Personnel Records Clerk jobs in Suffolk, VA

JOB DESCRIPTION
PERSONNEL COORDINATOR

WATERWORKS
Human Resources Department

700 Town Center Drive, Suite 200
Newport News, VA 23606

NEWPORT NEWS, VA Phone: (757) 926-1800
CITY OF OPPORTUNITY Fax: (757) 926-1825

GENERAL STATEMENT OF RESPONSIBILITIES

Under general supervision, this position is responsible for performing human resources related
functions to include recruitment and selection; processing the department’s payroll as well as
maintaining related payroll and personnel records. Reports to the Administrative Services Manager.

ESSENTIAL JOB FUNCTIONS

Compiles departmental payroll based on information received from individual divisions to include
regular and overtime hours worked and various types of leave taken. Initiates and processes
personnel actions to effect changes in employee status such as pay increases, transfers, promotions,
Family Medical Leave Act (FMLA) leave, leave of absences, and terminations; computes salary
changes or salary adjustments and retroactive pay according to established policies and procedures;
enters payroll into the computerized system in accordance with established procedures and
deadlines.

Initiates approvals for and monitoring of leave under the Family Medical leave Act (FMLA).
Maintains personnel files for attendance, leave time, and payroll vouchers; monitors supplemental
pay to ensure accuracy and compliance with established policy; responds to inquiries regarding pay
practices and policies; gathers statistical information as needed; researches pay issues and resolves as
appropriate; coordinates with Human Resources and the Finance Department as needed to ensure
compliance with City policies, practices, and procedures.

Assists with departmental human resources related matters, to include performance management,
standards of conduct, employee relations and records management. Maintains spreadsheets to
include the monitoring of probationary status and other personnel related information. May assist
with the employment process, to include posting requisitions, scheduling interviews, preparing
interview packages for interview panel, reviewing selection packages, and coordinating the
background check process.

Processes payment of bills; verifies totals, tracks, and enters receipts and payments of bills in
database software.

Performs other duties as assigned.

PERFORMANCE STANDARD

Employees at all levels are expected to effectively work together to meet the needs of the community
and the organization through work behaviors demonstrating the City’s Values. Employees are also
expected to lead by example and demonstrate the highest level of ethics.

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appropriateness of all transactions and compliance with the Fair Labor Standards Act (FLSA) and
applicable labor laws.

• Technology – Knowledge of general office equipment and personal computers to include word

• Human Resources – Knowledge of human resources and modern business principles, theories

software to effectively complete a variety of administrative tasks with reasonable speed and
accuracy.

• Interpersonal Relationships/Customer Service – Develops and maintains cooperative and

• Time Management - Plans and organizes daily work routine. Establishes priorities for the

evaluate situations and exercise good judgment to make appropriate decisions.
• Communication –Excellent ability to listen and understand directions, information and ideas

presented through spoken word or writing. Ability to handle a variety of customer service issues
with tact, confidentiality, and diplomacy and in a confidential manner.

• Financial Management - Ability to perform arithmetic, algebraic, and statistical applications.

EDUCATION AND EXPERIENCE

Requires a high school diploma and 3 – 5 years of related payroll or accounting experience, or an
equivalent combination of education and experience.

ADDITIONAL REQUIREMENTS

Requires an acceptable background check and a valid driver’s license with an acceptable driving
record.

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PHYSICAL REQUIREMENTS

• Requires the ability to exert light physical effort in sedentary to light work.
• Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10

Essential functions are regularly performed without exposure to adverse environmental conditions.

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