Services manager

Full job description

Position Title: Public Service Administrator, Option 1

Agency : Emergency Management Agency

Posting Number: 39023

Opening Date/Time: 06/14/2024

Closing Date/Time: 06/28/2024

Salary: $7,660-$9,500

Job Type: Salaried

County: Sangamon

Number of Vacancies: 1

Plan/BU: None

Agency Statement: Are you ready to make a difference in the lives of others? The Illinois Emergency Management Agency and Office of Homeland Security (IEMA-OHS) is a team of emergency management professionals who support local communities by providing experience, perspective, and resources to help residents prepare for, mitigate, respond to, and recover from threats, hazards, disasters, or emergencies. IEMA-OHS is the lead agency for disasters and emergencies statewide and plays a key role in protecting the health, life, and safety of all Illinoisans.

Position Statement: The Illinois Emergency Management Agency and Office of Homeland Security (IEMA-OHS) is seeking an Employee Services Manager. This position is responsible for overseeing all employee benefits program functions, payroll functions, and timekeeping functions for IEMA-OHS. The successful candidate must have experience in employee benefit programs, automated timekeeping systems and supervisory experience. Our employees work in an ever-changing environment that presents new challenges and rewarding results. If you are interested in joining our team of compassionate and integrity driven public servants, we invite you to apply for the Employee Services Manager position with IEMA-OHS!

**************** A RESUME IS REQUIRED FOR THIS JOB POSTING ****************

Please attach a DETAILED Resume/Curriculum Vitae (CV) to the MY DOCUMENTS section of your application. You WILL NOT be considered for the position if you attach a CMS100, CMS100b or any other document that is not a Resume or CV.

Job Responsibilities

1. Serves as the Employee Services Manager overseeing the activities and operations of Benefits,
Timekeeping, Transactions, and Payroll in the Human Resources Division of Illinois Emergency Management
Agency (IEMA).

• Manages the activities and operations of the Benefits Unit by providing direction and

guidance to employees on benefit matters.

• Provides information and guidance to employees regarding Leaves of Absence (LOA),

Worker’s Compensation (WC), Reasonable Accommodation, Light Duty, and Family Medical
Leave Act (FMLA).

• Manages the activities and operations of the Timekeeping Unit by providing direction and

guidance on all timekeeping tasks including but not limited to work schedules, e-TIME functions, Central Timekeeping and Payroll System (CTAS) functions, leave requests,
overtime reporting, daily time reporting; Conducts research into timekeeping issues.

• Performs administrative timekeeping tasks related to entry of Military Time, FMLA,

Maternity/Paternity Leave, dockage, suspension, and other required entries.

• Conducts research into employee benefit issues.
• Manages agency preparation and execution of all personnel transactions for IEMA employees.
• Conducts research and prepares special reports related to employee transactions.
• Manages unemployment claims and workers compensation processes.
• Monitors, tracks, and documents subordinate performance to ensure all assignments are completed accurately and within required timeframes and deadlines.
• Manages the activities of the payroll unit and oversees payroll functions for IEMA-OHS.
• Delegates work relating to payroll and assists with payroll transactions as needed.

Job Responsibilities

2. Represents Human Resources and makes recommendations to IEMA’s Labor Relations Administrator by providing interpretations of union contracts, supplemental agreements and past practices, CMS Personnel Rules, Code, Pay Plan and IEMA rules and policies.

• Researches and compiles information, writes pre-d letters and attends pre-d meetings.
• Assists in determining the proper level of disciplinary actions based on the union contract and personnel rules.
• Follows CMS and IEMA procedures when processing discipline for IEMA employees.
• May require travel to support this duty.

3. Serves as a full-line supervisor.

• Assigns and reviews work.
• Provides guidance and training to assigned staff.
• Counsels staff regarding work performance.
• Reassigns staff to meet day-to-day operating needs.
• Establishes annual goals and objectives.
• Approves time off.
• Adjusts first level grievances.
• Recommends and imposes discipline.
• Prepares and signs performance evaluations.

Job Responsibilities

4. Provides confidential program management planning, execution of program plans, program reporting, and other requested or required projects and reports for the Human Resources Manager and IEMA Leadership:

• Creates, maintains, and tracks on-demand status reports, some of which may be confidential and sensitive in nature, issue logs, action items utilizing various software applications within the Microsoft Office Suite and other applications.
• Conducts investigations of timekeeping and security identification badge issues and brings identified issues to supervisor and senior management attention.
• Reviews, evaluates, and communicates progress of assignments.
• Updates action items to ensure the direction is within planned objectives.

5. Manages the Onboarding/Offboarding and New Employee Orientation Program and any Training Programs.

• Provides employee benefit information during onboarding/offboarding, New Employee Orientation (NEO), and Badging.
• Performs onboarding/offboarding of all part-time employees, PSC, and 75-day positions including badging and training requirements.
• Develops training evaluation surveys for completion by employees after training sessions.
• Reviews evaluation surveys and assesses progress toward accomplishment of the goals and objectives and makes necessary adjustments to training program.
• Serves as the agency administrator for the OneNet Learning Management System utilized for completion and tracking of agency training for all IEMA staff.

6. Manages the HR Employee Survey Program, overseeing the administration of surveys for newly onboarded employees, 30-day status surveys and employee engagement surveys.

• Monitors, reviews, and evaluates IEMA employee experience and engagement through surveys, collaborative peer-to-peer discussions, meetings, and special training.
• Manages the agency survey dashboard to gather information and data for management.
• Runs survey reports to provide metrics, data, trends, and information for agency Leadership.

7. Performs other duties as required or assigned which are reasonably within the scope of duties enumerated above.

Minimum Qualifications

1. Requires knowledge, skill, and mental development equivalent to completion of four (4) years of college, preferably with courses in business or public administration.
2. Requires prior experience equivalent to three (3) years of progressively responsible administrative experience in a public or business organization.

Preferred Qualifications

1. Five (5) years of professional experience in Human Resources managing an employee benefits program.
2. Three (3) years of professional experience managing an automated timekeeping program or unit.
3. Five (5) years of experience in statewide personnel processes, policies and procedures, including the Personnel Code, Personnel Rules, Pay Plan, collective bargaining agreements, Family Medical Leave Act, Americans with Disabilities Act and relevant laws and regulations.
4. Two (2) years of professional experience supervising staff.
5. Two (2) years of experience investigating internal functions and processes such as timekeeping issues and security/badging issues.
6. One (1) year of experience utilizing Microsoft Office Suite and personnel-related computer systems, software, and templates.
7. Two (2) years of professional experience in a private or public organization maintaining confidentiality and handling of sensitive information with professionalism.

Work Hours: Monday-Friday 8:30am-5:00pm

Work Location: 1035 Outer Park Dr, Springfield, Illinois, 62704-4462

Agency Contact:

Posting Group: Leadership & Management

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses: