General Statement of Duties:

Responsibilities include the administration and management of Board personnel functions and policies, payroll, and fringe benefits. The position is supervised by the Executive Director, and works closely with the all members of the Management Team. Coordinates payroll with Fiscal Manager.

Distinguishing Features of the Work:

The incumbent prioritizes and manages a range of administrative and technical human resources responsibilities that require considerable knowledge, initiative, excellent judgment, and confidentiality. A thorough knowledge of complex legal, regulatory, policy and reporting requirements is mandatory, with excellent documentation and record-keeping skills. The incumbent plans their own work with administrative consultation and with broad latitude for decision-making and independent action. The incumbent must be able to communicate effectively, and coordinate higher-level employment functions with Directors and the Executive Director.

This position is classified exempt under the Fair Labor Standards Act.

Major Duties and Responsibilities:

Manages functions relative to recruitment, screening, hiring and orientation of new staff including the following:

Works with appropriate Director to complete advertising of vacancies as defined in Personnel Policy;

Responds to employment inquiries by distributing employment applications, responding to questions, and referring inquiries to Directors as appropriate;

Ensures employee recruitment files are maintained consistent with established practices, procedures and policies;

Serves as the Board’s designated Equal Opportunity Employment Officer for the purposes of overseeing adherence to the Board policy of Equal Opportunity Employment, Affirmative Action, and ADA requirements;

May screen applications and assist with the interviewing processes as requested;

Generates letters of employment to successful applicants, for signature of the Executive Director and appropriate Director;

Provides orientation to all new employees as prescribed in the Board’s Personnel Policies and Procedures manual, and ensures complete orientation requirements are met for all new employees;

Conducts reference checks and criminal history checks;

Administers payroll and fringe benefits program, including the following:

Monitors and evaluates the CSB’s pay and benefits programs and recommends changes for consideration of Management Team and Board.

Develops an estimated agency personnel budget; projects revisions and updates as needed;

Enrolls all new employees for payroll and eligible fringe benefits, and assures completion and filing of all forms and paperwork;

Provides relevant information and consultation to employees and Supervisors/Directors;

Generates all payroll additions, adjustments, corrections, deductions, etc. in accordance with the timesheet/payroll deadline established for each calendar year for the purposes of payroll processing by the Payroll and Reporting Clerk;

Reviews and reconciles payroll processing reports, including salaries, fringe benefits and withholdings, to ensure accuracy of information and authorized status of changes prior to final review by the Executive Director or his/her designee;

Generates expenditure vouchers for the payment of fringe benefits;

Processes and completes all reporting requirements for Virginia Retirement System, health insurance and other related entities, and serves as Board liaison to same;

Completes quarterly Federal and State withholding tax reports and quarterly Virginia Employment Commission reports;

Oversees in the generation of Internal Revenue Services records (W2, etc.) and related information, for each tax year;

Provides personnel cost reports.

Oversees functions relative to Personnel policies and record-keeping, including:

Maintains updated master personnel roster, organizational chart, employee listing, and position numbering system;

Attends Board Personnel Committee meetings, generates agenda items with input from Directors, and may serve as recording secretary; compiles meeting minutes; maintains Personnel Committee meeting file;

Performs annual review of personnel policies practices and procedures and reviews with Personnel Committee as necessary. Drafts proposals and recommendations regarding policies and procedures as requested:

Compiles data as requested by Directors or Executive Directors, collects information from authoritative sources, and generally supplies information relevant to any personnel issue;

Maintains employee personnel files in accordance with the guidelines set forth in the Board’s Personnel policy and Procedures Manual. Oversees status of current employee personnel files, contractual individuals who perform services for the Board, and past employees and contractors;

Maintains, tracks, and reports employee records relative to hours worked, earned leave, training, etc.;

Monitors performance evaluation process and notifies supervisors and/or Directors of performance evaluation due dates.

Staff Development:

Serves as a member of the Infection Control Committee and keeps appropriate records of attendance at the annual infection control training;

Maintains accurate information in personnel file regarding certifications (such as CPR, First Aid, and Mandt) as required by DBHDS licensure.

Ensures applicable staff maintain updated licensure and credentialing information.

 Provides administrative oversight and technical assistance to Executive Director, Directors, and Supervisors/Coordinators in relation to applicable laws, regulations and standards, and Board policies, including:

Providing technical assistance in the areas of Equal Employment Opportunity Policy, Title VI of the Civil Rights Act of 1964 and Section 504 of the Vocational Rehabilitation Act of 1973, the Age Discrimination Act of 1975, the ADA and other applicable legislation and regulations. Also provides technical assistance relative to the Fair Labor Standards Act, Department of Labor Standards including wage and hour regulations; rulings and standards relating to employee hiring and firing; Internal Revenue Service rules and regulations; Worker’s Compensation coverage and benefits; and other legal, regulatory, and policy matters relating to Board personnel administration;

May provide in-service training and individual or group consultation to clinical supervisors and coordinators regarding issues relating to employee supervision;

 Other Duties

Serves as manager for time-limited projects and other projects as assigned;

Attends workshops, seminars, and other staff development activities as appropriate and is responsible for maintaining and updating skills learned as a result of attendance at such workshops;

Makes effective use of available technology, including computers, e-mail, and voice mail in order to enhance customer service;

Maintains effective relationships with co-workers and customers based on courtesy, compassion, and respect;

Performs other duties as assigned, in accordance with established policies and procedures.

Required Knowledge, Skills and Abilities:

Thorough knowledge of personnel administrative practices, standards, regulations and legalities. Working knowledge of payroll functions and principles. Knowledge of hiring standards, including handling applications, interviewing, checking of references, EEOC regulations, etc. Familiarity with administering employee benefits and ongoing organizational and task management skills. Excellent skills in maintaining accurate and up-to-date files required. Must demonstrate the ability to communicate effectively and positively regarding policies and regulations; ability to set goals and priorities; maintain strict confidentiality; ability to represent Board programs to new employees; ability to engage in appropriate independent action and take appropriate initiative based on agency policies, procedures, and practices; and generally possess excellent interpersonal capabilities. Requires excellent judgment, discretion, dependability and efficiency. Demonstrated skill using word processing and spreadsheet software required.

Minimum Education and Experience: Graduation from an accredited college or university with a bachelor’s degree in accounting/business/public administration, or related area desirable; minimum two years’ progressively responsible experience including personnel management responsibilities; OR any equivalent combination of experience and training which provides the required knowledge, skills and abilities.