related topics such as leaves and compensation and resolve any issues that may arise.
  • Track balances of all paid time off benefits
  • Initiate payment via direct deposit on scheduled days
  • Process payroll taxes
  • Process all employee tax documents
  • Liaison to Health insurance providers
  • Liaison to supplemental insurance and deferred wage programs
  • Serves as State Retirement Coordinator and Maintains State Retirement Coordinator certification.
  • Maintains a current list of employee benefits and options
  • Performs administrative and recordkeeping tasks related to staffing changes
  • Completes various human resources, financial, administrative, and other reports and analysis, and performs other duties as assigned or as necessary.
  • Lead Library administrator in for all leaves of absences including Workers Compensation & Occupational Injury Process, including managing the workers’ compensation processes with Insurance carriers and Medical providers.
  • Maintains employee records, ensuring completion and accuracy of details such as employee contact information, job classification, pay rates, organizational structure, and other key details.
  • Plans and supports company-wide information meetings such as open enrollment, new hire orientation, and meetings to announce or discuss changes in retirement or benefits plans.
  • Serves as the main point of contact in answering benefits questions and assists employees in enrolling in the benefits programs. Assists with the new hire orientation.
  • Assists with record audits and mandatory reports, which may include I-9 audits, EEO-1 filings, payroll audits, and other compliance reviews.
  • Confidentially ensures all employee personnel files are up to date.

Recruitment and Retention

  • Leads drafting of vacancy announcements and leads placing of advertisements of vacancies.
  • Leads, guides, and oversees all search committees; Arranges and organizes applicant interview schedule; and Notifies all candidates of outcome of search committees
  • Maintains and continuously upgrades the interviewing and recruitment guidelines.
  • Leads the interview process, which can include attending and conducting interviews with managers, directors, and other staff.
  • Lead negotiator in offering positions to candidates.
  • Consults with the Administrative Team during the offer process, identifying and recommending salary ranges, incentives, start dates, and other pertinent details.
  • Leads the applicant intake process, including pre-screening applicants, scheduling interviews, coordinating the drug screen, and conducting background and reference checks.
  • Conducts orientation, onboarding and training activities to drive employee engagement and retention.
  • Coordinates work with new employees and supervisors throughout the probationary period to successfully complete the on-boarding process.
  • Collaborates with department managers to identify and draft detailed and accurate job descriptions and hiring criteria
  • Ensures all new employees have completed new hire paperwork completed the necessary training during the probationary period.

Performance Management

  • Maintains current versions of Library position descriptions.
  • Maintains current versions of performance management tools.
  • Ensures that performance reviews take place at desired intervals and notifies staff when performance reviews are due and ensures their completion.
  • Works with supervisors to draft performance improvement plans and monitors their implementation.
  • Ensure the proper resolution of employee relations issues. Conduct internal investigations, review and approve employee discharges and other disciplinary actions. Ensure the proper administration of employee layoffs and workforce transition efforts.
  • Improve employee satisfaction by identifying and responding to concerns and developing leadership and morale-building programs.
  • Conduct needs assessment to identify, develop, and implement training and other workforce related programs as appropriate.
  • Acts as a performance improvement resource to managers by following up to provide individual coaching and one-on-one training, conducting remedial and refresher training, and suggesting education and training alternatives and options based on specific situations.
  • Coordinates scheduling and registration of staff for staff development opportunities.
  • Facilitates an open door policy and appropriately directs employee relations issues to the appropriate administrator.
  • Manages and proliferates awareness of the training calendar for the library to ensure adequate availability of required and supplemental programs by communicating with managers to ascertain specific needs.
  • Rewards strong attendance at training events by highlighting successful outcomes.
  • Integrates ad-hoc training requests into training calendar and communicates opportunities widely
  • Promote HR programs to create an efficient and conflict-free workplace.
  • Works with the administrative team to analyze the performance of the workforce so that additional training can be prescribed and developed.
  • Works with employees and partners on an ongoing basis to identify and refine the areas needed for talent development. From those discussions, designs and develops training materials to support independent, one-on-one, classroom, web-based and on-the-job training. Also formulates assessments to qualify employees’ gained knowledge which can be evaluated and updated as necessary.
  • Collaborate with the Administrative Team and supervisors on the quality improvement process to develop, retain employees and promote quality service.
  • Ensures all up-to-date legal postings are placed in a designated area within established timeframes and ensure compliance with labor regulations
  • Organizes and processes the records for training and development in accordance with library policy and procedures.

Library Administration

  • Leads the Library system in maintaining necessary local, State and Federal documents “on-file” for employees.
  • Actively participate in library planning activities. Confer with management and leadership to plan objectives, and coordinate HR functions. Provide input in the development of policies.
  • Enhance organizational effectiveness by identifying and analyzing current circumstances, implementing organizational development initiatives, and providing training programs.
  • Lead the planning and implementation of the human resources related strategic and tactical business plans for ACLS.
  • Assist in the development and execution of strategic plans. Identify HR implications of these plans and recommend innovative programs and solutions.
  • Regularly review and analyze metrics data to identify developing trends and keep leadership informed of developing trends that impact the business.
  • Leads the development and implementation of human resource policies
  • Ensures compliance with Affirmative Action.
  • Maintains Human Resource Information System records and compiles reports.
  • Maintains the Library’s HR policies and programs, and ensures compliance with ever-changing federal, state, and local employment laws and regulations, and Library policies.
  • Review information such as employee exit data, turnover, statistics, and complaints to identify problem areas and trends. Develop and administer corrective action plans.
  • Ensures human resources and workers’ compensation policies and procedures are communicated and adhered to; periodically conducts in-service training on new or updated policies that affect employees.
  • Participate in the development and maintenance of succession plans and recommending new organization structures.

Job requirements

Professional Experience:

Proven experience with Human Resource Services and designing and implementing performance enhancement programs for employees with diverse cultural, educational and work backgrounds also required, as well as having the ability to collaborate with a broad cross-functional internal staff. Experience designing and implementing various types of leadership development programs. Adept at various learning methodologies (visual, interactive, kinesthetic, role-play, skill assessment, etc.) and knows when and how to integrate each in order to maximize learning effectiveness. Proven experience managing payroll and benefit systems. Outstanding verbal, written, multi-tasking and presentation skills are an absolute necessity, as is a proven background in creating and modeling change.

Skills:

  • Strong administrative, time-management, prioritization and organizational skills (managing multiple priorities, projects & tasks simultaneously).
  • Superior English fluency in verbal, written, editing and verbal presentation skills are an absolute necessity, as is a proven background in creating and modeling effective approaches to change-management.
  • Outstanding customer-service orientation and approach to all stakeholders.
  • Ability to operate and understand all MS Office Suite functions, company utilized software packages, Outlook, applicant-tracking software or other recruitment systems, and on-line survey and feedback platforms.
  • Excellent verbal and written communication skills, with strong attention to details
  • Ability to quickly adapt as situations change and make the best possible decisions with the information at-hand
  • Excellent interpersonal, negotiation, and conflict resolution skills
  • Ability to create and implement sourcing strategies for recruitment for a variety of roles
  • Proactive and independent with the ability to take initiative
  • Excellent time management skills with a proven ability to meet deadlines
  • In-depth knowledge of employment laws, regulations, and HR best practices
  • Aptitude in problem-solving
  • Ability to act with integrity, professionalism, and confidentiality
  • Desire to work as a team with a results-driven approach
  • Ability to work under and meet tight deadlines and deliverables
  • Ability to manage multiple tasks simultaneously

Qualifications

Minimum 5+ years of experience as a Generalist/Human Resources experience

A Bachelor’s degree or equivalent work experience in human resources, business administration, education/training, instructional design, organizational development, educational psychology, communications, marketing, or related field.

Physical and Environmental Conditions of Work

The ability to sit and/or stand & walk (when facilitating training) for long periods of time.

Physical capability to effectively use and operate various items and equipment related to successful performance of job. Significant standing, walking, moving, carrying, bending, reaching and handling, pushing, and pulling. Requires physical agility and strength to bend, reach, lift and carry (up to 25 lbs); and extensive use of a computer terminal. Ability to work with limited supervision. Ability to maintain composure in stressful work situations. Possession of a valid Driver’s License.

Allegany County Library System is an equal opportunity/affirmative action employer.