HR Office Manager II

Be a part of a dynamic team whose common goal is to make a difference in our community.

It is amazing to know that by being a part of the City of Idaho Falls team, you would be doing important work for our community that affects people's lives. Every day brings new challenges and rewards!

Job Description:

Why Join the City of Idaho Falls Human Resources Team?

At the City of Idaho Falls, Human Resources is more than an administrative function. We are a trusted partner committed to supporting the employees who serve our community every day. Our HR team values collaboration, integrity, continuous improvement, and exceptional customer service. We work together to build efficient processes, provide meaningful employee support, and foster a positive workplace culture across the organization.

As a member of our team, you will have the opportunity to make a direct impact on the employee experience while working alongside knowledgeable professionals who are committed to innovation, compliance, and operational excellence. If you enjoy solving problems, improving processes, and helping others navigate important moments throughout their employment journey, you will find rewarding and meaningful work here.

Please include the following attachments:

• cover letter
• resume

Be careful to NOT click on SUBMIT until you have attached the required documents. Once you click SUBMIT, you will not be able to modify the application or add any attachments.

Work Schedule

This is a full-time, in-office position. The regular work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. Remote or hybrid work is not available for this position.

This position performs advanced-level professional and administrative Human Resources duties requiring the exercise of independent judgment related to the administration, coordination, and continuous improvement of core HR processes across the employee lifecycle. Serves as the primary point of contact for day-to-day HR operational functions, including routine FMLA leave administration and ADA requests, benefits, onboarding, and employment transactions, ensuring processes are executed accurately, consistently, and in compliance with applicable laws, regulations, and City policies.

SUPERVISION RECEIVED

Works under the general supervision of the Assistant HR Director.

SUPERVISION EXERCISED

None. May provide functional guidance to departments and employees regarding HR processes and requirements.

Collaborates closely with the Assistant HR Director, and other HR office staff to ensure coordinated and effective HR service delivery across the organization. Exercises independent judgment in the administration of routine leave programs (including FMLA and ADA), benefits processes, onboarding, and employment transactions, identifying issues and referring complex or non-routine matters to the HR Director or Assistant HR Director as appropriate.

Leave Administration & Compliance (FMLA, ADA, Shared Leave)

• Processes and administers routine FMLA, ADA, and related leave requests, applying established laws, regulations, and City policies to determine employee eligibility, qualifying events, and appropriate leave designation.
• Advises supervisors and employees on standard leave requirements, obligations, and options.
• Collects and reviews documentation for routine leave requests and accommodations; prepares case information for review.
• Refers ADA interactive process meetings, complex or contested cases, and cases requiring legal interpretation to the HR Director or Assistant HR Director.
• Ensures all leave-related documentation is complete, accurate, and confidential.
• Identifies potential compliance concerns in routine cases and escalates to the HR Director or Assistant HR Director as needed.

Benefits Administration

• Serves as the primary day-to-day HR contact for employee benefits questions and support.
• Ensures ACA/PERSI tracking and eligibility compliance.
• Administers benefits enrollment, changes, and terminations, ensuring accuracy and compliance.
• Coordinates and executes open enrollment processes, including employee communications and logistics.
• Interprets benefits policies and resolves routine to moderately complex employee issues.
• Coordinates with vendors, brokers, and internal stakeholders to ensure effective service delivery.

Onboarding & Employee Lifecycle

• Oversees and administers onboarding processes to ensure a consistent and effective new hire experience, including seasonal employee onboarding events.
• Processes employee background checks and creates FCRA documentation.
• Ensures all onboarding requirements (I-9, documentation, system setup, orientation) are completed accurately and timely.
• Maintains audit readiness of all personnel files at all times.
• Coordinates offboarding processes, including benefits notifications, final documentation, and system access changes.
• Evaluates onboarding and offboarding processes and recommends improvements to enhance efficiency and employee experience.

Payroll & Employment Transactions

• Processes and reviews employment-related transactions, including hires, status changes, pay adjustments, and separations.
• Ensures accuracy, completeness, and compliance of all personnel action documentation.
• Coordinates with payroll to ensure timely and accurate processing.
• Identifies discrepancies or issues and resolves them through appropriate action.

HRIS, Reporting, & Personnel Files

• Maintains accuracy and integrity of HRIS data related to assigned functions.
• Prepares and reviews operational HR reports, including compliance and regulatory reporting (e.g., EEO, new hire reporting).
• Maintains required documentation for audits and ensures readiness for internal and external reviews.
• Evaluates data and identifies trends or issues requiring attention.
• Creates and maintains employee personnel files in accordance with applicable laws and record retention requirements.

Employee Support & HR Guidance

• Serves as a primary point of contact for employees and supervisors on HR operational matters.
• Provides guidance on HR processes, policies, and procedures.
• Resolves routine to moderately complex issues independently and escalates more complex matters as appropriate.
• Ensures responsive and professional service delivery.

HR Process Improvement & Coordination

• Monitors HR operational workflows and identifies inefficiencies or gaps.
• Recommends and implements process improvements to increase effectiveness, consistency, and compliance.
• Develops and maintains process documentation and standard operating procedures.
• Helps ensure accountability for completion of key HR processes across departments.

Employee Programs & Engagement Support

• Coordinates employee programs and events, including wellness initiatives, benefits-related events, the employee picnic, and recognition activities.
• Supports communication and participation efforts across the organization.

General HR Department Support

• Participates in HR initiatives, projects, and process improvement efforts.
• Provides support for training coordination and HR communications.
• Ensures compliance with required postings and notices.
• Performs other duties and responsibilities as assigned.

1. Education and Experience:

A. Graduation from high school, GED, or equivalent, plus two (2) years of specialized college or vocational training in Human Resources, Business Administration, or a related field;

AND

B. Five (5) years of progressively responsible work experience in Human Resources, including leave administration, benefits, HR operations, or related experience, providing exposure to complex interpersonal duties and application of programs and responsibilities;

OR

C. An equivalent combination of education and experience.

2. Knowledge, Skills, and Abilities:

Considerable knowledge of: federal, state, and local employment laws, including FMLA, ADA, and related regulations; HR operations and employee lifecycle processes; benefits administration principles and practices; general office maintenance and practices; letter composition, grammar, spelling, and punctuation; basic mathematics and bookkeeping; HRIS systems and reporting tools; Microsoft Word, Excel, and PowerPoint. Experience using Workday is preferred.

Skill in: interpreting policies, regulations, and applying them to specific situations; coordinating multiple HR processes simultaneously; typing and operating standard office equipment; communicating effectively with employees and supervisors, verbally and in writing; maintaining accuracy and attention to detail.

Ability to: exercise independent judgment and discretion in administering HR programs; analyze situations and determine appropriate actions within policy and legal guidelines; maintain confidentiality and handle sensitive information appropriately; identify process improvements and implement effective solutions; work independently in meeting various time deadlines and work pressures; build effective working relationships across the organization; learn quickly and adapt to changing procedures.

3. Special Qualifications:

Must demonstrate strong data accuracy and attention to detail, and the ability to efficiently coordinate and complete all assigned duties within established deadlines.

Incumbent of the position performs in a typical office setting with appropriate climate controls. While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel; frequently required to reach with hands and arms and talk or hear; occasionally required to stand and walk. Employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds. Tasks require a variety of physical activities, not generally involving muscular strain, such as walking, standing, stooping, sitting, reaching, talking, hearing, and seeing. Common eye, hand, and finger dexterity is required to perform essential job functions but may be accommodated. Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking, and creative problem-solving. Occasional local travel is required while performing portions of job functions.

Why This Role is Attractive

The HR Office Manager II role offers the opportunity to make a meaningful impact by supporting employees throughout the entire employee lifecycle while helping improve and strengthen HR processes across the organization. This position provides a rewarding blend of front office support, HR operations, employee support, compliance, and process improvement, allowing you to apply your expertise, exercise independent judgment, and collaborate with leaders across the City. If you enjoy solving problems, building relationships, and creating a positive employee experience, this role offers the opportunity to do work that directly supports the employees who serve the Idaho Falls community.

The City of Idaho Falls offers a highly competitive benefits package including membership in the Public Employee Retirement System of Idaho, vacation, holiday, and sick leave as well as medical, dental, vision and life insurance. For further information regarding City of Idaho Falls benefits, visit the Benefits section of our web page.

Pay Range:

$25.75 - $28.00

Benefits:

Full-time employees are eligible for our comprehensive benefits program which includes medical, dental, vision and life coverage. You will also be eligible for retirement benefits through PERSI. PERSI is a defined benefit plan that offers guaranteed retirement benefits for full-time employees.