Human Resource Consultant Assistant 1

The Evergreen State College•Olympia, WA

30d•Onsite

About The Position

This is a full-time, overtime eligible position in the Human Resource Services office on the Olympia Campus of The Evergreen State College. Position Purpose This position provides courteous and responsive assistance to support the functions of the Human Resource Services (HRS) office. The position performs paraprofessional human resources and administrative clerical tasks, maintains and ensures confidentiality of records, and explains human resource policies, procedures, regulations, and collective bargaining agreement (CBA) provisions to college employees and the general public. Using HR information systems, this position reviews, inputs, and ensures the accuracy of a high volume of confidential human resource documents and records. This position also serves as primary administrative support for staff recruitment functions. These functions constitute the majority of the work, although the position shall also perform a range of human resource paraprofessional work. Nature and Scope This position reports to the Senior Human Resource Representative - HR Operations & Payroll and is responsible for providing paraprofessional level human resource information to managers, supervisors, employees, and the public regarding applicable laws, rules, policies, and CBA requirements. Under general supervision, the position works independently and within established guidelines, and functions as an assistant to professional level HRS staff and the Associate Vice President for Human Resource Services (AVP for HRS).

Requirements

Three years of clerical experience in an office environment, preferably in a human resources setting.
Experience using HR related computer systems/programs to perform work related to recruitment, pay, timekeeping, and/or leave administration.
Must provide proof of identity and employment eligibility within three days of beginning work.
Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
Prior to an official offer of employment, a Declaration Regarding Sexual Misconduct form must be submitted to the college per RCW 28B.112.080. The college will contact current and past employers to verify this information. Applicants who provide inaccurate information in their declaration will be disqualified and, if the inaccuracies are discovered after the applicant has been hired, it shall be grounds for termination.
Possess exceptional interpersonal, customer service, and communications skills, including the ability to give full attention to persons requesting information, initiate and seek clarification as appropriate, respond to requests for information in a respectful, courteous, and timely manner, and refer matters to the appropriate person or work area.
Ability to use good judgment and logical reasoning with human resource issues.
Knowledge of human resource best-practices, processes, and systems, and ability to explain and apply collective bargaining agreements, wage and hour laws, and other HR and state rules, policies, and procedures.
Ability to work effectively, productively, and respectfully with coworkers, staff, faculty, students, the public, and customers of diverse backgrounds in a multicultural, collaborative setting; ability to promote an equitable and inclusive workplace.
Commitment to equal opportunity and promotion of an equitable, diverse, student-centered workplace; knowledge of federal and state laws on Equal Opportunity employment and Affirmative Action.
Skill in and ability to maintain strict confidentiality of information, including applicant and employee information; skill in using tact and discretion.
Knowledge, skill, and ability to make accurate mathematical calculations, correctly track numbers and dates, input and process pay actions, check forms and reports for accuracy, and generate reports.
Skill in using and learning new technology, including Microsoft 365 and human resource/payroll, applicant tracking, and time and leave systems.
General knowledge of administrative and clerical procedures and systems, such as creating and managing electronic and paper files and records, designing forms, operating standard office equipment, and other office procedures and terminology.
Skill in and ability to accurately understand and retain information from written material and the ability to apply the information effectively in communicating with others and carrying out work activities.
Excellent and accurate data entry, editing, and proofreading skills and the ability to demonstrate a high degree of accuracy and attention to detail.
Skill in and ability to demonstrate appropriate ethics and integrity; ability to earn and maintain the trust, respect, and confidence of coworkers and customers through consistent honesty, forthrightness, and professionalism in all interactions; ability to build constructive working relationships characterized by a high level of cooperation and mutual regard.
Knowledge of principles and procedures for supporting staff recruitment processes.
Skill and ability to reconcile and review results and ensure that records are correct and well documented.
Ability to multi-task and manage work to meet deadline requirements, unanticipated requests, and shifting priorities according to work unit need while considering regulatory issues, process requirements, and competing deadlines.
Ability to work independently, suggest alternative work approaches and methods for completing assigned tasks, and perform repetitive tasks.
Ability to effectively maintain an intranet site and follow accessibility best practices.

Responsibilities

Receive and greet customers in a friendly, courteous, and responsive manner; demonstrate tact and discretion for all interactions.
Maintain confidentiality of all information and electronic and paper records.
Act as first point of contact with customers to complete and/or review confidential and time sensitive forms, including Form I-9, demographic information, Tuition and Fee Waivers, Public Service Loan Forgiveness documents, background check requests, Disclosure Regarding Sexual Misconduct forms, employment verification requests, Performance Development Plans, etc.; maintain organized and efficient filing and records retention systems.
Serve as primary clerical support for HRS, including perform standard office operations, such as create files, make copies, provide administrative support to office projects, monitor multiple email inboxes, respond to phone, in person and email inquiries, and refer customers to coworkers and other offices as appropriate.
Explain HR policies and procedures to employees, supervisors and the general public.
Work in cooperation with the Affirmative Action and Equal Opportunity Officer and ensure compliance with the Affirmative Action plan to achieve the college's Equal Opportunity and diversity goals; create and update spreadsheets to track staff hires done outside the applicant tracking system.
Provide support for staff recruitments, including respond to applicant inquiries, provide standard advertising options, communicate with hiring units to finalize ad lists, place advertisements, process and reconcile ad payments and maintain required documentation, maintain recruitment files according to records retention schedule, review applications for completeness, update applicant tracking system (PeopleAdmin), including code internal applicants, change workflow states of applicants, and deactivate users, prepare reports as requested, send weekly email announcing employment opportunities, and as needed prepare materials for job fairs and/or may represent the college at job fairs.
Initiate sexual misconduct checks and in- and out-of-state background checks/motor vehicle records checks as requested, track progress, report results, and make payments.
Draft new hire letters for review by professional HRS staff, produce finalized letters, and send onboarding correspondence.
Create or locate existing employee identification numbers (A numbers) for new regular and temporary staff.
Provide guidance to individuals requesting to file a civil rights complaint and schedule appointments with investigators.
Successfully meet payroll processing test runs and deadlines.
Originate electronic personnel action forms (EPAFs) for regular staff hires made via the applicant tracking system; ensure accuracy of data points, such as periodic increment dates, reporting lines, and full-time equivalency; and verify information using source documents and initiate troubleshooting of variances with author of source information.
Verify information in Social Security Administration database.
Participate as member of Time Sheet DL and respond to questions, such as requests from supervisors to clear certifications.
Liaison with the Payroll and Benefits office, Student Employment office, supervisors, appointing authorities, and work area contacts as needed regarding EPAFs, hiring documents, etc.
Process salary overpayments and send notifications to impacted employees; respond to related questions and verify that information is completed.
Answer basic questions regarding the employment of temporary hourly employees, referring complex questions or issues to supervisor or other HRS staff; as requested, provide to supervisors a verification of hours worked for individual temporary hourly employees.
Review EPAFs for temporary staff hires for accuracy and completeness, return to originator, as needed or approve in workflow.
Run a monthly report to identify temporary staff who have worked 350 hours, send standard notification when needed, and refer follow-up questions to other HRS staff.
As directed, create, update, and maintain confidential medical records and may verify eligibility for FMLA and send packets.
Act as delegated cardholder for the office purchasing card and adhere to and ensure compliance with established Purchase Requisition and Purchasing Card protocols which include keeping accurate, transparent, and specific records of authorized expenses, such as job advertisement, subscription, contract, and membership records; perform timely online reviews of transactions and reconciliation of purchasing records to ensure accuracy of costs and charges.
Purchase office supplies and training materials as requested.
Process travel authorizations, make travel arrangements, and process expense and reimbursement documents for HRS staff.
As directed, coordinate logistics for HRS-sponsored events, new employee onboarding meetings, training workshops, wellness activities, etc., including make arrangements for space and equipment needs, draft for review and communicate announcements, register participants, and send confirmations; may coordinate yearly recognition or other special events sponsored by the HRS office.
Create, update, and maintain records of employee participation in Employee Policy Training, coordinate logistics using Canvas and other electronic systems, respond to inquiries, and issue certificates of completion.
Provide support for workers compensation claims processing, such as creating and maintaining files, verification of status of OSHA 301 form with supervisors, and confidential distribution of OSHA 301 form to college's Health and Safety Coordinator.
Review, troubleshoot, and file volunteer forms; refer issues to supervisor for resolution.
Use established records queries to compile and document HR specific reports and results; may compile statistical information for ad-hoc reports; ensure files and data are accurate and updated.
Receive and respond to basic employment verification requests; refer complex requests as appropriate.
Provide confidential administrative support to AVP for HRS, including scheduling and logistical arrangements for meetings and provide union collective bargaining agreement implementation, compliance, and management support to AVP.
Maintain bulletin board of required posters.
Keep desk manual up to date.
Actively participate in staff meetings and HR-sponsored activities as required.
Perform updates to intranet site and submit website revision requests.
Respond to public records requests as requested.
May update work area reporting lines in the time and leave system as requested by HRS staff.
May assist with monitoring temporary staff hours worked to ensure compliance with hour limit rules, including correspondence with supervisors when employees approach hours limit, referring complex questions/issues to the other HRS staff.
May assist with employee off-boarding tasks, such as providing standard off-boarding information to separating employees, initiate EPAFs, collect and route resignation/retirement letters and forms; respond to basic requests for employment separation information; and refer employees and complex inquiries to other HRS staff.
Other duties as assigned.

Benefits

A full state benefits package which includes: paid sick and vacation leave; paid campus holidays; a generous medical, dental, life and disability insurance package for employees and dependents; retirement; optional deferred compensation and optional supplemental retirement accounts.

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