About the position
The Human Resources Assistant position at the Indianapolis Metropolitan Police Department (IMPD) is a vital role responsible for supporting and facilitating various activities within the Human Resources Office. This position plays a crucial part in maintaining records and filing systems, ensuring compliance with regulatory reporting, and assisting in the selection processes for new hires and promotions. A significant focus of this role is on the administration of leave of absence and medical liaison programs, which are essential for the well-being of the department's personnel. The Human Resources Assistant will be tasked with maintaining comprehensive records and files, including personnel, medical, and background information. This involves planning, developing, and implementing a file management system that adheres to records retention and archival needs. The assistant will monitor the information contained in these files to ensure compliance with departmental policies and legal guidelines, updating files as necessary and controlling access to ensure confidentiality. Responding to requests for file access, such as public records requests and subpoenas, is also a key responsibility. In addition to record-keeping, the assistant will assist in the administration of hiring and promotion processes across various locations. This includes proctoring examinations and assessments, monitoring raters and assessors, and conducting quality control of examination materials. The role also involves compiling and maintaining records related to sworn employee medical leave usage, analyzing data to identify trends or potential abuse, and ensuring compliance with departmental policies regarding attendance. The Human Resources Assistant will also play a role in the administration of the IMPD limited duty program, monitoring doctor statements and verifying employee eligibility to work. This includes coordinating return-to-work processes and ensuring that employees on restricted duty are assigned appropriate work duties according to their medical restrictions. The position requires updating human resources information systems to maintain accurate and up-to-date records, coordinating internal transfer requests, and assisting in the production and distribution of personnel orders. In the absence of the supervisor, the assistant will act as a liaison between IMPD, city/county, and third-party administrators regarding worker's compensation claims and benefits. This role requires a high level of discretion and the ability to handle sensitive and private matters with care.
Responsibilities
- Maintains records and files (i.e., personnel, medical, background, etc.) and assists with planning, development, and implementation of file management system.
- Monitors information/data contained in files to ensure compliance with Department policy and legal guidelines; updates files as necessary.
- Monitors and controls access and release of files according to Department policy, ensuring confidentiality.
- Assists in the administration of hiring and promotion processes, proctoring examinations and assessments, and conducting quality control of examination materials.
- Compiles and maintains records relating to sworn employee use of medical leave time; analyzes data to identify trends or abuse of medical leave time.
- Monitors employees on extended leave for compliance with departmental policy and terms of attendance probation.
- Assists in the administration of the IMPD limited duty program; verifies employee eligibility to work and coordinates return to work processes.
- Updates human resources information systems, ensuring data is accurate and up to date; maintains database records.
- Coordinates internal transfer/reassignment requests and position opening bulletins; processes requests and maintains records related to bulletins and selection status.
- Assists in the production, proofing, distribution, and filing of personnel orders.
- Coordinates departmental fitness-for-duty evaluations with appropriate medical/psychological services; schedules appointments and follows up with employees.
- Acts as liaison between IMPD, city/county, and third-party administrators regarding worker's compensation claims in the absence of the supervisor.
Requirements
- High school diploma or equivalent and three (3) years of related work experience (e.g., Human Resources, worker's compensation, leave programs, etc.).
- Knowledge of laws, rules, and regulations regarding the Indiana Worker's Compensation Act, FMLA, Department of Labor, Record keeping Guidelines for Occupational Injuries and Illnesses, and HIPAA privacy regulations.
- Ability to coordinate multiple projects and meet various deadlines.
- Knowledge of spreadsheet(s), database(s), and other software is required; knowledge of Microsoft Access is a must.
- Requires knowledge of applicant tracking systems and HR information systems.
- Excellent written and verbal communication skills are required.
- Ability to prioritize daily demands and organize projects to complete them in a timely fashion.
- Discretion in handling very sensitive and private matters.
Nice-to-haves
- Oracle PeopleSoft HCM experience
- NeoGov experience
- Bachelor's Degree in a related area
- HR Certifications
- Law enforcement experience
Benefits
- Health insurance
- Paid holidays
- Paid time off
- Retirement plan options
- Professional development opportunities
