Human Resources Consultant 2

State of Washington•Thurston County – Olympia, WA

1d•Hybrid

About The Position

At the Department of Commerce, we’re reimagining what’s possible in government. We’re builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we’re turning big ideas into real-world solutions that uplift people and places. Our agency’s strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work. We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes. We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact. Let’s build what’s next, together. This position supports the Human Resources Division (HRD) by assisting with the on-boarding process and maintenance of the Human Resource Management System (HRMS), and entry of personnel actions, processing and tracking of protected leave such as Family and Medical Leave Act (FMLA), Paid Family Medical Leave (PFML) and Reasonable Accommodation. The Human Resource Consultant 2 provides technical human resource support to higher-level Human Resource consultants and the Human Resource Division Management. Provide backup support and coverage to other HRD Human Resource Consultant 2s, and other teammates, as assigned. This position will be based in Olympia, WA and will follow a hybrid work schedule that requires being in-office at least 2 times per week.

Requirements

Five (5) years of combined experience and/or education as described below:
A minimum of one (1) year of experience with Washington State SAP HRMS or equivalent Human Resource Management System.
Any combination of two or more of the following:
Processing HR-related data into multiple databases or programs
Preparing and drafting employee correspondence and paperwork including but not limited to appointment letters, transfer letters, salary adjustment letters, I-9s etc.
Experience administering protected leave programs, including but not limited to, Family Medical Leave Act (FMLA), Washington’s Paid Family Medical Leave Act (PFML) and/or shared leave
Providing interpretation, explanation, and consultation regarding personnel/payroll actions in accordance with governing Washington Administrative Codes (WAC’s), Revised Code of Washington (RCW’s), Collective Bargaining Agreements (CBA’s), and Policies and Procedures.
Providing customer service to diverse stakeholders
Education involves human resources, social or organizational behavioral sciences or related field.
Qualifying education post High School or equivalent may be substituted year for year for experience.
Intermediate skill level in the Microsoft Office suite of products including: OneDrive, Teams, SharePoint, Excel, Word, Power Forms and Outlook.
Ability to prioritize and effectively manage multiple tasks and deadlines.
Ability to research complex HR-related data using multiple software programs and other resources.
Ability to work with upset or difficult employees and maintain a calm demeanor.
Ability to maintain employee confidentiality.
Ability to work with employees, managers, executives and outside stakeholders.
Ability to maintain accuracy in handling confidential employee data.

Nice To Haves

Experience in the use of spreadsheet and database software, such as Microsoft Excel and/or SharePoint/Box/OneDrive to support the agency’s utilization of strategic workforce development and management tools.
Professional Human Resource Certification(s) - PHR, SPHR, SHRM-CP, or SHRM-SCP.
Bachelor’s Degree in HR, social or organizational behavior sciences or related field.

Responsibilities

Creates, reviews, audits, and sends all appointment letters, reassignment letters, seniority date adjustment letters, anniversary date adjustment letters, and extension letters.
Reviews and consults with Commerce employees when questions are submitted regarding appointment letters, reassignment letters, seniority date adjustment letters, anniversary date adjustment letters, and extension letters.
Review and process/key all personnel actions using the Human Resource Management System (HRMS), including new hires, promotions, transfers, terminations, workweek schedules, and periodic increment dates (PID’s), for each pay period timely and accurately, in compliance with the Collective Bargaining Agreement (CBA), civil service rules, and Commerce policy including but not limited to updating organizational structure and any actions needed.
Serve as a (HRMS) technical expert, maintain collaboration with HR operations and payroll to ensure actions are aligned with the Washington Administrative Code (WAC), Collective Bargaining Agreement (CBA) and agency policies.
Calculate anniversary date adjustments and seniority date adjustments for leave without pay, part-time employees and military service.
Audit entry of actions entered into HRMS, propose and rectify errors when issues arise.
Responsible for monitoring time frames for monitoring of tasks for completion and adjustment of training plans, trial service/probationary periods and anniversary dates in HRMS.
Identify salary overpayments; reviewing and resolving exceptions reported on periodic payroll and data exception reports.
Coordinate as needed with Human Resources Business Partner (HRBP) on overpayments and payroll regarding concerns.
Maintain I-9 employment eligibility documentation utilizing E-verify, ensuring proper retention, as well as maintaining other confidential or sensitive personnel files.
Assists with file maintenance and document retention in accordance with the records retention schedule.
Back-up for processing position actions and organizational structure changes.
Conducts initial reviews PARs on behalf of Human Resources consults with programs for corrections and accuracy and elevates when necessary.
Assist in arranging onboarding activities for new team members, including attendance at New Employee Orientation (NEO).
Coordinate NEO to include sending scheduling notices to new team members, hiring managers and operations partners.
Responsible for administrative tasks for onboarding: organizing, scheduling and communicating day one onboarding.
Assist as needed in reviewing and analyzing and updating Commerce’s on-boarding process to ensure engagement and learning for all participants.
Process Public Service Loan Forgiveness (PSLF) documents and update information into HRMS, and tracking spreadsheet.
As requested, work with other state agencies to perform employee file reviews and provide requested personnel files.
Confirm staff eligibility as determined by federal law for FMLA by using HRMS to calculate hours worked.
Conducts initial protected leave consultation and provides eligible employees with FMLA Notice of Rights and Responsibilities, Notice of Eligibility and Medical Certification (for either self or family member).
Provide completed FMLA packets to assigned HRBP for review and designation determination.
Provide Notice of Eligibility for ineligible employees.
Complete designation paperwork as determined by the Human Resource Business Partner (HRBP).
Follows up with employee to provide designation determination, including provides relevant designation details to employee’s supervisor and appointing authority.
Track employee FMLA dates and hours used, follows up with employee or supervisor as necessary.
Coordinates approved protected leave with payroll.
Close out requests in accordance with FMLA timelines.
Manage the Protected Leave inboxes by responding to inquiries in accordance with the HR Service level agreements.
Coordinate initial reasonable Accommodation (RA) intake and prepare necessary paperwork as determined by the assigned HRBP, adding to tracker and providing completed packets to HRBP in order to facilitate the interactive reasonable accommodation process.
Prepare follow up requests and closure notices as requested by the HRBP.
Track and report Paid Family Medical Leave (PFML) Notices on spreadsheet and provide designation information to supervisors as notified by the Employment Security Department (ESD).
Process requests for Shared Leave, preparing and review packets for accuracy and completion, engaging with the employee as needed.
Submit final packet for final review by the deputy CHRO for final determination of Shared Leave approval by the HR Deputy Director.
Once approved complete designations and email notifications as requested.
Communicates shared leave approval duration to payroll, posts on SharePoint, and maintains tracker; ensuring posted information is accurate at all times.
Respond to information and documentation for unemployment claims.
Respond to inquiries from ESD on questions related to unemployment claims.
Manages and supports public records activities as assigned, including assigning sub-requests as needed to support the Public Records Act (PRA).
Provides and collects responsive documents as requested by the agency Public Records Manager.
Respond to and complete PSLF requests.
Track completion of forms and enter required information into HRMS.