Job Description

Posting number: 26-AP188-10ELDE

Department: Human Resources Management Department

Job classification: Exempt Limited Duration Employee

Posting type: Open & Promotional

Categories: Administration, Clerical & Data Entry, Accounting and Finance, Human Resources, Payroll/Benefits Administration

Summary

The City of Oakland is an equal opportunity employer that values workforce diversity, inclusion, and equity. Oakland has a long history of activism around issues of justice and equity. Both oppression and this resistance to oppression have shaped the city’s historical roots and the lives of its residents to this day. As public servants in one of the most diverse cities in the nation, we strive to develop employees who understand the harm and impacts of systemic inequity to create lasting, meaningful outcomes for everyone. Oakland strives to establish an environment that embraces the richness of culture, community, and individualism of employees.

The City of Oakland is seeking a detail-oriented, hands-on Human Resources Operations Supervisor to perform and oversee critical HR operations that support accurate employee and position information across the organization.

This is an at-will position, exempt from the provisions of the City of Oakland Civil Service Rules (per Charter Section 902f). Exempt Limited Duration positions may not exceed a period of one year.

The Human Resources Operations Supervisor is a working supervisor who will perform technical and operational assignments while directing, reviewing, and quality-checking the work of assigned staff. The position requires the ability to balance an individual workload with responsibility for ensuring that work performed by staff is accurate, complete, timely, and consistent with established procedures and requirements.

The position plays an important role in maintaining the accuracy and integrity of HR information and records, including employee and position information that supports payroll and other City processes. The incumbent will work closely with the Finance Department and other City departments to resolve discrepancies, coordinate information, and support accurate and timely processing. While the position works closely with Finance/Payroll, it is an HR operations position within the Employment Operations Services Division of HR and has responsibility for HR processes and information that support those functions.

This position requires exceptional attention to detail, sound judgment, strong organizational skills, and the ability to identify errors or discrepancies that may not be readily apparent. The successful candidate will be equally comfortable performing detailed technical work, reviewing the work of others, and addressing issues to ensure the accuracy and reliability of HR information.

Why join the City of Oakland's Human Resources Management Department?

The City of Oakland's Human Resources Management Department (HRM) plays a critical role in supporting the City's workforce and ensuring that departments have the people, systems, and resources they need to deliver essential public services. HRM provides a broad range of human resources services, including recruitment and selection, employee and labor relations, classification and compensation, benefits, human resources operations, organizational development, and employee support.

Working in HRM means working in a complex, full-service municipal human resources environment where the work has a direct impact on City employees and the communities they serve. You will collaborate with HR professionals and City departments across a wide range of functions and have the opportunity to develop expertise in public-sector human resources while contributing to improvements in how the City manages and supports its workforce.

The Department values collaboration, accountability, continuous improvement, and high-quality customer service. Employees are encouraged to bring forward ideas, identify opportunities to improve processes, and work together to develop practical solutions to the challenges of serving a large and diverse municipal organization.

We are looking for someone who is:

• Hands-on and technically capable. You enjoy doing the work yourself and are comfortable balancing your own technical assignments with responsibility for overseeing others.
• Exceptionally detail-oriented. You naturally notice inconsistencies, missing information, and errors and understand the importance of getting the details right.
• A strong quality-control thinker. You can review and audit the work of others, identify issues, determine what needs to be corrected, and help prevent errors from recurring.
• Accountable. You take ownership of the accuracy, completeness, and timeliness of your work and hold yourself and others to high standards.
• An effective working supervisor. You can provide direction, answer questions, coach employees, review their work, and address problems while continuing to perform your own assignments.
• Comfortable with data and systems. You can work confidently with detailed employee and position information, HR systems, spreadsheets, and other tools used to maintain and verify records.
• A problem solver. When something does not look right, you are willing to investigate, ask questions, reconcile information, and follow the issue through to resolution.
• Organized and dependable. You can manage recurring operational work, competing priorities, and deadlines without losing sight of accuracy.
• A clear communicator. You can explain procedures and expectations, provide constructive feedback, and work effectively with staff, HR colleagues, Finance, and City departments.
• Collaborative but appropriately accountable. You can build productive working relationships with Finance and other departments while understanding that HR remains responsible for the accuracy and integrity of its own processes and information.
• Interested in improving how work gets done. You look for practical ways to strengthen procedures, workflows, controls, and service delivery rather than simply continuing a process because it has always been done that way.

What you will typically be responsible for:

• Performing hands-on HR operations work involving detailed employee, position, and personnel information while balancing an individual workload with supervisory responsibilities.
• Supervising and reviewing the work of assigned staff, providing direction, technical guidance, and feedback while ensuring work is accurate, complete, and timely.
• Auditing and maintaining the accuracy of HR information, identifying discrepancies and errors, researching issues, and coordinating appropriate corrections.
• Supporting accurate HR/Payroll and related City processes by ensuring employee and position information is complete, accurate, and timely, and working closely with Finance to resolve discrepancies.
• Establishing and maintaining effective quality-control practices, procedures, and workflows that promote consistency, accuracy, and reliable service delivery.
• Researching and resolving complex HR operations issues and collaborating with HR staff, Finance, and City departments to address problems and improve processes.
• Click on the link below to see a video on what it's like to work for the City of Oakland!

Working for the City of Oakland

A few reasons you might love this job:

• You’ll have a meaningful role in keeping City operations running smoothly. Accurate HR information supports employees, departments, payroll, and the City’s ability to deliver essential services.
• You’ll be both a practitioner and a leader. You’ll stay close to the work while guiding a team, making this a great opportunity for someone who enjoys technical work and developing others.
• You’ll be the person who makes sure the details are right. If you enjoy finding discrepancies, solving problems, and creating order out of complicated information, this role will give you plenty of opportunities to do that.
• You’ll have an opportunity to improve how things work. You’ll help strengthen processes, develop practical quality controls, and find better ways to make HR operations more accurate and efficient.

A few challenges you might face in this job:

• You’ll need to stay focused on the details while keeping work moving. The position involves a high volume of information and transactions, so you’ll need to maintain accuracy while meeting deadlines and operational demands.
• You’ll balance hands-on work with supervision. You’ll be expected to complete your own assignments while providing direction, reviewing work, and helping your team resolve issues.
• You’ll encounter issues that require investigation. When information doesn’t match or something doesn’t look right, you’ll need to dig into the details, determine what happened, and work with others to resolve it.
• You’ll work with multiple partners and priorities. The role requires coordinating with HR, Finance, and City departments while keeping your team’s work organized and responsive to changing needs.

Competencies Required:

• Professional & Technical Expertise: Applying technical subject matter to the job
• Attention to Detail: Focusing on the details of work content, work steps, and final work products
• Leadership: Guiding and encouraging others to accomplish a common goal
• Teamwork: Collaborating with others to achieve shared goals
• Using Technology: Working with electronic hardware and software applications
• Critical Thinking: Analytically and logically evaluating information, propositions, and claims
• Analyzing & Interpreting Data: Drawing meaning and conclusions from quantitative or qualitative data
• Handling Stress: Maintaining emotional stability and self-control under pressure, challenge, or adversity
• Building & Maintaining Relationships: Establishing rapport and maintaining mutually productive relationships
• Writing: Communicating effectively in writing
• Oral Communication: Engaging effectively in dialogue

Qualifications

Any combination of education and experience that is equivalent to the following minimum qualifications may be acceptable.

Education:

Associate's degree from an accredited college or university in human resources, business management, public administration, information systems, or a closely related field. A Bachelor's degree in one of these fields is highly desirable.

Experience:

Five (5) years of progressively responsible experience performing human resources operations, personnel administration, HRIS administration, employee and position data management, or closely related work, including at least one (1) year of supervisory experience supervising technical staff performing related work. Experience working in a public sector agency is highly desirable.

License or Certificate / Other Requirements:

Incumbents in this classification may be required to travel to various locations to perform assigned duties and must be able to do so in a timely and reliable manner. A valid California driver’s license is required only when operating a vehicle is an essential function of the position.

Supplemental information

This is an at-will position, exempt from the provisions of the City of Oakland Civil Service Rules, per Charter Section 902f. All applications received will be forwarded to HRM for further consideration.

Meeting the minimum qualification requirements may not result in further consideration, only the most qualified candidates will be contacted for interviews.

Exempt Limited Duration Employee (ELDE): This is an at-will position, exempt from the provisions of the City of Oakland Civil Service Rules (per Charter Section 902f). Exempt Limited Duration positions may not exceed a period of one year.

What’s in it for you?

• Work/Life Balance: 37.5 hour work weeks
• 15 paid holidays
• Vacation: 2 weeks per year minimum with the ability to accrue more depending on public sector years of service
• Retirement: CalPERS (California Public Employees’ Retirement System) with a pension formula of 2.5% @ 55 (for Classic CalPERS members) and 2% @ 62 for new CalPERS members. Classic Employees contribute 8% of pre-tax wages. The City of Oakland does not participate in Social Security
• Health: The City of Oakland pays the full cost of employee and eligible dependent coverage at the Kaiser rate. Other plans include Anthem, Blue Shield, United Health Care, and other HMO and PPO plans
• Dental: Delta Dental full premium for employees and eligible dependents
• Vision: VSP full premium for employees and eligible dependents
• Sick leave: Employees accrue 12 days per year
• Deferred Compensation: 457(b) pre-tax plan and an after-tax ROTH 401(k)plan
• Other benefits include a Flexible Spending Account, Wellness Program, Employee Assistance Program, Tuition Reimbursement, Life Insurance up to $200k & Employee Training.

*Benefits described herein do not represent a contract and may be changed without notice. Additional information can be found here: Working for Oakland | City of Oakland, CA

Applicants are required to submit criminal history information upon request after receiving a conditional offer of employment. If the requested information is not furnished in a timely manner, applicants will not qualify for further consideration and will be removed from the eligible list.

Disaster Service Workers

All employees are designated Disaster Service Workers through state and local law. Employees are required to complete all Disaster Service Worker-related training as assigned and to return to work as ordered in the event of an emergency.

How to Apply

Apply prior to the closing time of the job announcement and allow at least two to three hours to submit your application if you are a new user on the system. APPLICATIONS ARE ACCEPTED ONLINE ONLY. You may apply and view current openings by visiting our employment opportunities webpage at:

http://agency.governmentjobs.com/oaklandca/default.cfm.

If you do not have access to a computer, there are computer stations available at any City of Oakland Public Library. There are also workstations at the Human Resources Management Department, 150 Frank H. Ogawa Plaza, 2nd Floor, Oakland, CA 94612. Workstations are available during regular business hours (normally 10:00 a.m. to 4:00 p.m.).

Our online application system is provided by GovernmentJobs. If you have problems while applying online, please contact GovernmentJobs Live Applicant Support at (855) 524-5627 between 6:00 AM and 5:00 PM Pacific Time, Monday - Friday. You may also call the City of Oakland Human Resources Management Department during regular business hours at (510) 238-3112 for information; however, we are unable to provide technical support for the online application system.

For recruitment-specific questions, please contact Ellaine Reyes at EReyes2@oaklandca.gov.