Human Resources - Specialist (part-time)

Puyallup Tribe of Indians•Tacoma, WA

1d•Onsite

About The Position

This position performs moderately to complex duties in specialized areas of HR. Position may be assigned to recruitment, benefits, training, HRIS, employee relations or a combination of areas dependent on the department’s needs. Work assignments will vary, require input into the development of processes and procedures, assist with the collection of facts and data and coordinate activities for the department staff. Essential Duties and Responsibilities This position will be assigned duties and responsibilities operating within the functional areas of Human Resources to include Recruitment, Training, Benefits, HRIS, and Employee Relations which support the overall operation of the department. As department workloads change, this position will be expected to provide support where needed. General Provides support to the HR department by assisting with day-to-day administrative duties such as answering phones, customer service, data entry, routing documents and providing back up support to the HR Assistants and department staff. Responsible for creating general correspondence, preparing and managing reports and data and maintaining logs and tracking worksheets. Assists in all areas of HR, but may be assigned tasks and projects dependent upon the workload experienced within the department.Performs other duties as assigned. Recruitment 5. Provides guidance and support to applicants throughout the hiring process, including explaining job requirements, outlining hiring procedures, and notifying applicants of selection outcomes. 6. Offers individualized assistance to Tribal Member applicants by conducting one-on-one intake appointments and providing ongoing support throughout the hiring process. Responsible for managing hiring process from beginning to end, including job posting, applicant review process, interview and selection process, preparing hiring documents, and onboarding process.Processes Emergency Hire requests, prepares a list of qualified candidates for the hiring manager and Assistant Executive Director’s review. Assists the Assistant Executive Director with researching, writing, reviewing, and editing job descriptions as needed, including compensation market research.Assists with transfer and promotion requests, determines if it meets policy requirements. Prepares checklist, memo and routes for signature.Responsible for managing the Hiring Tracking Worksheet, and ensures that hiring timelines are met Develops recruiting plans to attract qualified applicants and fills specific job openings and works with external recruiters, as needed, to identify potential candidates, and researches new places to advertise open positions. Works directly with WFD department to assist Tribal Members with obtaining employment. Invites WFD Director to observe Tribal Member interviews.Prepares a weekly summary of job openings for the Tribal Communications department. Handles the Law Enforcement (LE) recruitment process. Schedules and conducts LE candidate physical and written testing. Works with LE and outside entities to arrange LE background checks and psychological, polygraph and medical testing.Arranges travel and lodging for out-of-town candidates as necessary. Assists new employees with relocation assistance when applicable.Responsible for ensuring compliance with the Hiring Preference Policy. Clearly communicates policy requirements during interviews and assists hiring managers and panels in reviewing and selecting applicants in alignment with the policy. Requires a strong understanding of the policy and the ability to balance departmental needs with requirements. Assists the HR Team with the preparation of quarterly hiring/ethnicity reports to Tribal Council. Benefits Provides FML paperwork to employees, provides timely service of mandatory notices as required by FMLA; tracks FML hours for full time and intermittent FML, provides weekly report to Administrative Manager of employees on FML. Processes leave donation requests as needed, and tracks donated hours. Conducts employee leave studies as needed.Assists employees with retirement plan questions, including distribution, hardship and loan inquiries. Directs employees to retirement platform website to request distributions and loans. Notifies payroll of new loans and repayment plans. Send quarterly 401k eligibility notices, and annual catch up notices. Distributes disclosure notices and participant statements. Assists with Retirement Plan audit by gathering documents and researching questions and findings posed by auditors. Assists with preparation of the annual retirement plan census. Reviews quarterly report from the plan recordkeeper to ensure compliance with retirement loan program.Conducts new hire orientation regarding employee benefit enrollment. Processes benefit enrollments, and sends General Notices. On a monthly basis, reconciles benefit invoices by comparing with a system benefit election report. Acts as a liaison between employee and benefit provider for coverage questions or issues, and communicates information back to the employee ensuring his/her understanding of the situation. Escalates severe situations with the benefit administrators and acts as the point of contact on behalf of the employee. Conducts exit interviews, collects tribal property from employee upon separation, notifies benefit provider of terminations for COBRA notices to be sent.Assists with benefits open enrollment including, communication to employees, review employee benefit change requests, coordinating annual Benefits Fair. Prepares new plan year benefit rate sheets for Accounting. Uploads bi-weekly payroll information to the ACA tracking database and enters employee status changes to database. Monitors benefit eligibility status for non-full time employees. Assist with the annual filing of ACA forms.Processes and tracks employee’s workers’ compensation claims, and oversees return to work and light duty accommodations.Prepares “snooze-lose” notices for employees with excess vacation hours. Schedules the following events; annual flu shot clinic, bi-annual participant meetings with 401k investment advisors. HRIS Responsible for data entry into the HRIS system, including personal data, employment/compensation data, benefit information, training certificates, performance and discipline data, etc. Generates various reports from the HRIS database as requested by HR staff. Develops custom reports via the system report builder. Acts as a lead to troubleshoot issues, manage employee questions, projects involving HRIS, and researches system updates. Keeps the HR Director apprised of system updates that will require change to current processes.Acts as the point of contact for self-service questions/issues from Administration staff, assists with on-going training for employee self-service portal.Creates new processes to assist HR in daily duties, and creates user guides for processes.Responsible for performing research if a new HRIS system or program is needed. Trains new HR staff on HRIS system. Submits and tracks tickets with the system support portal as issues arise. Meets with support representatives as needed. Gathers data for HR staff as required for the quarterly report.Performs monthly audits to ensure reliable and accurate data within HRIS system. Responsible for entering invoices in the Microix payment database. Employee Relations Responsible for coordinating meetings or interviews. May participate as a witness to meetings and take notes. Prepares materials for grievance hearings. Assists the Sr. Generalist with drafting letters and notices regarding employee relation matters.Provides information for unemployment inquiries. Performs intake for employee relation complaints. Assists supervisors with drafting employee relations documents. Works with supervisors on progressive disciplinary steps and issuing notices to employees. Training Responsible for scheduling trainings by securing training room and registering participants. Assists with the development of training materials. Creates notices and flyers to advertise training program to tribal employees. Tracks attendance for mandatory trainings, including new hire orientation. Assists Sr. Generalist with RFPs pertaining to training.Performs orientation and policy training as assigned by Sr. Generalist. Researches potential trainings and trainers for Sr. Generalist review.May assist with coaching and mentoring employees to manage conflicts at the lowest level.

Requirements

AA degree from an accredited technical school, community college or university and two years of related work experience in the HR or related field; or High school diploma or general education degree (GED) and four years related work experience in Human Resources or a related field; or other satisfactory equivalent combination of related education and experience.
Intermediate to Advanced experience and knowledge using word processing, spreadsheets and database (i.e. Word for Windows, Excel, Access, etc.) is also required.
Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents.
Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the community.
Ability to write reports and collect data and facts that conform to prescribed style and format.
Courtesy, accuracy, confidentiality and customer service are a significant aspect of the job.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Ability to understand how to set priorities, develop processes and procedures, make sound decisions with little supervision and manage multiple assignments, projects and tasks.
Must have and maintain a valid and unrestricted Washington State Driver’s License and proof of auto insurance.
Driver’s License must not contain any restrictions that would otherwise prevent an employee from operating a GSA vehicle and complying with the Tribe’s Vehicle Use Policy.
May be required to pass a background check prior to and periodically throughout employment.
Must be able to work in a diverse environment with tact and diplomacy and be culturally sensitive.
Must be able to demonstrate superior customer service skills.
Must be able to maintain the strictest confidentiality at all times.
Strong customer service skills.
Ability to have difficult conversations and remain calm in stressful situations.
Requires knowledge of Tribal departments and services.
May be assigned to work evenings and weekends for recruitment events.
Requires the ability to operate a personal computer, multi-line telephone, calculator, facsimile and photocopier.
Requires the ability to read, write, communicate, and interpret information accurately in English.
Requires the ability to concentrate and consistently produce accurate work.

Responsibilities

Provides support to the HR department by assisting with day-to-day administrative duties such as answering phones, customer service, data entry, routing documents and providing back up support to the HR Assistants and department staff.
Responsible for creating general correspondence, preparing and managing reports and data and maintaining logs and tracking worksheets.
Assists in all areas of HR, but may be assigned tasks and projects dependent upon the workload experienced within the department.
Provides guidance and support to applicants throughout the hiring process, including explaining job requirements, outlining hiring procedures, and notifying applicants of selection outcomes.
Offers individualized assistance to Tribal Member applicants by conducting one-on-one intake appointments and providing ongoing support throughout the hiring process.
Responsible for managing hiring process from beginning to end, including job posting, applicant review process, interview and selection process, preparing hiring documents, and onboarding process.
Processes Emergency Hire requests, prepares a list of qualified candidates for the hiring manager and Assistant Executive Director’s review.
Assists the Assistant Executive Director with researching, writing, reviewing, and editing job descriptions as needed, including compensation market research.
Assists with transfer and promotion requests, determines if it meets policy requirements.
Prepares checklist, memo and routes for signature.
Responsible for managing the Hiring Tracking Worksheet, and ensures that hiring timelines are met
Develops recruiting plans to attract qualified applicants and fills specific job openings and works with external recruiters, as needed, to identify potential candidates, and researches new places to advertise open positions.
Works directly with WFD department to assist Tribal Members with obtaining employment.
Invites WFD Director to observe Tribal Member interviews.
Prepares a weekly summary of job openings for the Tribal Communications department.
Handles the Law Enforcement (LE) recruitment process.
Schedules and conducts LE candidate physical and written testing.
Works with LE and outside entities to arrange LE background checks and psychological, polygraph and medical testing.
Arranges travel and lodging for out-of-town candidates as necessary.
Assists new employees with relocation assistance when applicable.
Responsible for ensuring compliance with the Hiring Preference Policy.
Clearly communicates policy requirements during interviews and assists hiring managers and panels in reviewing and selecting applicants in alignment with the policy.
Requires a strong understanding of the policy and the ability to balance departmental needs with requirements.
Assists the HR Team with the preparation of quarterly hiring/ethnicity reports to Tribal Council.
Provides FML paperwork to employees, provides timely service of mandatory notices as required by FMLA; tracks FML hours for full time and intermittent FML, provides weekly report to Administrative Manager of employees on FML.
Processes leave donation requests as needed, and tracks donated hours.
Conducts employee leave studies as needed.
Assists employees with retirement plan questions, including distribution, hardship and loan inquiries.
Directs employees to retirement platform website to request distributions and loans.
Notifies payroll of new loans and repayment plans.
Send quarterly 401k eligibility notices, and annual catch up notices.
Distributes disclosure notices and participant statements.
Assists with Retirement Plan audit by gathering documents and researching questions and findings posed by auditors.
Assists with preparation of the annual retirement plan census.
Reviews quarterly report from the plan recordkeeper to ensure compliance with retirement loan program.
Conducts new hire orientation regarding employee benefit enrollment.
Processes benefit enrollments, and sends General Notices.
On a monthly basis, reconciles benefit invoices by comparing with a system benefit election report.
Acts as a liaison between employee and benefit provider for coverage questions or issues, and communicates information back to the employee ensuring his/her understanding of the situation.
Escalates severe situations with the benefit administrators and acts as the point of contact on behalf of the employee.
Conducts exit interviews, collects tribal property from employee upon separation, notifies benefit provider of terminations for COBRA notices to be sent.
Assists with benefits open enrollment including, communication to employees, review employee benefit change requests, coordinating annual Benefits Fair.
Prepares new plan year benefit rate sheets for Accounting.
Uploads bi-weekly payroll information to the ACA tracking database and enters employee status changes to database.
Monitors benefit eligibility status for non-full time employees.
Assist with the annual filing of ACA forms.
Processes and tracks employee’s workers’ compensation claims, and oversees return to work and light duty accommodations.
Prepares “snooze-lose” notices for employees with excess vacation hours.
Schedules the following events; annual flu shot clinic, bi-annual participant meetings with 401k investment advisors.
Responsible for data entry into the HRIS system, including personal data, employment/compensation data, benefit information, training certificates, performance and discipline data, etc.
Generates various reports from the HRIS database as requested by HR staff.
Develops custom reports via the system report builder.
Acts as a lead to troubleshoot issues, manage employee questions, projects involving HRIS, and researches system updates.
Keeps the HR Director apprised of system updates that will require change to current processes.
Acts as the point of contact for self-service questions/issues from Administration staff, assists with on-going training for employee self-service portal.
Creates new processes to assist HR in daily duties, and creates user guides for processes.
Responsible for performing research if a new HRIS system or program is needed.
Trains new HR staff on HRIS system.
Submits and tracks tickets with the system support portal as issues arise.
Meets with support representatives as needed.
Gathers data for HR staff as required for the quarterly report.
Performs monthly audits to ensure reliable and accurate data within HRIS system.
Responsible for entering invoices in the Microix payment database.
Responsible for coordinating meetings or interviews.
May participate as a witness to meetings and take notes.
Prepares materials for grievance hearings.
Assists the Sr. Generalist with drafting letters and notices regarding employee relation matters.
Provides information for unemployment inquiries.
Performs intake for employee relation complaints.
Assists supervisors with drafting employee relations documents.
Works with supervisors on progressive disciplinary steps and issuing notices to employees.
Responsible for scheduling trainings by securing training room and registering participants.
Assists with the development of training materials.
Creates notices and flyers to advertise training program to tribal employees.
Tracks attendance for mandatory trainings, including new hire orientation.
Assists Sr. Generalist with RFPs pertaining to training.
Performs orientation and policy training as assigned by Sr. Generalist.
Researches potential trainings and trainers for Sr. Generalist review.
May assist with coaching and mentoring employees to manage conflicts at the lowest level.