Hr Specialist

POSITION PURPOSE

The HR Specialist will complete a variety of tasks within the HR Dept. They will coordinate and manage many of the HR related items pertaining to the life cycle of employees, completing tasks such as recruiting, background checks, onboarding, gathering forms and data entering data into ADP, and filing HR forms and documents. They also help with answering employee questions, drafting and updating job descriptions, HRIS management and maintenance, creating and running reports and analysis, and any other HR related tasks as assigned.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Coordinates and performs the administration of the recruitment plan

1. Assists managers with their recruitment efforts for all regular faculty and staff, as well as adjunct faculty. Conducts pre-screening tasks, develops and places advertisements, and performs various other duties as needed for each position to be recruited.
2. Serves as the primary point of contact for recruits throughout the interviewing process (i.e., communicate status, answer questions, schedule start dates, and coordinate all follow-up efforts.)
3. Assists hiring managers analyze the information provided on a prospective employee's application form, set up personal interviews as needed. Helps determine the suitability of the applicant for employment. In cases where an applicant is judged unqualified, tactfully turns the applicant away. When the information provided indicates a good potential employee, performs further background reference investigation, i.e., prior employment references, transcripts, etc. to gain adequate information on which to base a selection decision.
4. Works with recruiting firms as needed for hard-to-fill positions. Provides information to both recruiters and hiring managers, as well as providing parameters of search criteria, job descriptions, and other data points.

Coordinates, develops, and reviews the new employee onboarding and helps ensure personnel are well informed of human resource policies and programs, and verifies all information is current.

1. Notifies pertinent parties of the new hire’s arrival
2. Sends and receives new hire paperwork; ensures new hire paperwork is complete
3. Enrolls new employees into HRIS/payroll system; updates the system with new hire’s information
4. Submits forms to payroll; creates digital folders in the digital filing cabinet
5. Completes E-Verify and background check on all new hires; verifies credentials
6. Ensures smooth transition of new hire; ensures onboarding process is completed; conducts HR onboarding meetings; assists with quarterly new employee luncheon.
7. Ensures RMU100 Canvas course for new employees is accurate and all new employees complete the requirements.

Processes change of status forms and assists with the employee termination process

1. Notifies pertinent parties of the changes
2. Updates the HRIS/payroll system (ADP)
3. Records changes by updating the digital filing system
4. Sends and receives exit interviews

Responsible for, or assists with the accurate, complete, and timely preparation of records, reports, and other documents and reporting requirements.

1. Has oversite of ADP Workforce NOW database (with exception of Benefits and Payroll portals). Ensures system records are accurately recorded and cross-checked.
2. Maintains and updates employee files, ensures employee files are complete and in compliance with University policies and legal regulations, conducts audit of personnel files
3. Helps ensure all payroll records including timecards, sick leave, annual leave, overtime, insurance deductions, and tax forms are properly maintained and preserved; submits information to payroll administration personnel as scheduled.
4. Ensure that employment and enrollment forms are current and complete; including W-4s and I9s
5. Assists with the updating of job descriptions. Ensures information is complete and current and creates new job codes in ADP as needed.

Assumes responsibility for establishing and maintaining effective communication and coordination with employees and management

1. Assists and supports personnel as needed
2. Assists with and ensures personnel questions are promptly and courteously resolved
3. Keeps Vice President of Human Resources and Benefits Administrator/HR Generalist informed on employee activities and any significant concerns
4. Attends meetings as required

Assumes responsibility for related duties as required or assigned.

1. Completes special projects as assigned
2. Continually looks for ways to make improvements to processes, programs, and overall HR outputs
3. Is an active voice and team player with the rest of the HR team. Asks questions and has a desire to learn and grow. Has a willingness to help wherever it is needed

PERFORMANCE MEASUREMENTS

1. Personnel records are complete and current
2. State and federal records and reports are properly and promptly filed
3. Good communication and coordination exist with employees and with management; assistance is provided as needed; university personnel are appropriately informed of human resource policies and procedures
4. Good employee relations exist; employee requests are promptly resolved
5. The human resource information system functions smoothly; personnel data and statistics are efficiently recorded, stored, and retrieved as appropriate
6. Reporting functions are completed accurately and timely and in accordance with established policies and federal and state regulations
7. The University’s professional reputation is maintained
8. Both managers/leadership and employees are happy with services provided and received

POSITION COMPETENCIES

• Ability to maintain Confidentiality
• Communication
• Development of Self
• Job Knowledge/Skill Application
• Champions Innovation
• Drives for Results
• Collaboration
• Integrity
• Critical Thinking
• Initiative
• Leadership and Employee (Customer)-Centered

WORKING REQUIREMENTS/CONDITIONS

Education/Certification:

A bachelor’s degree and 1-2 years applicable work experience required

Required Knowledge:

Knowledge of human resource laws and regulations a plus

General understanding of benefit policies and programs, employee relations practices, and recruitment techniques

Experience with ADP Workforce NOW a plus

Experience Required:

1-2 years HR or customer service experience

Skills/Abilities:

Perform work with accuracy, clarity, consistency, and thoroughness

Plan, organize, follow up and analyze daily workload for optimum productivity and methods for improvement

Meets deadlines, works independently and is a team player

Prioritize multiple responsibilities and effectively multi-task

Well organized and strong follow-up skills

Handle all employee related information of a sensitive and protected nature with the utmost level of confidentiality and professionalism

Strong written and oral communication skills

Strong problem solving and good judgment skills

High professional standards and ethics

Must have strong experience with the G-Suite (Gmail, Google Sheets, Docs, Slides, Calendar)

INTENT AND FUNCTION OF JOB DESCRIPTIONS

Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions. Well-constructed job descriptions are an integral part of any effective compensation system.

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.

Job descriptions are not intended as and do not create employment contracts. RMUoHP maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.

Rocky Mountain University is an Equal Opportunity Employer.