Hr Coordinator

About the Colorado Department of Education
The Colorado Department of Education (CDE) provides leadership, resources, support and accountability to the state's 178 school districts, 1,888 schools, over 53,000 teachers and over 3,200 administrators to help them build capacity to meet the needs of the state's approximately 905,000 public school students. In addition, CDE provides structural and administrative support to the Colorado School for the Deaf and the Blind and the Charter School Institute.
As the administrative arm of the State Board of Education, CDE is responsible for implementing state and federal education laws, disbursing state and federal funds, holding schools and districts accountable for performance, licensing all educators, and providing public transparency of performance and financial data.
CDE is a values-based agency that serves students, parents, and the general public by protecting the public trust through ensuring adherence to laws, strong stewardship of public funds, and accountability for student performance.
Why work for the Colorado Department of Education's (CDE) Human Resources team?
CDE's HR team, like most HR teams, wears many hats. Our HR team supports the mission and values of CDE by providing an employee (customer) approach in everything we do. We take our work and roles seriously but know how to bring a sense of levity and fun to our work.
Our HR team supports the entire employee lifecycle for CDE. This includes recruitment, hiring, employee engagement, training and development, performance appraisal administration, compensation oversight, employee relations, legislative and legal compliance, and accurate entry and disbursement of employee information.
Our agency is unique in that most of our positions are non-classified (at-will) positions. We have classified staff as well; however, they only comprise about 25% of our workforce. This distinction is essential since our HR team understands and administers rules and policies under the classified and non-classified systems.
As the HR Specialist II, this position will be primarily responsible for our critical administrative functions. This position is ideal for someone who desires to take their early beginnings in HR to the next level. This position provides an excellent learning opportunity for someone who knows the foundation and basics of HR.In addition to rewarding and meaningful work, we offer excellent benefits:

• PERA www.copera.org plus 401(k) and 457 plans
• Medical and dental health plans that include a generous employer contribution
• Employer supplemented Health Savings Account
• Employer-paid life insurance
• Employer-paid Short-term disability coverage
• 160 hours of paid family medical leave
• 11 paid holidays per year plus paid vacation and paid sick leave
• Employer-paid RTD EcoPass (Denver Metro locations)
• BenefitHub state employee discount program
• Employee wellness programs
• Excellent work-life programs, such as flexible schedules and professional development.
• This position is eligible for a hybrid work location (combination of working from home and office)

Position Summary:
The HR Coordinator will support critical functions of the HR Unit, including, but not limited to, creating and processing actions (data entry) related to employee offers, personnel changes, employment screening, and facilitating state employee transfers. This position also plays a crucial role in ensuring a positive employee experience by facilitating processes involved in the employee onboarding process and coordinating employee pulse surveys to identify areas of improvement.
This position is also responsible for personnel records management/compliance, I9 processing, responding to unemployment claims, and all offboarding actions such as file close out, notifications, leave transfers, and data entry in the appropriate systems. The position may be required to participate in special projects or process improvement initiatives of HR and CDE.
Onboarding / Offboarding

• Customer Service: Provide customer-friendly service to current and potential CDE employees.Provide reasonable timelines for the completion of the request and provide timely updates.
• Onboarding: Ensure a smooth and seamless transition from Talent Acquisition Manager to candidate for new hires.
  1. Perform and monitor background checks.
  2. Verifies and receives completed reference checks, including personnel file review for interagency and external agency transfer
  3. In coordination with the Talent Acquisition Manager, creates and submits offer letters and new hire paperwork for all new hires.
  4. Processes badge requests for new hires and replacements for current staff,
  5. Provides welcome information from HR to all new hires including information about required trainings, employee ID, and ensures they attend New Employee Orientation (NEO).
  6. Provides timely notification of all new hires to all required units (IMS, payroll, etc).
  7. Downloads and processes new hire documentation into central payroll (CPPS).
  8. Creates personnel files for new staff and includes all new hire paperwork. This includes obtaining files from other agencies should the new hire be a transfer from another state agency.
  9. Create offers for internal promotions and position changes.
  10. Processes and tracks Personnel Actions Forms (PAFs) for all personnel actions.
  11. Submits all new hire and PAFs to payroll for their records.
  12. Conducts NEO meetings with new staff as needed, and upon request of the HR Supervisor.
  13. Assists the Talent Acquisition Manager in routing new and closing out old requisitions in the Applicant Tracking System (ATS).
• Offboarding- Collaborates with the HR Supervisor on processing and/or gathering information about off-boarding of resignations, retirees, transfers, or other employee separations.
  1. Responsible for completing off-boarding activities, including providing instructions/next steps to supervisors and the employee, and ensuring coordination of the supervisor/employee, and notifications to Payroll, Helpdesk, and Building security. This may include immediate notice and deactivation of building access codes.
  2. Provides Payroll with applicable leave balance payouts for all separated employees.
  3. Transfers personnel files to other state agencies for employee transfers.
  4. Ensures data entry, system updates, and information/paperwork s submitted to separate the employee in all applicable systems.
  5. Manage offboarding exit interviews, including the employee receives the exit survey, and responses are collected and tracked.

Personnel Records and Compliance
New Hire Actions:

1. Downloads and processes new hire documentation into our central payroll system (CPPS).
2. Creates personnel files for new staff and includes all new hire paperwork. This includes obtaining files from other agencies should the new hire be a transfer from another state agency.
3. I9 completion and compliance.
4. Create offers for internal promotions and position changes.
5. Routes, tracks and processes all Personnel Actions Forms (PAFs) for all personnel actions.
6. Submits all PAFs to payroll for their records.
7. Updates the applicable trackers for new hires and PAF's
8. Provides timely notification to IMS and Help Desk of all new hires.
9. Conducts periodic audits of personnel information including personnel files and personnel information in CPPS.

Separating Employee Actions:

1. Collaborates with HR Supervisor on processing and/or gathering information about off-boarding of resignations, retirees, transfers, or other exiting employees.
2. Provides separation instructions/next steps to supervisors and the employee.
3. Provides timely notification to IMS and Help Desk of all employee separations.
4. Provides payroll with applicable leave balance payouts for all separated employees in a timely manner.
5. Transfers personnel files to other state agencies for employee transfers upon request.
6. Ensures data entry, system updates, and information/paperwork submitted to separate the employee in all applicable systems.
7. Manage exit interview data collection by ensuring all separating employees receive an exit survey and responses are tracked.

• Collaborates with the Talent Acquisition Manager consistently to ensure data in CPPS aligns with vacancies.
• Responds to all unemployment insurance claims.
• Responds to all verification of employment inquiries

Coordination and Facilitation of HR Email Communications

• Monitors the central HR and PAF inboxes each day. Including, but not limited to, delegation of the email to the appropriate HR staff as necessary based on topic.
• Provides the necessary follow-up on delegated emails to ensure responses have been made in a timely fashion.
• Responds to emails in each of these boxes, if possible and appropriate, based on the topic of the email.
• Escalates issues to the next level supervisor as needed should delegated email responses do not meet the timeline expectations provided.
• Provides updates to the HR Supervisor regarding observed trends in emails received in the HR inbox.
• Takes the lead in responding to all PAF emails, including, but not limited to, ensuring the accuracy of the information, logging on the applicable tracker, routing for approvals, and processing in CPPS based on the established timelines/deadlines.

Customer Experience Reporting and Advisory

• Data collection on onboarding, exit interviews, and recruitment.
• Develop surveys and data collection processes to gauge customer experiences related to onboarding, exit interviews, and recruitment.
• Compile, analyze, and present data to the HR team, along with recommendations for improvements.
• Actively participate and support the HR team in executing various projects, including creating forms and reports and supporting communication, education, and implementation activities.
• Actively engage in process improvements and provide insights to how we can work smarter, not harder, within the HR team.
• Assist with CDE-wide programs such as providing reports for Years of Service for quarterly all-staff meetings and monthly new hire reports for the Commissioner.

Core Competencies
As public servants to the State of Colorado, we share a common set of competencies that all agencies consider "core" and essential for all staff. These competencies correlate to our values and include, but are not limited to, our values related to service, quality, teamwork, and equity, diversity, and inclusion.
Communications: Communicates effectively and professionally in a variety of modalities (phone, e-mails, virtual and in-person meetings, etc.); produces quality written documents; appropriately communicates with all levels of employees and customers; asks appropriate questions to resolve problems and issues; maintains open and honest communication; pursues opportunities to improve communications. Engages in and supports respectful dialogue and courageous conversations about diversity, equity, and inclusion in the workplace.
Interpersonal Skills, Integrity, and Teamwork: Recognizes their role as an employee of the State and the responsibility to act with integrity. Values and leverages the expertise, diversity, skills, and knowledge of colleagues and the communities we serve. Takes initiative to help/support others within and outside of their team. Actively makes connections across the organization to advance the goals of CDE. Contributes and supports change and improvements in CDE's operations. Co-creates a welcoming, supporting, safe, affirming, and respectful environment for co-workers and customers. Recognizes value in all individuals' contributions, values, beliefs, principles, and lived experiences.
Customer Service: Projects a positive attitude and expresses behaviors that promote the values, vision, and mission of CDE. Provides timely, responsive, respectful, and effective service to internal and external customers. Provides service that strives to not only meet but also exceed customer expectations. Keeps calm and effectively diffuses difficult interactions.
Accountability, Results, Action, and Leadership: Demonstrates leadership by taking responsibility and ownership for outcomes and actions. Uses data and collaboration to make informed decisions and seek out ways to improve continually. Takes action, meets deadlines, removes barriers, and finds innovative solutions to problems. Demonstrates accountability for work outcomes and focuses on results. Recognizes the need for and applies a transparent approach to work. Exhibits willingness and an open mind to work towards self-awareness and self-reflection in equity, diversity, and inclusion and participates in continuous learning.
Job Knowledge and Application: Demonstrates required skills and knowledge to perform all components of the job effectively and efficiently. Shares job knowledge and assists with problem-solving. Self-identifies areas for improvement. Identifies and acts on innovative or creative ideas or solutions. Uses technology effectively as required for the job and increases efficiencies.Minimum Qualifications:
Bachelor's degree from an accredited institution in Business, Human Resources, Organizational Development, or a field of study related to the work assignment.
AND

• Benefits administration
• Leave tracking and management
• Full-cycle Recruitment
• HRIS processing for personnel and position actions
• Experience with employee onboarding
• Experience with BenefitsSolver, CPPS, and NeoGov

Substitution Requirements

• Five (5) years of experience in human resou...