HRIS Records Coordinator (HRA 1)

State of Oregon • Salem, OR

4d • $4,868 - $7,179 • Hybrid

About The Position

This is a hybrid position offering significant work-from-home flexibility. However, the ability to attend mandatory in-person meetings as needed in Salem, Oregon is a non-negotiable requirement. Any travel, food or lodging expenses will not be reimbursed.
If this opportunity aligns with your strengths, background, and commitment to fostering inclusivity, we encourage you to apply! At Oregon Health Authority (OHA), we value diversity and encourage applicants from all backgrounds and experiences to help us build a stronger, more equitable future for all.
Opportunity Awaits, Apply Today! – HRIS Records Coordinator
The primary purpose of this position is to support the Oregon Health Authority by coordinating and processing a wide range of personnel transactions with a strong emphasis on managing allowances/differentials and complex compensation changes. This includes, but is not limited to, updates to base salaries, special pay types, job changes, and FLSA designations for more than 5,500 employees. The role ensures all personnel data is maintained accurately, timely, and fully compliant with federal and state regulations, Department of Administrative Services (DAS) rules, agency policies, and multiple Collective Bargaining Agreements. This position serves as a subject-matter resource to HR staff and division representatives by consulting on complex personnel actions, interpreting policy and contract language, and coaching staff on correct procedures and HRIS workflows. The Coordinator performs a wide range of technical and confidential duties involving detailed data entry, personnel action processing, complex compensation changes, record auditing, research, troubleshooting, and problem solving to maintain data integrity and resolve discrepancies. Working collaboratively across HR units and agency divisions, the role functions as a liaison to ensure consistent and efficient processing, support system enhancements, and contribute to ongoing process improvements that strengthen the accuracy, reliability, and effectiveness of the agency’s personnel record operations.

Requirements

• A bachelor's degree in Human Resource Management, Organizational Behavior or Development, Business or Public Administration, the Applied Behavioral Sciences, Industrial Relations or a job-related course of study determined by the appointing authority; OR
• Valid Certification as a Professional in Human Resource awarded by the Human Resource Certification Institute, and one-year Human Resource experience; OR
• Three years Human Resource paraprofessional or technical-level experience.
• The State Certified Human Resources Professional (SCHRP) certification, awarded by the Oregon Chief Human Resources Office, substitutes for six months of human resource professional-level experience.
• Valid certification as a SHRM Certified Professional awarded by a nationally recognized organization, substitutes for one year of human resource professional-level experience.
• Valid certification as a PSHRA-CP from the Public Sector HR Association substitutes for one year of professional human resources experience.
• A criminal record and background check that meet OHA criteria at the time of hire and throughout employment.

Nice To Haves

• Experience with attention to detail and accuracy in maintaining precise and confidential records for over 5,500 employees.
• Experience ensuring all personnel actions comply with complex legal, contractual, and procedural requirements.
• Experience verifying the accuracy of personnel actions, documentation, and HRIS data with a high level of thoroughness.
• Experience identifying discrepancies or data inconsistencies and taking corrective action to support reliable recordkeeping.
• Strong knowledge of HR policies and regulations, including understanding and applying rules from Collective Bargaining Agreements (CBAs), Department of Administrative Services (DAS), OHA, and state and federal law.
• Experience providing informed consultation to employees, managers, administrative, and executive staff about complex HR policies and their impact to personnel.
• Experience ensuring personnel actions and records meet all applicable regulatory and contractual compliance requirements.
• Experience monitoring policy, CBA and Workday integrations involving compensation changes, job changes, and merit increases to identify data mismatches, resolve payroll-related errors, and ensure smooth and accurate payroll runs.
• Excellent communication and coaching skills, including consulting and communicating with staff on personnel actions and business processes.
• Ability to communicate clearly and diplomatically with employees at all levels.
• Ability to coach staff on correct HRIS workflows, personnel procedures, and documentation requirements.
• Ability to provide guidance on navigating complex personnel actions and HR business processes.
• Ability to adjust communication style to meet the needs of diverse audiences across the agency.
• Analytical and problem-solving skills, including conducting research and resolving complex personnel record issues or historical record discrepancies.
• Ability to apply logic and critical thinking to ensure policy compliance and data accuracy.
• Ability to troubleshoot system, data, and workflow challenges, identifying root causes and recommending solutions.
• Ability to assess records and processes to ensure alignment with HR policy, contract language, and regulatory standards.
• Experience managing the full lifecycle of personnel records audits, including initial audit planning and creation, execution of audit activities, identification and correction of discrepancies, and continued monitoring and processing to ensure sustained data accuracy and compliance.
• Collaborative and team-oriented mindset, including working effectively with HR colleagues and division representatives.
• Ability to build cooperative relationships across diverse teams and departments.
• Ability to support teamwork by sharing knowledge, offering assistance, and contributing to a positive work environment.
• Ability to collaborate to ensure coordinated and efficient personnel record processing across units/divisions.
• Technical proficiency with HRIS and recordkeeping systems, including navigating and managing large-scale HRIS platforms confidently.
• Ability to process personnel actions including complex allowance and other compensation related changes and maintain electronic records accurately and efficiently.
• Ability to adapt to new system enhancements or updates and participate in testing or workflow improvement activities.
• Proficiency in utilizing HRIS tools efficiently to manage high-volume transactions and uphold data integrity.
• Experience using Workday HRIS or comparable systems to process personnel actions, compensation changes, job changes, and high-volume record updates with accuracy and compliance.
• Strong background in HR records processing and auditing, including reconciling discrepancies and ensuring data integrity across large employee populations.
• Demonstrated ability to interpret and apply contracts, policies, and regulations, including resolving conflicting directives to determine correct processing requirements.
• Proficiency with Microsoft Office Suite, Teams, Smartsheet, and Excel for documentation, tracking, communication, and workflow management.
• Experience creating and maintaining job guides, SOPs, and process documentation, while managing competing priorities and high-volume workloads in a fast-paced HR environment.

Responsibilities

• Coordinate and process a wide range of personnel transactions, with a strong emphasis on managing allowances/differentials and complex compensation changes.
• Ensure all personnel data is maintained accurately, timely, and fully compliant with federal and state regulations, Department of Administrative Services (DAS) rules, agency policies, and multiple Collective Bargaining Agreements.
• Serve as a subject-matter resource to HR staff and division representatives by consulting on complex personnel actions, interpreting policy and contract language, and coaching staff on correct procedures and HRIS workflows.
• Perform technical and confidential duties involving detailed data entry, personnel action processing, complex compensation changes, record auditing, research, troubleshooting, and problem solving to maintain data integrity and resolve discrepancies.
• Work collaboratively across HR units and agency divisions to ensure consistent and efficient processing, support system enhancements, and contribute to ongoing process improvements.
• Maintain precise and confidential records for over 5,500 employees.
• Ensure all personnel actions comply with complex legal, contractual, and procedural requirements.
• Verify the accuracy of personnel actions, documentation, and HRIS data with a high level of thoroughness.
• Identify discrepancies or data inconsistencies and take corrective action to support reliable recordkeeping.
• Understand and apply rules from Collective Bargaining Agreements (CBAs), Department of Administrative Services (DAS), OHA, and state and federal law.
• Provide informed consultation to employees, managers, administrative, and executive staff about complex HR policies and their impact to personnel.
• Ensure personnel actions and records meet all applicable regulatory and contractual compliance requirements.
• Monitor policy, CBA and Workday integrations involving compensation changes, job changes, and merit increases to identify data mismatches, resolve payroll-related errors, and ensure smooth and accurate payroll runs.
• Consult and communicate with staff on personnel actions and business processes.
• Communicate clearly and diplomatically with employees at all levels.
• Coach staff on correct HRIS workflows, personnel procedures, and documentation requirements.
• Provide guidance on navigating complex personnel actions and HR business processes.
• Adjust communication style to meet the needs of diverse audiences across the agency.
• Conduct research and resolve complex personnel record issues or historical record discrepancies.
• Apply logic and critical thinking to ensure policy compliance and data accuracy.
• Troubleshoot system, data, and workflow challenges, identifying root causes and recommending solutions.
• Assess records and processes to ensure alignment with HR policy, contract language, and regulatory standards.
• Manage the full lifecycle of personnel records audits, including initial audit planning and creation, execution of audit activities, identification and correction of discrepancies, and continued monitoring and processing to ensure sustained data accuracy and compliance.
• Work effectively with HR colleagues and division representatives.
• Build cooperative relationships across diverse teams and departments.
• Support teamwork by sharing knowledge, offering assistance, and contributing to a positive work environment.
• Collaborate to ensure coordinated and efficient personnel record processing across units/divisions.
• Navigate and manage large-scale HRIS platforms confidently.
• Process personnel actions including complex allowance and other compensation related changes and maintain electronic records accurately and efficiently.
• Adapt to new system enhancements or updates and participate in testing or workflow improvement activities.
• Utilize HRIS tools efficiently to manage high-volume transactions and uphold data integrity.
• Respond to HRIS-related requests through both the Workday Case Management platform and email including reviewing, researching, and resolving questions about personnel transactions, system processes, and data accuracy, while providing clear, timely guidance to employees, managers, and HR partners.

Benefits

• Excellent, low-cost medical, vision, and dental coverage for you and your family.
• Optional benefits like life insurance, disability coverage, deferred compensation, and FSA options for health and childcare.
• Generous paid time off: 11 holidays, 3 personal days, monthly sick leave, and vacation accrual starting at 8 hours/month.
• Potential eligibility for the Public Service Loan Forgiveness Program.
• Retirement security through Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP).
• Training and development opportunities to grow your career with the State of Oregon.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level