Coordinator, Employee Records

Location
Central
Posted
Sep 18, 2019
Administrative Jobs
Student Affairs, Career Services
Institution Type
Community College
Posting Details

Posting Details

Posting NumberS193065Working Job TitleCoordinator, Employee RecordsDepartmentCentral Human ResourcesCampusCentralPosition NumberS01187Job CategoryProfessionalStatusPermanentIf temporary, enter anticipated assignment dateFLSANon ExemptJob TypeFull-Time 12 monthIf part time, hours per weekStart Date DesiredAdvertised Hiring Range$41,365 - $51,706Job Summary

Responsible for ensuring the accuracy and integrity of employee data; for ensuring department compliance with procedures for personnel transactions; for streamlining and documenting operations and processes; and for the maintenance, retention, and destruction of employee records.

Essential Job Functions

- Build and maintain collaborative relationships and strong communication channels with compensation, benefits, and payroll staff to create and implement processes, policies, and procedural efficiencies to ensure the accuracy and integrity of employee data; provide training and guidance to College staff to ensure strict adherence to human resources data standards and procedures for personnel transactions.

- Coordinate time-sensitive processes and review/approve personnel actions related to the employment life cycle such as on-boarding, name changes, pay changes, re-activations, transfers, and separations; serves as central point of contact for personnel transactions to ensure strict adherence to operational procedures.

- Perform benefits duties, including but not limited to monthly verification and payment of benefits invoices and reconciliation of benefit pay deductions; provide guidance to employees regarding benefit processes, policies, and procedures; ensure continuity of operations and assist during peak cycles such as open enrollment.

- Perform classification and compensation duties, including but not limited to pay processes for adjunct faculty; provide guidance to employees regarding pay processes, policies, and procedures; ensure continuity of operations and assist during peak cycles such as fiscal year-end.

- Coordinate employee records retention; create/purge/destroy documents per College and legal standards; coordinate storage, maintenance, and quality assurance of personnel files.

- Manage special projects and conduct functional testing for systems; research, test, and recommend new solutions for data storage and standardization while considering impact to other college-wide systems and reports; research and resolve routine and non-routine issues/errors related to employee records, systems, and processes.

Job Specific Task List

1. Build and maintain collaborative relationships and strong communication channels with compensation, benefits, and payroll staff to create and implement processes, policies, and procedural efficiencies to ensure the accuracy and integrity of employee data; provide training and guidance to College staff to ensure strict adherence to human resources data standards and procedures for personnel transactions.
3. Coordinate time-sensitive processes and review/approve personnel actions related to the employment life cycle such as on-boarding, name changes, pay changes, re-activations, transfers, and separations; serves as central point of contact for personnel transactions to ensure strict adherence to operational procedures.
4. Coordinate processes for faculty records, contracts, eligibility for tenure, tenure-track probationary assignments, seniority, and rank to ensure accurate and timely communication among faculty, academic administration, and human resources.
5. Perform benefits duties, including but not limited to monthly verification and payment of benefits invoices and reconciliation of benefit pay deductions; provide guidance to employees regarding benefit processes, policies, and procedures; ensure continuity of operations and assist during peak cycles such as open enrollment.
6. Perform classification and compensation duties, including but not limited to pay processes for adjunct faculty; provide guidance to employees regarding pay processes, policies, and procedures; ensure continuity of operations and assist during peak cycles such as fiscal year-end.
7. Coordinate employee records retention; create/purge/destroy documents per College and legal standards; coordinate storage, maintenance, and quality assurance of personnel files.
8. Serve as security administrator for human resources enterprise systems; coordinate with information technology staff to ensure appropriate access is granted and removed in a timely manner.
9. Manage special projects and conduct functional testing for systems; research, test, and recommend new solutions for data storage and standardization while considering impact to other college-wide systems and reports; research and resolve routine and non-routine issues/errors related to employee records, systems, and processes.
11. Perform administrative support duties, including but not limited to: prepare board resolutions for personnel transactions; prepare communications to employees and supervisors; maintain College-wide organizational charts and reporting structure.
12. Other duties as assigned.

Qualifications: Minimum Education and Experience

Bachelor’s degree and three years of experience in a related field or an equivalent combination of education and experience sufficient to perform the essential duties of the job.

Licensing RequirementsPhysical Requirements

Positions in this class typically require: grasping, feeling, talking, hearing, seeing and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Working conditions: None. The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).

Qualifications: Preferred Experience

-Demonstrates proficiency in detail-oriented records/data management and quality assurance.
-Demonstrates proficiency working independently, and motivation to learn and accept ownership of area of responsibility.
-Demonstrates proficiency working in a high-volume, fast-paced environment.
-Demonstrates proficiency as a functional end-user in learning, using, troubleshooting, evaluating, and/or implementing various human resources information systems, such as application tracking, onboarding, benefits enrollment, and/or enterprise systems (i.e., Ellucian Banner).
-Demonstrates proficiency using technology, such as email, Adobe, and Microsoft products to create professional documents, forms, reports, templates, presentations, and spreadsheets.
-Ability to act as the central point for ensuring strict compliance with human resources processes and procedures for personnel transactions; and for providing excellent customer service and solid direction to others.

Additional Knowledge and Skills:

Knowledge:
Assigned department operations and functions
Applicable federal, state, and local laws and regulations
Report preparation techniques
Customer service principles
Computer operations and related software applications
English language, punctuation, and grammar
Principles and practices in area of assignment
Mathematical concepts
Recordkeeping principles

Skills:
Recognizing problems, identifying alternative solutions, and making appropriate recommendations
Prioritizing work and performing multiple tasks
Developing, preparing, and proofreading a variety of business correspondence, records, reports, documents, and forms
Communication, interpersonal skills as applied to interaction with students, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction
Applying and explaining applicable laws, codes, regulations, policies, and/or procedures;
Exercising judgment and discretion
Working independently
Providing customer service
Using computers and related software applications
Analyzing and developing policies and procedures
Preparing and presenting training materials
Operating a variety of office equipment, including a computer and related software applications, telephone, fax machine, and adding machine
Following oral and written instructions, policies, and procedures

Job Open Date09/16/2019Job Close Date09/29/2019Open Until FilledNoHACC's Mission Statement

Creating opportunities and transforming lives to shape the future – together.

HACC's Vision Statement

HACC will be the first choice for a quality and accessible higher education opportunity.

HACC’s core values are integrity, collegiality, excellence and trust.

HACC's Diversity Statement

As an institution of higher education, HACC recognizes its responsibility to maintain an environment that affirms the diversity of people and ideas.

HACC embraces, supports, and actively pursues a policy of inclusiveness
that reflects and appreciates the diversity of the community it serves and the world in which we live.

The Board of Trustees and the President lead HACC’s commitment to open access to education, diversity, cultural sensitivity, and equal opportunity in employment. This commitment serves to promote a
college-wide environment of collegiality, inclusiveness, respect, and cultural competence.

Documents which can be associated with this postingRequired Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Transcript/License/Certification
  2. Any Other Relevant Document
  3. License
  4. Certification
  5. Portfolio
Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * How did you first hear about this opportunity?
    • Chronicle of Higher Education
    • HigherEdJobs.com
    • Indeed.com
    • Newspaper
    • PA Job Gateway
    • HACC Website
    • Employee Referral
    • Other, please specify below
  2. If you selected Referral or Other above, please specify here.

    (Open Ended Question)

  3. * Do you have at least a bachelor's degree?
    • Yes
    • No
  4. * Do you have at least three years of work experience in a related field?
    • Yes
    • No
  5. * Do you meet all of the physical requirements of this job with or without reasonable accommodations?
    • Yes
    • No
  6. * Please describe your experience maintaining detailed records.

    (Open Ended Question)

  7. * What is your definition of diversity and why do you think the concepts of inclusion and diversity are important in this role?

    (Open Ended Question)