ORDER NO. 30785
HUMAN RESOURCES DEPARTMENT JOB DESCRIPTIONS
Came to be heard this the 24th day of March, 2008, with a motion made by
Commissioner Letz, seconded by Commissioner Williams. The Court
unanimously approved by vote of 4-0-0 to:
Approve the Human Resources Director's Job Description as presented.

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COMMISSIONERS' COURT AGENDA REQUEST

PLEASE FURNISH ONE ORIGINAL AND TEN (10) COPIES OF THIS
REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT
~pr+
MADE BY: Eva Hyde
MEETING DATE: March 24, 2008
OFFICE: Human Resources
TIME PREFERRED:
SUBJECT: Consider, discuss, and take appropriate action to finalize job descriptions of
Human Resources Director and employees of the Human Resources Department
EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) Yes, as needed
NAME OF PERSON ADDRESSING THE COURT: Eva Hyde
ESTIMATED LENGTH OF PRESENTATION:
IF PERSONNEL MATTER -NAME OF EMPLOYEE:
Time for submitting this request for Court to assure that the matter is posted in
accordance with Title 5, Chapter 551 and 552, Government Code, is as follows:
Meeting scheduled for Mondays:
THIS REQUEST RECEIVED BY:
THIS RQUEST RECEIVED ON:
5:00 PM previous Tuesday
@ .M.
All Agenda Requests will be screened by the County Judge's Office to determine if adequate
information has been prepared for the Court's formal consideration and action at time of Court
Meetings. Your cooperation will be appreciated and contribute towards your request being
addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners'
Court.

Human Resources -Director
Posi~on Description:
The Human Resources Director guides and manages the overall provision of
Human Resources services, policies, and programs for the entire County. The
major areas directed are:
• Recrufing and staffing;
• Organizational and ~gase personnel planning;
• .Performance management and improvement systems;
• ~ ~ ~ ;_ Personnel multifunctional development
• AAay-#asi#+tate and ass+st-i-r~ #ir;
• Employment and com Hance to with
p regulatory se+~cerr~s standards;
• Employee orientation, development, and training;
• HR Policy development and documentation;
• Employee relations;
• ~etx~ty--vide-+ti:ee-#ac+i+ta#+e~
• ~°~~Y HR related employee
communications
• Compensation and benefits administration;
• Training and Development of Department Heads
• ' -afld -#+scat-~e#es~
• Provides direction for the Risk Management Program, which includes
activities for safety, Workers' Compensation, and property/casually
insurance;
• Employee safety, welfare, wellness and health;
• TE{,,mplnoyee servtices and counseling; and
~ titer-Y~ttest~-ttt- r~~jnor~~ica cc~~tar~+l
may-~_P~...,., ~ ~.u.-depat~e~s.
eas#-#eaded-by a+~e~er-ier~ced r~aage~-wha-reef-til~ely-spec+al+~es-+~~
c~r~e-aetiv+t~
The Human Resoun~es Director originates and leads Human Resources
practices and objectives that will provide an employee-oriented, high
performance culture that emphasizes empowerment, quality, productivity and
standards, goal attainment, employee retention, and the recruitment and ongoing
development of a superior workforce.
The Human Resources Director coordinates implementation of services, policies,
and programs through Human Resources staff; reports to the Commissioners'
Court ar}d-se ot+ve -r~aeaQt-tea+~ and assists and advises
County Elected Officials and Department Heads about Human Resources issues.
Primary Objectives:
• Safety of the workforce.
• Development of a superior workforce.
• Development of the Human Resoun~s department.
• Development of an employee-oriented County work culture that
emphasizes quality, continuous improvement, and high performance.
• Personal ongoing development.
Essential Functions of the Humari Resources Director
Developtrmnt of the Human Resources Departrnent
• C~~ersees Develops and administers the implementation of Human
Resoun~es programs through Human Resouroes staff. Monitors
administration to established standards and procedures. Identifies
opportunities for improvement and resolves any discrepancies.
• r,,,°~°°° Administers and manages the work of reporting Human
Resources staff. Encourages the ongoing development of the Human
Resources staff.
• Develops and monitors an annual budget that indudes Human Resources
services, employee recognfion, employee support, and administration.
• `~v'°~t~ u^d c".~uPc^'m~ Recommends and coordinates Human Resources
consultants, attorneys, and training specialists, and coordinates County
use of insurance brokers, insurance carriers, ,and
other outside sources.
• Administers and manages TCDRS Pension Plan and County 457
Retirement Planning Program (Should WC and Unemployment be added
here?
• Conducts a continuing study of all Human Resources policies, programs,
and practices to--keep and keeps agemeet Commissioners' Court,
Elected Officials and Department Heads infom~ed of new developments.
• Leads the development of HR department goals, objectives, and systems.
• Establishes departmental measunments that support the accomplishment
of the County's strategic goals.
• Directs the preparation and maintenance of such reports as are necessary
to carry out the functions of the HR department.
• Prepares periodic reports for naaeage~e~ Commissioners' Court, as
necessary or requested, to track strategiE~eai accomplishmerrts.
• Works with Commissioners' Court to Ddeveiops and administers
programs, procedures, and guidelines to help align the workforce- with the
s#fa#eg+c-gea~{s-e#--the-- Cet~t~:
• Participates in e~esutiv~: ~a~e~er~t~-aid County staff meetings and
attends other meetings and seminars.
Human Resources Information Systems HRIS
• Manages the development and maintenance of the Human Resources
sections of both the Internet, particularly nrcxuiting, culture, and County
information; and Intranet sites.
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• Utilizes InCode software to the County's advantage.. Assists in facilitating
Commissioners' Court Directive to utilize Incode and Od sse software.
Training and Development
• Defines all Human Resources training programs, and assigns the authority
/ responsibility of Human Resources and naaflaQe~ Elected Officials and
Department Heads within those programs. Provides necessary education
and materials to n~agef-s Elected Officials Department Heads and
employees including workshops, manuals, employee handbooks, and
standardized reports.
• Leads the implementation of the performance management system that
includes performance development plans {PDPs) and employee
development programs.
• Establishes an in-house employee training system that addresses County
training needs including training needs assessment, new employee
orientation or onboarding, management development, production cross-
training, the measurement of training impact, and training transfer.
• Assists managers with the selection and contracting of external training
programs and consultants.
• Assists with the development of and monitors the spending of the County
training budget.
Employment
Establishes and leads the standard nrcxuiting and hiring practices and
procedures necessary to n~ruit and hire a superior workforce.
Interviews management and executive-level candidates; serves as
interviewer for position finalists with approval and direction of
Commissioners' Court.
C +a --~eeti+3gs_ Administers
employee selections for all Departments reporting to Commissioners'
Court or as requested by Elected Officials
Employee Relations
• Formulates and recommends Human Resources policies and objectives
for the County with regard to employee nelations.
• Collaborates wi#h management to communicate Human Resources
policies, procedures, programs, and laws.
• Determines and recommends employee relations practices necessary to
establish a positive employer-employee relationship and promote a high
level of employee morale and motivation.
• Conducts investigations when employee labor or employment complaints
or concerns are brought forth.
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• Monitors and advises managers and supervisors in the progressive
discipline system of the County. Monitors the implementation of a
performance improvement process with non-performing employees.
• Reviews,-and guides,-~d-appreves-n-+aflager~er+t recommendations for
employment terminations.
• Leads the implementation of County safety and health programs.
Monitors the tracking of OSHA-naquired data.
• Reviews employee appeals through the County complaint procedure.
Compensafion
• Establishes the County wage and salary structure, pay policies, and
oversees the variable pay systems within the County incuding merit
increases and raises..-s subiect to Commissioners' Court approvals
• Leads competitive market research to establish pay practik~ and pay
bands that help to n3cruit and retain superior staff.
• Monitors all pay practices and systems for eFfiectiveness and c~-st
containment.
• Leads participation in at least one salary survey per year.
Benefits
With the ass+staflse-guidance and approval of #~e Commissioners' Court,
obtains cost effective, employee serving benefits; monitors national
benefits environment for options and lost savings.
Leads the development of benefit orientations and other benefit training.
Recommends changes in benefits offered, especially new benefits aimed
at employee satisfatition and retention.
Law
Leads County compliance with all existing governmental and labor legal
and govemment reporting requirements induding but not limited to any
related to the Equal Employment Opportunity (EEO), the Americans With
Disabilities Act {ADA), the Family and Medical Leave Act (FMLA),
Employee Retirement Income Security Act (FRIBA), the Department of
Labor, worker compensation, the Occupational Safety and Health
Administration (OSHA), and so forth.
Works to Ma+ntai~-~+~i~i~i minimize County exposure to lawsuits.
Directs the preparation of information requested or required for
compliance with labor and emplovment laws. ,4ppreves Reviews all
information submitted. Serves as the primary contact with the County
Attorney and outside govemment agencies for labor and emplovment
issues.
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• Protects the interests of empbyees and the County in accordance with
County Human Resources policies and governmental laws and
regulations.
Organization Development
• Designs, directs, and manages aCounty--wide process of organization
development that addresses issues such as succession planning, superior
workforce development, key employee retention, organization design, and
e~a+~ge management changes.
• Manages Reviews employee communication and feedback through such
avenues as Commissioners' Court, Workshops, suggestion programs,
employee satisfaction surveys, newsletters, employee focus groups, one-
on-one meetings, and Intranet use.
• Directs a process of organizational planning that evaluates County
structure, job design, and penronnel forecasting. Evaluates plans and
changes to plans. Makes recommendations to Commissioners' Court.
• Identifies and monitors the srgae+zat+~'s organizational culture so that it
supports the attainment of the County's goals and promotes employee
satisfacfion.
• Leads a process of organization development that plans, communicates,
and integrates the results of strategic planning. throughout the County.
• Assists and facilitates gages-tie County-Wide Committees including
the wellness, training, environmental health and safety, activities, ast+v+ty;
and~al~:+r~e and communications.
• Keeps the Commissioners' Court, Elected Officials, and Department
Heads informed of signficant problems that jeopardize the achievement of
Gounty goals, and those that are not being addressed adequately.
The Human Resources Director assumes other responsibilities as assigned by
the Commissioners' Court.
Required Knowledge, Skills, and Abilities for the HR Director
To perform the Human Resouroes Director job successfully, an individual must
be ab~ to perform each essential responsibility satisfactorily. These
requirements are representative, but not all-inclusive, of the knowledge, skill, and
ability required to lead as the County Human Resources Director. Reasonable
acxiommodations may be made to enable individuals with disabilities to perform
the essential functions.
Human Resources Director Requirements
• Broad knowledge and experience in employment law, compensation,
organizational planning, organization development, employee relations,
safety, and training and development.
• Above average oral and written communication skills.
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• Excellent interpersonal and coaching skills.
• Demonstrated ability to lead and devebp Human Resources staff
members.
as-~ t-e~-t#e~~~~u.~
r+~af~a~t- -d+fest+o~.
• Demonstrated ability to interact effectively with the County
Commissioners', Elected Officials, and Department Heads.
• Demonstrated ability with regards to financial acxounting, budgeting,
auditing, and cash management as it relates to Payroll Insurance and
other HR related materials.
• Excellent computer skills in a Microsoft Windows environment.
• Must include Excel and skills in database management and nrcord
keeping.
• General knowledge of various employment laws and practices.
• Experience in the administration of benefits and compensation programs
and other Human Resources programs.
• Evidence of the practice of a high level of confidentiality.
• Excellent organizational skills.
Education and Experience
• Minimum of a Bachelor's degn~ or equivalent in Human Resources,
Business, Organization Development.
• Ten plus years of progressive leadership experience in Human
Resources.
• Specialized training in employment law, compensation, organizational
planning, organization development, employee relations, safety, training,
and preventive labor relations, preferred.
• Active affiliation with appropriate Human Resources networks and
organizations and ongoing community involvement, preferred.
• Possess ongoing affiliations with leaders in successful companies and
organizations that practice effective Human Resources Management.
Physical Demands
These physical demands are n3presentative of the physical nquirements
necessary to sucxessfully perform the essential functions of the Human
Resources Director's job. Reasonable acxommodation can be made to enable
people with disabilities to perform the described essential functions of the Human
Resources Director's job. While performing the responsibilities of the Human
Resources Director's job, the employee is required to talk and hear, is often
required to sit and use their hands and fingers, to handle or feel, is occasionally
required to stand, walk, reach with arms and hands, lift materials (25 Ibs), climb
or balance, and to stoop, kneel, crouch or crawl. Vision abilities required include
close vision.
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Work Environment
While pertorming the responsibilities of the Human Resouroes Director's job,
these work environment characteristics are representative of the environment the
Human Resources Director will encounter. Reasonable accommodations may
be made to enable people with disabilities to perform the essential functions of
the Human Resources Director`s job. While performing the duties of this job, the
employee is occasionally exposed to moving mechanical parts and vehicles. The
noise level in the work environment is usually quiet to moderate.
Conclusion
This job description is intended to convey information essential to understanding
the scope of the Human Resources Director's position and it is not intended to be
an exhaustive list of skills, efforts, duties, responsibilities, or working conditions
associated with the position.
Please Note:
Changes within the document were recommended by
Commissioners' Letz and Williams during our discussion after the
Commissioners' Court meeting March 90, 2008. This document
continues to be a draft (work in progress} until such time #hat the
Commissioners' Court determines the documents completeness.
This document will be part of the documentation presented to
Commissioners' Court as an agenda item for March 24, 2008.

RECOMMENDATION:
Payroll Function (Entire Payroll Duties including all reports and financial services related
to Payroll/Insurance/Retirement/IJnemployment/457 plans, etc) needs to be done solely
in the HR Department. The Internal Auditor as well as the External Auditor has made a
recommendation that the processes are not efficient, accurate or properly recorded due to
the duties being divided between two areas. It is imperative that due to GASB 34
requirements that these functions come under one department. In order to properly pay
the insurance payments, the unemployment, retirement, 457, etc, these billings must be
reconciled with the payroll records. i.e., all employees who are hired, terminated, sick,
FLMA have to be considered in the reconciliation of these reports. It is an impossible
task for more than one department to have complete and accurate records to perform
these reconciliations properly, accurately and efficiently. In addition, due to Federal
HIPAA laws, most information is considered confidential and cannot be shared with the
other departments.
The process should revolve around payroll checks. From these payroll checks the
following are a few of the mandatory reports and financial obligations required:
EEOC (Equal Employment Opportunity Commission)
TCDRS Retirement -Balance and reconcile and request disbursement of payment
Health Insurance and Prescription (Major Medical) -Balance and reconcile and request
remittance of payment
20 Supplemental Insurance Premiums merged -Balance and reconcile and request
remittance of payment
Unemployment -Calculated and then reconciled to request remittance of payment to
State of Texas
Workers Compensation -Calculated and reconciled in addition to timeliness of filing
original reports on employees
GASB34 Requirements
Maintaining accrual entries for GASB34 regarding liabilities of vacation, comp time, and
sick leave.
Provide informational report to the Auditor of all Retirees currently receiving Retiree
benefits and all employees eligible from 2008 forward.
Job Processes
Note:
To help reduce misunderstanding, all processes described relate
directly to HR and Personnel and all process are to be administered
under the direction, guidance, and approval of Commissioners' Court.
Recruiting and Staffing -included but not limited to:
• Lead administrator of advertising for new hires
• Office support including but not limited to: main contact for telephone,
email, and/or candidate visits
• Review applications and work with Elected Officials (as needed or
requested) and Department Heads to determine best candidates for
interviews
• Work with Elected Officials (as needed or requested) and Department
Heads on final interviews and choice of successful applicant
• Administrator of pre-employment background checks
• Active administration of procedures for recruiting processes including
sourcing, screening, interviewing, and offer approvals (within
Commissioners' Court approved budget and position schedule)
• Active participation with Elected Officials (as needed or requested) and
Department Heads regarding staffing needs
• New Hire Orientation process including but not limited to: application,
background check, review, training, and completion of I-9, W-4, medical
benefits, supplemental benefits, TCDRS Retirement, 457 Plan, COBRA,
HIPAA, FMLA, and other associated new hire needs
Personnel multifunctional development -included but not limited to:
• Job Descriptions
• Cross-functional training within Elected officials (as needed or requested)
and Department Heads offices (to help ensure coverage for vacation, sick,
etc. and productivity)
• Maintain Commissioners' Court approved Position Schedule and Step &
Grade files
• Review, analyze, and recommend positions, consolidation of duties,
and/or assist in restructure (as needed or requested)
• Maintain employee files that include separate but equally important
personnel and medical information (2 sets of files on each employee)
• Facilitate training offerings that include but are not limited to:
o COBRA (Consolidated Omnibus Budget Reconciliation Act)
o HIPAA (Health Insurance Portability and Accountability Act)
o FLSA (Federal Labor Standards Act)
o FMLA (Family and Medical Leave Act)
o EEO Compliance
o Diversity in the Workplace
o Harassment
o Coaching
o Progressive Discipline
o Conflict Management
o Workplace Violence
o Decision Making
o Problem Solving
o Performance Management
o Employee Relations
o Delegating
o New Supervisor/Lead Employee
o Managing Employee Absence, Leave, and Disability
o Understanding Retirement
o Understanding Workers Compensation
o Maintaining a Drug and Alcohol Free Workplace
o Safety Training (examples include- but are not limited to)
^ Heat Stress
^ Confined Spaces
^ Emergency Action Plans
^ Electrical Safety
^ Office Safety
^ Fire Extinguisher
^ First Aid Basics
^ First Aid Medical Emergencies
^ Hand and Power Tool Safety
^ Hand, Fingers, and Wrist Safety
^ Injury & Illness Prevention
^ PPE (Personal Protective Equipment) -Head, eyes,
hand/arm, foot/leg, hearing
^ Preventing Back Injuries
^ Preventing Slips, Trips, and Falls
^ Preventing Cuts & Puncture Wounds
^ Driving Safety (DOT & Light Vehicles)
Compensation and Benefits administration
• Completes semi-monthly payroll
• Administers payroll deductions employee and County contributions
(including but not limited to)
o Vacation & Sick
o County Insurance Premiums
o Supplemental Premiums
o Child Support
o Garnishments
o Retirement
0 457 Plan
o Federal Withholding
o FICA & Medi
o Unemployment
• Federal, State, and Local Reporting (including but not limited to)
o Workers Compensation Reporting
o Unemployment
o TCDRS Retirement
0 457 Plan
o GASB34 reporting on accruals of vacation, sick, comp time benefits
o GASB34 reporting on current and potential retiree benefits (starting
Jan 1 2008)
• Works with Elected Officials and Department Heads regarding Longevity
Increases
• Works with Elected Officials and Department Heads regarding employees
job reclass increases (future add -merit increases)
• Administers County Major Medical for active personnel and retirees
• Receives all billings from Major Medical, reconciles billing against payroll,
completes financial reconciliation of billing, requests payments to vendor
• Receives all billings from supplemental insurance, reconciles billing
against payroll, completes financial reconciliation of billing, requests
payments to vendors
• Receives billings from 457 plan, reconciles against payroll, completes
financial reconciliation of billing, requests payments to vendor
Employment and Compliance with regulatory standards
• Hiring Process
• New Employee Orientation
• County Pay Practices (Overtime, Exempt, etc)
• At Will Employment
• Discrimination in Employment (EEOC, ADA, ADEA, etc)
• Sexual Harassment
• Americans with Disabilities Act (ADA)
• Leaves of Absence (FMLA, Military Leave, Jury Service, etc)
• Employee Separations
• Employment Benefit Plans (FRIBA and COBRA) Employee Retirement
Income Security Act and Consolidated Omnibus Budget Reconciliation Act
• HIPAA (Health Insurance Portability and Accountability Act)
• Newborns' and Mothers' Health Protection Act
• Reductions in Force (Layoff, Reclasses, and Recalls)
• Retaliation
• Labor Laws
• Immigration Reform Act Requirements
• Reducing Liability from Employee Claims
• Dealing with Agency Investigations (US Dept of Labor, EEOC, NLRB,
Immigration)
• Insurance Coverage of Employment Claims (Unemployment Mediation
and Arbitration)
• Utilization of Temporary Employees
• Protection of Debtor Employees (Garnishments)
• Crisis Management (communication, monitoring, documentation)
• Occupational Safety and Health Act OSHA (although we do not fall under
OSHA, if we go to court we should have at least the minimum acceptable
requirements OSHA recommends to reduce risk)
• Workers' Compensation (Federal Laws)
• Employee Health and Safety
• Workplace Violence (reduce liability faced by County)
• Injury Investigations (Workers Comp and potential litigation reduction
through Safety Training)
• Pre-employment Forms
• Post-Employment Forms
• HIPAA Forms
• COBRA Forms
• Harassment Forms
• Training Forms
• FMLA Forms
• Injury Forms
HR Policy Development and documentation
• Job Descriptions Updated and Maintained
• Position Schedule Maintained
• Policy Book Updated and Maintained
• All of the above -facilitates and assists elected officials and department
heads regarding job re-classifications, discipline and separations,
employee claims, etc