Certification Specialist

TARGET CLOSE DATE:

08/08/2025

PAY GRADE:

Grade 20

TYPE:

Full time

JOB SUMMARY:

The Personnel Board of Jefferson County is seeking a motivated Certification Specialist to support Merit System agencies in recruitment and selection. This role involves reviewing applications, creating job announcements, and ensuring accurate processing of Merit System records. Certification Specialists use HRIS and applicant tracking systems (e.g., Workday) to manage job and applicant data, and they assist both job seekers and agency users by explaining rules and providing system guidance. The position requires attention to detail, adherence to time-sensitive deadlines, and frequent interaction with applicants, hiring managers, and internal staff.

COMPENSATION & BENEFITS:

The Personnel Board of Jefferson County provides competitive pay and comprehensive benefits packages to include medical and dental insurance, employer-sponsored retirement plan (pension), generous paid holidays, sick and vacation leave, and more. The pay range for this job is listed below:

Personnel Board $44,491 - $69,035

MINIMUM QUALIFICATIONS:

The following are job-related qualifications that are required for employment consideration for this position:

Option A:

• Must possess a Bachelor's degree or higher in Human Resources, MIS, Organizational Development, Business Administration, or a closely related field of study from an accredited college or university.

Option B:

• Work experience using Microsoft Excel for the purpose of importing and exporting data to be manipulated and used in various software programs.
• Work experience researching, evaluating, and reporting data related to organizational operations.
• Experience adhering to and explaining policies and procedures to a variety of audiences in a work and/or professional environment.

TYPICAL JOB DUTIES:

• Creates and posts job announcements by gathering data and information on jobs and determining appropriate posting periods, to accept applications to fill job vacancies within the Merit System.
• Reviews submitted applications against established minimum qualification in order to make appropriate determinations on applicant eligibility for further employment consideration.
• Monitors established application determination appeal period for any received appeals, reviews submitted appeals and any associated documents in association with the previous applicant record, and makes a decision regarding the applicant's final disposition (i.e., eligible, not qualified, or incomplete application) based on all submitted information.
• Participates in recruiting efforts for job announcements by researching potential sources of applicants and sending email and/or text communications to potential applicants regarding the posting of jobs.
• Regularly maintains active employment registers with applicants who are responsive and maintain an interest in employment opportunities by conducting an appropriate audit of applicant interest and removing applicants who are nonresponsive or no longer interested in the position.
• Runs custom reports and standard reports in Workday in order to gather needed information or data to assist in the efficient and effective handling of job responsibilities.
• Receives requests for certification to fill vacant positions from Merit System agencies; reviews information regarding active registers, open job postings, and other issued certification lists in order to determine the most appropriate actions to take with the received certification list; and issues certification list to the requesting agency.
• Monitors agency processing of issued certification lists, gathers data to identify any potential concerns or issues with issued certification lists, shares information with agencies, and regularly contacts and meets with human resources/agency representatives in order to help promote efficient processing of hires by the agencies and the timely close out of issued lists.
• Assists in the development of instructional documents and manuals related to the responsibilities of the position in order to provide guidance and clarity on activities and processes and ensure consistent and appropriate processing of work.
• Monitors Personnel Board main phone line, departmental main line, and walk-in visitors by greeting the caller/visitor, inquiring of the purpose of the call/visit, and contacting necessary department or staff needed to handle the issue.
• Communicates orally and in writing with a variety of individuals including Merit System employees, human resources professionals, hiring managers, applicants, and the general public regarding Personnel Board's application and certification list processes in order to effectively answer questions or inquiries, address concerns or issues, explain processes or procedures, or gather needed information.
• Performs general and advanced administrative duties (e.g., conducting research, writing or preparing correspondence, scanning and filing documents, etc.) in order to effectively complete or fulfill work duties and responsibilities.

PHYSICAL DEMANDS:

Job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods. May involve occasional light lifting of items or objects weighing up to 25 lbs.

WORK ENVIRONMENT:

Work is conducted almost exclusively indoors in an office setting. Work involves use of standard office equipment, such as computer, phone, copier, etc.

EEO STATEMENT:

The Personnel Board of Jefferson County provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment with the Personnel Board of Jefferson County, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Each Merit System member city/agency operate its own equal employment opportunity policies available on the individual city/agency website.

ACCOMMODATION:

To request an accommodation in the application or hiring process due to your own ongoing medical condition or disability, please contact our Accommodations Coordinator at or phone at select option 1) Monday through Friday, 8:00 a.m. to 5:00 p.m. Central Time. The accommodation process is reserved solely for job seekers with disabilities requesting accessibility assistance or accommodation in the job application process.

NOTE:

This job posting may close before, or be extended beyond, the listed Target Close Date based on the employment needs of the Merit System. More detail regarding this job is available by clicking Apply.

DISCLAIMER:

This job posting is not meant to be an all-inclusive list of the job duties, responsibilities, or skills and abilities required to do the job and may be changed at the discretion of the Personnel Board at any time.

Salary : $44,491 - $69,035