Performs a variety of clerical and administrative duties for the Human Resources Department. In addition, must meet multiple demands on a timely basis.
Coordinates HRT programs and responsibilities to assure compliance with the Americans with Disabilities (ADA) Act, Sections 503 and 504 of the Rehabilitation Act of 1973, and other federal and state laws and regulations pertaining to persons with disabilities. Responsible for tracking HRT progress relating to its policies and procedures as well as state and federal laws relating to persons with disabilities, filing all necessary reports, and providing consultative services to HRT Department’s and Divisions. Coordinates the Medical Surveillance Program to include DOT physicals, driver’s license, waivers, CPAP compliance and return to work testing.
Essential Job Functions:
(Duties listed are not intended to be all inclusive nor to limit duties that might reasonably be assigned.)
- Provides direct assistance as required to the HR Compliance Manager and HR Compliance Team
- Creates all new personnel files.
- Process incoming information and documents using appropriate technology and equipment.
- Validate integrity of accessioned records using established quality control procedures to verify completeness/thoroughness of the records (check creation date, originator, and file name to validate a record’s content).
- Dispose of records in accordance with RIM policies and procedures to meet the compliance requirements of the organization.
- Maintains official HRT personnel records and files confidential documents in compliance with HRT policy and applicable legal requirements.
- Maintains all terminated personnel records in accordance with Document Control regulations.
- Answers routine questions regarding DOT physicals, return to work testing, training, personnel policies, etc.
- Responsible for tracking and entering recurring DOT physicals into HRMS.
- Responsible for obtaining employees DMV records, check the DMV system daily for license updates and entering information into the HRMS system to include notifying employee’s departments of issues.
- Update departments Metrics monthly.
- Assist with Subpoenas, FOIA requests and other requests for documentation related to personnel records.
- Reconcile department bills and code bills.
- Keeps the HR Compliance Specialist Standard Operating Procedures Manual current.
- Maintains working relationship with HRT personnel.
- Represents and serves on committees for the Human Resources Department as assigned.
- Gives support to the FTA triennial reviews, drug and alcohol audits, independent audits, state audits, EEO Program audit, etc.
- Coordinate various trainings.
- Handles receipt of all Acknowledgement Forms for policies and tracks who has turned them in.
- Assist with I9 administration to include making sure each employee has an I9 on file, records management of all terminated employees I9s, and keeping all I9s in a separate file.
- Serves as a Breath Alcohol Technician (BAT).
- Responsible of tracking DMV Token expirations.
- Responsible for tracking BAT Training expirations.
- Responsible for tracking Breath Alcohol Machine calibration expirations.
- Sends employees returning back to work for their drug test and/or DOT physical
- Contacts employee’s department and other HR staff when the employee’s results are back.
- Orders office supplies.
- Responsible for tracking reasonable accommodations.
- Ensures that appropriate processes are in place to provide for the prompt and equitable resolution of complaints and inquiries from the public regarding compliance with the ADA and other applicable federal and state laws regarding discrimination on the basis of disability.
- Makes recommendations regarding allegations of non-compliance under the ADA and other applicable federal and state laws regarding discrimination on the basis of disability.
- Responsible for providing auxiliary aids and services for communications in alternate format (audiotape, Braille or computer disk), a sign-language interpreter or other accommodations. Resolving disability or ADA-related issues affecting the agency, including addressing accessibility concerns in areas such as HRT facilities, communications, vehicles, systems and services.
- Develop and implement educational and outreach programs regarding the public’s rights, under the Americans with Disabilities Act as amended in 2008, Section 504 of the Rehabilitation Act, and other legislation as needed.
- Monitor and advise on institutional policies, procedures, operations and activities for compliance with disability legislation, including program accessibility and accommodations in such areas as facilities, transportation, and communications.
- Develop, recommend changes, and/or update policies and procedures as needed.
- Receive complaints and grievances related to issues of disability from customers, employees, and/or the general public; investigate complaints and grievances; and work to resolve issues.
- Will be backup for the HR Compliance Team.
- Provides excellent customer service internally and externally.
- Manage records created and received in compliance with Hampton Roads Transit Records Management Policy and Procedures.
- Responsible for maintaining a general awareness of HRT’s EMS.
- Responsible for handling all related job responsibilities in accordance to HRT’s Environmental Policy, relevant EMS Standard Operating Procedures, and Emergency Management Plan
- Performs other duties and special projects assigned by the HR Compliance Manager.
Required Knowledge, Abilities and Skills essential to Job Functions:
This position requires an extremely perceptive person, who is capable of relating to individuals at all levels. As unique situations present themselves, the individual must be sensitive to corporate needs, employee customer service, and the public image; and a strong understanding and appreciation of a diverse work environment is required. Ability to maintain confidentiality; organize, prioritize and follow-up on work assignments. Must have good writing and grammar skills. Visibility requires maintaining a professional appearance and providing a positive company image to the public. The individual must be able to communicate effectively, orally and in writing, with the public and with employees to exchange and clarify information and to understand the views of others. The individual must have strong organizational skills and be able to organize own work, work independently and additionally must be able to follow routines and procedures. The individual must have the ability to establish and maintain manual and automated records and files. Must be able to compile and organize data and information and prepare reports from that information.
Required Software Knowledge and Skills essential to Job Functions:
Proficiency in using computer systems and the listed software applications associated with performance of assigned work is essential. Basic problem-solving skills associated with software applications used is expected. Software usage relevant to job duties will be evaluated.
Microsoft Office – Outlook, Word , Excel, PowerPoint and PeopleSoft HCM
Serve as the Departmental Records Coordinator with responsibility for organizing and maintaining departmental files in accordance with HRT’s “Records Management Policy and Procedures”; preparing documents for imaging by designating file code information and forwarding to Records Management; maintaining (archiving/storage) and disposing of records in accordance with the approved HRT Records Retention and Disposition Schedules; attending regular information and training meetings; and providing information to the department Manager and all department members on records management including paper, electronic records, photos, news articles, and other items.
Perform all job duties and responsibilities in a safe manner to protect one’s self, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures and policies. Take an active part in reporting unsafe conditions and any hazards within the workplace to their Supervisor, Manager and/or the Safety Department.
Training and/or Education:
Minimum requirements include an Associate’s degree from a two-year accredited college in Human Resources, Public Administration, Business Administration or a related field.
Two year of administrative or office experience and/or two years experience working in Human Resources. Human resource experience preferred.
Licenses or Certificates:
Virginia Driver’s License
This position is classified as non-essential personnel.
The physical demands 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.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work involves meeting multiple demands on a timely basis; and working multiple locations on both Northside and Southside. Duties may require work outside normal business hours.