Junior Human Resources Coordinator

Schedule: Full-time

Cook County

Sheriff

Job Code: XXXX

Job Title: Junior Human Resources Coordinator

Salary Grade: 16

Department: Department of Human Resources

Bargaining Unit: N/A

Position Details: Civilian (non-sworn) / non-merit ranked / internal & external candidates

FLSA Status: Non-Exempt

Probation Period: 12 months

Characteristics of the Position

General Overview

Working within the Department of Human Resources (HR), the Junior Human Resources Coordinator (JHRC) is responsible for providing support and service to employees and/or applicants. The JHRC is responsible for the input, maintenance, and tracking of HR-related data. JHRCs support HR staff and processes by sending and responding to communication via email, telephone, and text message. JHRCs assist employees and other Cook County Sheriff’s Office (CCSO) departments with all aspects of HR, including but not limited to scheduling, onboarding, orientation, tracking, filing, and other related HR functions.

Key Responsibilities and Duties

Act as front-line point of contact for applicants to the Sheriff’s Office.

Assure the confidentiality of all information in Department of Human Resources files, databases, and communications.

Work with Talent team to schedule pre-employment testing for all sworn applicants.

Maintain and track data throughout the sworn Correctional Officer hiring process.

Work with the Talent team to assist with the posting, hiring, interviewing, and tracking of applicants. Coordinate and participate in employee onboarding for new sworn and civilian applicants.

Present HR information to new and existing employees individually or in a group setting, and answer questions regarding employee policies and procedures. Set up new employment files.

Educate new employees during orientations on employee benefits, drug testing policy and time keeping management systems.

Review all completed HR forms and requests and advise employee of additional documentation needs, requesting supervisory assistance when necessary.

Conduct cyclical audits of employee absences and employees assigned with restrictions. Manage medical re-certifications as directed.

Implement the secondary employment process, both annual and intermittent. Work with employees to ensure upload of indemnification and other required documents.

Provide reports on activities as requested.

Support the HR Credentials Unit when needed.

Complete special projects.

Perform additionally duties as assigned by supervisor.

Knowledge, Skills and Abilities

Good communication skills: ability to exercise diplomacy, gather information from others and make inquiries; ability to convert information and explain or describe policy and procedure to others in person, via email, or by telephone.

Ability to receive, understand, and respond to routine inquiries and information.

Ability to exercise good judgment and make sound decisions to carry out programs affecting one’s own work and the work of others in a changing work environment and in determining when problems require assistance of supervisory personnel.

Skill in the application of complex instructions, written and verbal; ability to accurately relate such instructions in full or part to other administrative staff.

Always maintain a professional appearance and attitude, in accordance with CCSO and departmental guidelines.

Possess the ability to always remain composed for the purpose of gathering and disseminating information accurately and efficiently.

Ability to effectively present HR policy and procedure information to individuals and large groups and clearly answer employee questions.

Ability to work cooperatively with administrative, supervisory, technical, and professional personnel in the coordination or delivery of services as approved by the agency.

Strong attention to detail, ability to proofread, verify, and edit complex data, transcribe and cross reference data from electronic records and paper documents.

Ability to follow-up in a thorough and timely manner relative to unresolved business.

Capable of working any shift assigned, including days, afternoons, or midnights, and capable of working holidays and weekends.

Working knowledge of labor and employment law, regulations, rules, procedures, and administration is required.

Minimum Qualifications

Bachelor’s degree from an accredited college or university with a focus in human resources, business administration, or related field; OR equivalent combination of education and experience.

Minimum one (1) year of work experience in an office environment.

Typing skills (30 w.p.m. with 90% accuracy) and familiarity with computer keyboards and data inputting, clearly legible handwriting, and proficiency in spelling. ** Skill testing may be administered for competency**

Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Access, Outlook, Adobe & Database software). ** Skill testing may be administered for competency**

Strong written and verbal communication.

Ability to multi-task in a challenging and fast-paced environment. Ability to develop and maintain good interpersonal relationships working effectively with others inside and outside the company.

Ability to work any shift assigned, including afternoons or weekends if necessary.

Preferred Qualifications

Experience working in a large, complex organization is preferred.

Prior exposure to law enforcement.

PHR certification.

Previous internship completed with the Cook County Sheriff’s Office.

Physical Requirements

Must be able to lift up to 20 pounds.

Must be able to stand, crouch, and bend repeatedly throughout the day.

Must be able to work on a computer, including continuous typing up to 7 hours per day.

The duties listed are not set forth for purposes of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside an employee’s normal line of work.

**Article EE, Civilian Recruitment and Selection Process, of the Sheriff’s Employment Action Manual (SEAM), applies to this employment process and can be found at the following link:

Please note that there are no remote job opportunities, all positions are located onsite.

The Cook County Sheriff’s Office prohibits all unlawful discrimination in its hiring and promotional process.

All Cook County Sheriff’s Office employees must apply on the internal employment page to be considered; the application may be accessed via the SheriffNet site.

*Note: All Internal Applicants are subject to Cook County Promotional salary rules if selected.

I Certify that no Political Reasons or Factors were considered in any decision I made or action I took related to this Employment Action. Further, I do not know of or have any reason to believe that anyone else considered or took action based on Political Reasons or Factors with respect to this Employment Action.

EEO Statement

At the Cook County Sheriff’s Office, we value and embrace you. It’s our belief that diversity and inclusion is an essential component to our success as an organization. Accordingly, we are committed to provide a work environment free of discrimination and harassment. The Cook County Sheriff’s Office policy applies throughout the employment relationship—including recruitment, hiring, training, advancement, separation, and day-to-day practices. The Cook County Sheriff’s Office employment decisions will not be based on race, color and ancestry, religion, national origin, age, gender identity, sexual orientation, family or parental status, disability, medical history, genetic information, or any basis prohibited by applicable law. Employment decisions will be based on an applicant’s merit and qualifications, the position requirements, and our business needs.

Benefits

• Health Insurance Program – Health insurance coverage includes medical, dental and vision care and is available for an employee and his/her eligible dependents

• Holidays – Thirteen (13) Holidays are granted in each Fiscal Year

• Sick Leave – Granted sick leave is earned and accrued at the rate of one (1) day for each month of service and may be accumulated up to one hundred and seventy-five (175) working days

• Vacation Leave – Granted Vacation leave is earned and accrued, with employees having the opportunity to accrue fifteen (15) days within the Fiscal Year; Vacation leave accruals increase based on an employee’s anniversary date of employment

• Life Insurance – Basic term life insurance, equal to one (1) time the employee’s annual salary, is offered to every employee at no cost and the employee may elect to purchase supplemental coverage

• Pension Plan – Employees contribute into the Cook County Pension Fund and earn a prescribed percentage for each year of service; employees may be eligible for an annual annuity after ten (10) years of service and upon reaching a certain age based on when the employee started employment

• Deferred Compensation Program – Employees may elect to enroll in a deferred compensation plan, a tax deferred plan which may be used as a supplemental retirement option.

Drug and Alcohol-Free Workplace

It is the policy of the Cook County Sheriff’s Office to provide a drug- and alcohol-free workplace for all members.

It is imperative that all Sheriff’s Office members are capable of devoting constant and uninterrupted attention to the performance of all assigned duties without risk to safety and security for themselves, other members, or the public. To ensure the goals of this policy are met, all Sheriff’s Office members shall be subject to drug and alcohol testing, whether mandatory, random, or based on reasonable suspicion.

INCLUSION

We welcome you—the whole you. Your background, your culture, your ethnicity, your unique experiences, your way of looking at the world. We truly believe that your individuality helps us create a diverse, inclusive, and inspired workplace in which every ethnicity, nationality, religion,

elder status, family structure and gender identity is embraced and valued. We also welcome your passion for making the lives of children, your co-workers, and our organization better. Because as different as we are, that’s the common theme that will always keep us moving forward together. *Must be legally authorized to work in the United States without sponsorship.* This position requires successful completion of post-offer tests, which may include a background check, drug screen and/or medical examination. Falsification of any information in the application process will result in disqualification and ineligible for appointment to, or employment in, a position in the County service for a period of five years. For current Cook County Sheriff’s employees, such falsification may result in discipline, up to and including termination, and ineligible for appointment to or employment in a position in the County service for a period of five years. See Cook County Code of Ordinances, Article II, Sections 44-54 Unlawful Practices Relating to Employees and Employment - Penalty, 44-56 Political Discrimination; Cook County Employment Plan, Section V.N. Pre-Interview License and Certification Verification; Supplemental Policy No. 2014-2.13 Ineligible for Rehire List; and Cook County Personnel Rules 3.3(b) (7) (8) (18).

THE COOK COUNTY SHERIFF’S OFFICE IS AN EQUAL OPPORTUNITY EMPLOYER NOTE

As an internal candidate, should you be offered the position, salary allocations shall abide by the Cook County Personnel Rules. “The Cook County Sheriff’s Office hiring process is governed by the Sheriff’s Employment Action Manual (SEAM) which prohibits employment actions from being influenced by any Political Reasons or Factors for Non-Exempt Positions. The advertisement of this position by any individual does not constitute an offer or promise of employment, promotion, or any other employment action and shall not influence the Cook County Sheriff’s Office hiring decision. Cook County Sheriff’s officials and employees who become aware of or receive a complaint that involves an allegation of Political Reasons or Factors being considered in the hiring process of Non-Exempt positions are obligated to refer the complaint to the Cook County Compliance Officer. If the Cook County Compliance Officer sustains allegations of Political Reasons or Factors being considered, the Cook County Sheriff’s Office will disqualify the Applicant or Candidate from consideration for employment and disciplinary action will be imposed on any involved Cook County employees, if applicable.”

The duties listed are not set forth for purposes of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside an employee’s normal line of work.

**Article EE, Civilian Recruitment and Selection Process, of the Sheriff’s Employment Action Manual (SEAM), applies to this employment process and can be found at the following link:

Please note that there are no remote job opportunities, all positions are located onsite.

The Cook County Sheriff’s Office prohibits all unlawful discrimination in its hiring and promotional process.

All Cook County Sheriff’s Office employees must apply on the internal employment page to be considered; the application may be accessed via the SheriffNet site.

*Note: All Internal Applicants are subject to Cook County Promotional salary rules if selected.

I Certify that no Political Reasons or Factors were considered in any decision I made or action I took related to this Employment Action. Further, I do not know of or have any reason to believe that anyone else considered or took action based on Political Reasons or Factors with respect to this Employment Action.

EEO Statement

At the Cook County Sheriff’s Office, we value and embrace you. It’s our belief that diversity and inclusion is an essential component to our success as an organization. Accordingly, we are committed to provide a work environment free of discrimination and harassment. The Cook County Sheriff’s Office policy applies throughout the employment relationship—including recruitment, hiring, training, advancement, separation, and day-to-day practices. The Cook County Sheriff’s Office employment decisions will not be based on race, color and ancestry, religion, national origin, age, gender identity, sexual orientation, family or parental status, disability, medical history, genetic information, or any basis prohibited by applicable law. Employment decisions will be based on an applicant’s merit and qualifications, the position requirements, and our business needs.

Benefits

Health Insurance Program – Health insurance coverage includes medical, dental and vision care and is available for an employee and his/her eligible dependents.

Holidays – Thirteen (13) Holidays are granted in each Fiscal Year

Sick Leave – Granted sick leave is earned and accrued at the rate of one (1) day for each month of service and may be accumulated up to one hundred and seventy-five (175) working days.

Vacation Leave – Granted Vacation leave is earned and accrued, with employees having the opportunity to accrue fifteen (15) days within the Fiscal Year; Vacation leave accruals increase based on an employee’s anniversary date of employment.

Life Insurance – Basic term life insurance, equal to one (1) time the employee’s annual salary, is offered to every employee at no cost and the employee may elect to purchase supplemental coverage.

Pension Plan – Employees contribute into the Cook County Pension Fund and earn a prescribed percentage for each year of service; employees may be eligible for an annual annuity after ten (10) years of service and upon reaching a certain age based on when the employee started employment.

Deferred Compensation Program –