Confused and need your help

Nevada · September 2003

I have a question that has been bothering me for a very long time. Our company never had a Human Resource Department when I became the Human Resources Administrator, which is now going on 2 years. I keep records of sick, vacation and all time taken by ee's, interview, administer benefits and submit time cards for payroll among other things. I have gone to Seminars and I try to read as much as I can regarding HR and it appears to me that I do not keep the same kind of files as others say that I should. The last seminar I attended talked about the standard "personnel file", which included Wage and Payroll information, discipline records (action, employee's response), Job Performance Reviews. I am not privy to any of the above. What people make in this company has alway's been confidential and I understand that. Our General Manager keeps a seperate file in her office on all ee's regarding all of the above. When I am on the phone with WC or anyone who needs to know the salary of an ee I have to call the GM and have them pick up the line to tell them. I just want to know if this is common practice or do I need to address this. I was told that the GM and the supervisors were the only ones that know how much a person makes. I don't care to know anyone's salary and feel that sometimes it's best not knowing but I usually find out from documents I see anyway. Doing things this way interferes with the job that I try to do for the company and it's sometimes a little embarrassing. What do you think? Am I the only one? Am I becoming a little too sensitive? Should I feel as bad as I do about it or should I not let this bother me.
Thank you for your help.
Las Vegas, NV

Parabeagle · September 2003

It sounds to me like (a) your company doesn't know precisely what a Human Resources department is or does (and its traditional territory); or (b) your general manager has some trust issues with letting go of such sensitive information. I don't know if this is something you can address short of outright discussion of the issue with the GM to find out what she perceives as your operational parameters. The most annoying thing for me would be having personnel information in two or three separate locations making it administratively unwieldy to respond to the simplest inquiry. If you have a good working relationship with your GM, I think I would just have a frank chat with her about what HR traditionally does -- she just may not know.

sonny · September 2003

I do not think you are being too sensitive. It is ludicrous to me that you do not have access to this information.

Balloonman · September 2003

As HR I know what my boss and the owners of the company make. You often need that info to do your job.
My $0.02 worth.
DJ The Balloonman

Whirlwind · September 2003

I agree with the "ludicrous" assessment. Not only should HR have access to salary info, it should have a leadership role in compensation planning. How else would you know that your company's compensation practices are lawful? How would you know that there's no illegal discrimination in salary administration? If your GM not only disallows your participation in compensation decisions, but actually keeps this information "secret" from you, you may have too far to go in convincing her otherwise. This company probably doesn't really want an HR professional; sounds like they just want an HR clerk. You are NOT too sensitive!!

HRQ · September 2003

I've never heard of a one-person HR department not having access to confidential information such as performance evaluations, disciplinary documents, rate of pay, etc.

I would approach my boss and tell him/her I would like to grow in HR, including involvement in employee issues, maintaining records, etc. Explain your current training and research. Word it in such a way that you want to help him free up his time to do more GM-like tasks while developing your own skills and knowledge at the same time. Offer to create a confidentiality policy indicating your understanding of the confidential nature of employee-related information - help him build his trust in your ability to handle the information.

I hope this helps!

System · September 2003

Here Nevada, let me give you a hug. Normal companies aside, you are working in an environment that is based on non-trust, non-sharing, non-paticipatory, close-to-the-vest management. It is indeed all abnormal and unusual. But, it is what you have. I encourage you to begin a discreet, well-planned job search while continuing to do your job. Some organizations, and they are many, simply do not involve departments like HR in the overall management process and do not allow HR to have a seat at the table. It's nothing personal, by any means. Just happens to be where you landed at this point in your career. I've worked for 2 companies which allowed HR into the mainstream only as necessary to bail their ass out, to but it bluntly. Don't even think about changing the culture or speaking up and insisting on a seat at the table. I don't see that in the cards, no matter which one of us might be in your place. Formulate a game plan for leaving and finding a better fit for your talents and career plan. Once you find yourself in a fully-functioning company which relies on and values the input and participation of each and every department, you will look back on this 'experience' and pass on what you learned to others coming along behind you. Good luck.

System · September 2003

It looks as if your company is running a benefits administration function under the title of Human Resources. Compensation is a function that falls under Human Resources. I would take the experience and title for a while and go on a job hunt. The experience and training you're getting is good. But I wouldn't want to work with CEO's who don't entrust me with information

LFernandes · September 2003

I agree with everyone above. It sounds like there not a lot of trust where you work. In every HR department I've ever worked in during the last 20 years (no age jokes here please!!), HR knows EVERYTHING! Payroll, employee relations problems, reviews, WC, you name it, we know about it and are the gatekeepers of the information - kept under lock and key in one central location - The HR Department.

If I were you, I'd ask the reason why it's being done like this and then ask to take on the responsibility which will enable you to do the job they hired you for.

Good Luck!

LFernandes

Whatever · September 2003

Trust is our middle name. If HR cannot be trusted by both management and employees that it is impossible for HR to function properly.

Nevada · September 2003

I must say in all honesty, I love what I do and the people I work for. I was put in this position without any prior knowledge or schooling of HR and I really feel like they needed me to administer only with a fancy title. I do know they trust me but it's a small company that has grown in a very short time and they have a problem with letting go of old policy. I just don't want this to bother me so much that it takes away from my love of the job. They have given me a wonderful opportunity and I appreciate it but it still bothers me. Thank you everyone for your support and Don, thanks for the hug....
Liz

Shawn · September 2003

Nevada,

It seems like you are acting as a payroll / benefits clerk, but titled an HR Administrator. Perhaps you could get some literature from SHRM or one of the other organizations about what HR does and how it can save the company money. Once you have it all prepared you could present it to the boss with the idea of hiring a clerk to do your work and you can head up the new functions. Maybe he/she will even give you a raise if the new duties are approved. Maybe I'm dreaming for you, but it is a nice thought.

Shawn

Carey · September 2003

I agree with Shawn. I used to work for a company that sounds very similar to yours. I was hired as an executive assistant and ended up the HR Manager because somebody had to do it. I started off doing the same things you are doing, but attended a University Certification program for HR Management for some training, spent a lot of time on the phone with our outside employment attorney and learned along the way. I changed my job title, job description and salary as I learned more and expanded the "HR Department" which started off with just one person - me. I got a lot of great experience and became the ultimate generalist because I literally had to do it all. I used that experience to get a job at a Fortune 500 company where I don't have to do it all anymore (yeah!), but am still grateful for the training I got at the small company. By the way, I definitely was the keeper of all confidential information and administered the company's compensation program, including annual reviews, salary increases and discretionary bonuses. I think if you present a new job description including compensation and explain how it will help the company, you might be able to get some changes made. Good luck!
Carey

Confused and need your help

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