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Employee Services Representative

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Employee Services Representative

Salary

$31.67 - $39.06 Hourly

Location

Rochester MN 55906, MN

Job Type

Regular FT

Job Number

20250032

Department

Rochester Public Utilities

Division

RPU Corporate Services

Opening Date

04/17/2025

+ Description

+ Benefits

+ Questions

POSITION DESCRIPTION

The City of Rochester now welcomes applications for

Employee Services Representative

Rochester Public Utilities

RPU, a division of the City of Rochester, MN, is the largest municipal utility in the State of Minnesota. RPU serves over 57,000 electric customers and 42,000 water customers in a 60 square mile service area and has revenues nearing $161 million annually.

Vision- "We Will Set the Standard for Service"

Our vision is based on six core values which are Safety, Integrity, Service, Stewardship, Accountability, and Skill.

www.rpu.org

The City of Rochester is committed to a community where all members feel a sense of belonging. We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.

We believe EQUITY should be at the center of all our work. We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community.

It takes us all working together

Nature of Work

The Employee Services Representative is a confidential position providing Human Resources and Payroll services for RPU. This position performs all payroll processing tasks for the department's independent payroll and financial systems, prepares and completes related documentation and reports, ensures accurate and timely completion of confidential employee records and acts as liaison responding to related inquiries from City HR, RPU management and/or employees.

Work involves responsibility for a moderately complex set of tasks which require exercise of individual judgement using knowledge of generally accepted payroll principles and a thorough understanding of the policies and procedures of Rochester Public Utilities and the City organization.

Pay - 2025 wage range is $31.67 per hour to start with advancement to $39.06 per hour.

To have your application considered with the first round of application review, apply before May 12, 2025.

DUTIES AND RESPONSIBILITIES

The items below are representative of the scope of work performed within this job classification. Individuals within this classification will be assigned to specific areas of duties and responsibilities in both lead and back up capacities. These assignments may rotate and change within the office to ensure cross training and adequate ability to back up critical office functions.

*Process bi-weekly payroll for RPU in accordance with collective bargaining agreements to ensure timely completion of gross pay calculation and financial postings before the file transfer to the City's payroll system.

+ Train users in time-keeping system functionalities and provide technical support for system related issues.

+ Input, update and maintain accurate employee and position related data records for RPU’s system.

+ Review and monitor bi-weekly timekeeping reports of employee work hours, overtime, and various leave options.

+ Track injury / restricted time and complete Worker’s Compensation timesheets for processing by the City.

+ Calculate and process retro pay, merit increases and other miscellaneous payroll related adjustments.

+ Process safety shoe and other protective equipment reimbursements.

+ Complete bi-weekly payroll process and ensure accuracy between the timekeeping system and financial postings. Work closely with the finance team to research and resolve any discrepancies.

+ Complete bi-weekly reconciliation between the City’s and RPU’s payroll systems. Identify, research and resolve any discrepancies.

+ Compile and prepare periodic reporting of data for the financial budget process.

+ Monitor collective bargaining or policy changes requiring updates to the timekeeping system. Assist with configuration changes and participate in system testing.

*Act as confidential HR liaison providing administrative support and coordination between City HR and RPU.

+ Prepare employee requisitions, personnel action forms and other required documentation for new employee recruitments, merit or performance increases, promotions or reclassifications, and terminations or retirements; update RPU payroll system and submit to City HR.

+ Coordinate new employee on-boarding process at RPU; monitor pre-employment requirements; schedule meetings and training sessions for technology, security and safety; prepare and submit documentation to establish employee network profile.

+ Maintain RPU performance management tracking, RPU organizational chart and employee related records, statistics and reports.

+ Provide administrative support for Labor Management committees. Schedule meetings, prepare agendas and distribute information.

+ Provide guidance and respond to inquiries for general information from RPU directors, managers, supervisors and employees regarding benefits, union contracts, organizational policies and procedures within a defined scope, refer to City HR as appropriate.

+ Coordinate off-boarding process including access revocation, notifications and retirement activities.

+ Maintain apprenticeship documentation and database and assign online coursework. Provide documentation and participate in annual apprentice compliance review with MN Department of Labor and Industry.

+ Provide payroll data for the annual audit and respond to related questions or requests for additional information.

*Provide administrative support for the NERC Compliance Program.

+ Coordinate, monitor, and track all program related tasks to ensure timely and accurate completion compliant with NERC standards, RPU policies and procedures.

+ Ensure Personal Risk Assessments and training are completed prior to granting access and update as appropriate.

+ Monitor quarterly completion of cyber security training and auditing of user access roles.

+ Set-up, maintain and troubleshoot the Litmos training system to support the annual NERC-CIP training program requirements.

+ Consult with NERC-CIP team to address any compliance issues.

Offer project coordination, service and support.

+ Provide administrative support, compile and maintain information for the safety program.

+ Develop and maintain department sites on our internal SharePoint.

+ Coordinate various training and staff development sessions.

+ Provide facilitation or guidance for specialized software and/or programs.

+ Participate in various committees or project teams, as related to assigned work.

Perform other duties as assigned or necessary.

*ESSENTIAL FUNCTIONS

MINIMUM QUALIFICATIONS

Education and Experience

A Bachelor's degree in human resource management, business, finance, accounting or a closely related field

OR

An Associate's degree in accounting, business, human resources or a closely-related field or an equivalent degree from two-year college or technical school with two (2) years of progressive computerized payroll processing and timekeeping experience

OR

A high school graduate plus six (6) years of progress computerized payroll processing and timekeeping experience in a setting with similar duties of this position description.

OR

An equivalent combination of education and experience to successfully perform the essential duties of the job.

Licenses and/or Certifications

Valid driver's license

Desirable Qualifications

Prior experience interpreting collective bargaining agreements, organizational policies and benefits.

POSITION COMPETENCIES

Customer Focus: Building strong customer relationships and delivering customer-centric solutions.

Interpersonal Savvy: Relating openly and comfortably with diverse groups of people.

Demonstrates Self-Awareness: Using a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses.

Optimizes Work Processes: Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.

Tech Savvy: Anticipating and adopting innovations in business-building digital and technology applications.

ADDITIONAL INFORMATION

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of: procedures related to payroll processing and associated reporting; payroll software; human resources policies, practices, procedures and terminology; interpreting union contracts and labor agreements; the organizational Core Values, Mission and Vision as a member of the Business Services' team.

Skill in: the proficient use of Microsoft Office applications; performing complex, mathematical calculations; providing excellent customer service; creating and maintaining spreadsheets and databases; achieving a high-level of proficiency and expertise in when working with various routine and specialized software applications; the coordination of multiple projects simultaneously; offering suggested improvements in the processes and procedures used to complete projects.

Ability to: handle confidential information and communicate with a high level of professionalism; effectively manage time to meet deadlines; read, interpret and analyze data; communicate with expertise both orally and in writing; work independently with a high degree of accuracy, adapt quickly to fluid situations; desire to continuously improve processes to increase productivity; multi-task, prioritize work, and work within deadlines and under time constraints; research and resolve questions and problems related to assigned work.

PHYSICAL AND ENVIRONMENTAL CRITERIA

In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.

In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:

Continuous demands: sitting, fine dexterity

Frequent demands: standing, walking

Occasional demands: crouching, bending, reaching, carrying, kneeling

Sensory requirements necessary in the performance of the essential functions of this position include: sight, hearing and touch.

Environmental conditions that may exist in the performance of the essential functions of this job include NONE - not substantially exposed to environmental conditions.

EMPLOYEE BENEFIT AND RETIREMENT SUMMARY (https://www.rochestermn.gov/home/showdocument?id=36357&t=637987529126409989)

01

The following supplemental information may be used as a scored evaluation of your knowledge, skills and experience. Be certain that the choices you make correspond to the information you have provided in your application and resume. You must be honest and accurate in answering the supplemental questions and do not type "see resume". You may also be asked to demonstrate your knowledge and skills in a work sample or during an interview for this position. By completing this supplemental questionnaire you are attesting that the information you have provided is true and accurate. Any information provided may be reviewed by the hiring manager. Any misstatements or falsification of information will eliminate you from consideration or may result in dismissal. Do you understand and agree with this statement?

+ Yes

+ No

02

What is your preferred name?

03

Do you have a valid driver's license?

+ Yes

+ No

04

Which of the following best describes your level of education?

+ High school diploma or equivalent G.E.D.

+ Completion of a 1 year program or certificate

+ Completion of a 2 year program or degree

+ Completion of a 4 year program or degree

+ Completion of a Master's degree or higher

+ None of the above

05

Other than your High School diploma/GED, which of the following best describes the field of study for your degree?

+ Human Resources

+ Accounting

+ Business

+ Finance

+ A field of study closely related to the above

+ My degree is in an area NOT RELATED to any of the above

+ N/A - I do not have a degree

06

Tell us how your professional, educational and lived experiences would help you be successful in this role.

07

Does your payroll-related/human resources employment experience include any of the following: (select all that apply)

+ Compute and ensure accuracy of wages, deductions and enter data into payroll system

+ Review timesheet data, organizational charts, labor contracts to detect and reconcile payroll discrepancies

+ Assist with calculation of retro-payment of wages

+ Record employee information such as labor contract data, job code changes, transfers, promotions, terminations, resignations, etc., in the payroll system to maintain current information

+ Gather, verify and ensure complete data has been obtained and entered into the payroll system for the administration of benefits such as medical/dental insurance, pension plans, and unemployment benefits

+ Assist with filing mandated state and federal reports relating to payroll and benefits

+ Work with confidential employee information

+ Maintain employee personnel records

+ Complete and process employee forms

+ Assist employees with questions regarding pay and benefits

+ N/A - None of the above

08

Indicate any payroll/HRIS software programs with which you are at least moderately proficient using (check all that apply):

+ SAP

+ JD Edwards

+ Kronos

+ None of the above

09

Which of the following best describes the size of the organization, in terms of total number of employees, where you obtained a majority of your years of full-time employment experience performing computerized payroll processing and timekeeping functions?

+ Less than 25 employees

+ More than 25 employees, but less than 50

+ More than 50 employees, but less than 100 employees

+ More than 100 employees, but less than 200 employees

+ More than 200 employees, but less than 400 employees

+ More than 400 employees, but less than 800 employees

+ More than 800 employees

+ N/A - No experience

10

Which of the following best describes the setting where you obtained the majority of your experience providing advanced-level administrative support?

+ Government Entity, such as Local, City, or State office

+ Educational Facility such as a school or college

+ Private Industry such as a privately owned company or business

+ Medical Facility such as a hospital or clinic

+ N/A - I do not possess any advanced-level administrative support experience

11

CONDITIONS OF EMPLOYMENT: If selected as a finalist, are you willing to undergo a background investigation which may include, but not limited to: verification of employment and educational records, identification verification, driver's license record and a criminal history?

+ Yes

+ No

Required Question

Employer

City of Rochester

Address

201 4th Street SE Rochester, Minnesota, 55904

Phone

(507) 328-2555

Website

https://www.rochestermn.gov/employment

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