Job Responsibilities

This position is accountable for the management and maintenance of personnel activities for the Office of Intermodal Project Implementation (OIPI). This includes processing documents, performing interviews, and assisting staff with human resources inquiries.

Number of personnel transactions generated: 100+ annually
Number of employees provides service for: 50 - 100 annually
Position descriptions processed: 25 - 50 annually

This position reports to the Administrative Manager. There are no subordinates reporting to this position. This position operates within a service environment and provides personnel related support to employees within the OIPI Bureau of Transit Capital, Bureau of Transit Operations, Bureau of Rail Freight, Bureau of Rail Passenger, State Safety Oversight Section, and the Administrative Section. The incumbent is well-versed in personnel administration and serves as the contact point for inquiries regarding personnel transactions for the areas stated above. Errors in judgement or misapplication of rules or policies have the potential for significant impact on both employees and management.

Typical problems faced by the incumbent involve providing timely and accurate information and assistance to the designated areas regarding a variety of personnel transactions and issues. The greatest challenge for the incumbent is to be fully knowledgeable of all policies and procedures involving the hiring process, personnel transactions, job descriptions, and organizational analysis.

This position is personally responsible for handling the day-to-day personnel functions for the designated areas regarding hiring and retaining a quality workforce. The incumbent prepares requests to fill vacancies and monitors the approval process. S/He develops and/or ensures the position descriptions are properly formatted and current and provides organizational expertise to the respective offices. The incumbent assists supervisors with developing proper interviewing criteria and performing Rutan interviews. This position acts as a liaison with various central office personnel regarding paperwork prepared for their approval. S/He prepares Internal personnel, temporary assignment and interim pay requests. The incumbent is also responsible for reviewing and entering attendance records into the Time Keeping System (TKS) and ensuring payroll transactions for the designated staff areas are accurate and timely. S/He assists with the coordination and collection of staff evaluations and flexible schedule requests to ensure compliance with policy.

(Job Responsibilities continued)

The incumbent is given the latitude to work independently and to apply policies and procedures and make decisions in personnel areas for which s/he is responsible. S/He refers sensitive problems to the supervisor with recommendations for resolution. This position manages activities in accordance with union contracts, departmental policies, Department of Central Management Services (CMS) policies, and all relevant state and federal laws.

The incumbents assignments require daily contact with employees throughout the assigned areas as well as contact with other staff in the Bureau of Personnel Management. External contacts are maintained with CMS and benefit vendors. This position requires occasional travel within the state which may include overnight stays.

The effectiveness of this position is evaluated by the accuracy and timeliness of support services provided to the designated OIPI employees regarding personnel functions, policy issues, and hiring needs.

Principal Accountabilities

• Prepares appropriate documents for personnel and payroll transactions.
• Maintains employee personnel records in an organized manner consistent with proper retention schedules.
• Liaisons with various central office personnel regarding proper submittals of documents and status updates.
• Develops and maintains current position descriptions and processes organizational changes to ensure an accurate representation of the structural and functional organizational changes.
• Coordinates with the hiring supervisor to clarify job description and develop questions for interviews to fill vacant positions.
• Performs Rutan interviews and completes necessary paperwork to fill positions in the OIPI Chicago office.
• Reconciles and enters staff time keeping records into TKS.
• Reviews payroll for accuracy, prepares payroll documentation, and recommends adjustments.
• Assists in completion of overflow, backlog, and special project workloads for personnel transactions including, but not limited to, coordination and collection of employee evaluations, flexible schedule requests, and attendance records.
• Serves as a resource for personnel related administrative services by providing responses in a timely and accurate manner.
• Performs duties in compliance with departmental safety rules. Performs all duties in a manner conducive to the fair and equitable treatment of all employees.
• Performs other duties as required.