HUMAN RESOURCE CONSULTANT ASSISTANT 2 Opening Date: September 17, 2013 Closing Date: September 30, 2013 Applications must be received in the Human Resources Office by 4:30 pm on the closing date to be considered. Status: Classified, Full-Time Reports to: Executive Director of Human Resources Skagit Valley College adheres to a set of guiding principles: Respect Integrity Open and honest communication Collaboration POSITION SUMMARY Skagit Valley College has an opening for a Human Resource Consultant Assistant 2 who will be responsible for employment records processing requiring a high volume of data entry. Duties will include communication and coordination of employment information with new employees, supervisors, and department staff, accurate data entry into the human resources information system (HRIS), issuing quarterly contracts, and tasks related to back-up support of payroll processing. Success in this position requires technical and specialized knowledge of human resource processes and payroll systems. The incumbent will have a customer-centered approach to human resources management with a high degree of professional judgment. DUTIES Process application and hiring materials for all new hires (classified, faculty, administrative/exempt, non-permanent employees) and volunteers, as well as employment change paperwork for current workers; Follow-up with employees, supervisors, and departments as required to assure accurate and timely completion of required documents; Create payroll documentation, and input new employee information and employee change information into the human resources information system (HRIS) assuring deadlines for payroll processing are met; Check HRIS transaction reports for accuracy of data input and correct if needed; Prepare and send new hire correspondence including worksheets related to benefits eligibility; Send new employee announcements to appropriate College personnel; Create and disseminate employee change notifications to human resources staff; Enter, issue and circulate quarterly employment contracts; Oversee creation and maintenance of employment records, taking responsibility for the processing and filing of human resources documents, both paper and electronic; Page 1 of 5
Establish and maintain appropriate tracking systems and documentation related to personnel and payroll matters (e.g. seniority lists, classified layoff register); Provide payroll back-up in support of or in the absence of the Payroll Supervisor; Respond to inquiries (in person, via phone and e-mail) from College staff and the public regarding employment, personnel, and payroll matters; Receive and process employee evaluations, benefit eligibility worksheets, FERPA training, and other routine forms; Prepare files for archiving, in compliance with appropriate record retention rules; Retrieve information from various computerized data systems as necessary to respond to inquiries or as requested; Generate specialized reports using various software packages and manual systems; Develop and integrate technological solutions providing more efficient human resource and payroll services; Assist in developing internal office procedures, creating or revising forms and documents as appropriate; Partner with other colleges and agencies in gathering data and information in the development of human resource procedures; Participate in the development and implementation of new HRIS initiatives; Provide advice, clarification, interpretation, and application of appropriate RCWs, WACs, rules, regulations, policies, procedures, and collective bargaining agreements regarding various human resource issues such as classification, compensation, recruitment/selection, and other employment related issues; Interpret and apply laws and policies to initiate appropriate payroll actions; Coordinate and consult with the Executive Director of Human Resources on issues that have an impact, that may be precedent setting, or that have unique or unusual circumstances, including potential liabilities to the College; Respect and maintain strict confidentiality of visual, verbal, and written information. CORE COMPETENCIES Knowledge and/or understanding of: State and federal employment and payroll laws; Collective bargaining agreements; Human resource information systems (HRIS) and database management systems; Skagit Valley College policies and procedures; State policies and procedures related to human resources department functions; Computers and office software programs; General office equipment; Phone systems and professional phone etiquette; Proper spelling, punctuation, sentence structure, and grammar; Discretion and tact regarding confidential and sensitive information; The contributions that a diverse workforce can make to the success of the organization and the students served by the College. Ability to: Use Microsoft Office Suite, databases, Payroll and Personnel Management System, Outlook, and Internet Explorer; Communicate effectively orally, visually, and in writing while conveying clear, timely, and persuasive messages that positively influence the thoughts and actions of others; Process a high volume of routine paperwork, with interruptions and in unique situations; Apply mathematical reasoning and basic accounting principles; Build partnerships and work productively in a team while taking initiative to complete tasks independently; Develop and maintain internal and external customer satisfaction with the services offered by the College; Adapt easily to changing business needs, conditions, and work responsibilities; Prioritize and manage time effectively and meet deadlines for multiple simultaneous tasks; Work in an environment with many distractions and interruptions; Produce information with a strong attention to detail; Accept personal responsibility for the quality and timeliness of work; Page 2 of 5
Exercise independent judgment in determining appropriate work methods; Explain complex information in an understandable way to a variety of audiences and in various settings; Respond to highly confidential and sensitive information and provide alternate solutions when disagreements arise; Review, interpret, and understand existing policies, procedures, WAC s, RCW s, CBA s, and other legal materials; Analyze, understand, and formulate opinions and decisions from written materials after weighing options and foreseeing consequences of decisions and/or recommendations, keeping in mind the big picture college focus; Constructively state professional opinion, even when in opposition, and then participate constructively in on-going discussions until resolution is reached. Thereafter display an ability and willingness to fully and publicly support the College management decision to employees and other managers; Gather information from others, often in emotionally charged settings, with the ability to quickly mentally regroup and change course if new information is obtained during the discussion; Incorporate technology in providing human resources services to District staff; Actively contribute to a work environment that embraces building relationships and recognizes the value of cultural, ethnic, gender and other individual differences in the attainment of organizational goals; Earn the trust, respect and confidence of coworkers and customers through consistent honesty, forthrightness, and professionalism in all interactions; Maintain confidentiality of information; Work within a union environment. MINIMUM QUALIFICATIONS Associate s degree in Human Resources, Business Administration, Office Administration, Information Technology, or a related field; AND Two (2) years of full-time experience in human resources, payroll, database management experience or equivalent; OR An equivalent combination of education and full-time work experience that equals four (4) or more years, with a minimum of two (2) years experience working in a human resource environment. DESIRED QUALIFICATIONS Bachelor s degree in Human Resources, Business Administration, Office Administration, Information Technology, or a related field. Two (2) years experience with human resource information systems (HRIS), payroll, and recordkeeping. Experience with HRIS and payroll systems used by public institutions. Bilingual in English and Spanish languages. SALARY AND BENEFITS Salary is based on Range 41, $2,724.00 per month with periodic increments to $3,631.00 per month, which is subject to change in accordance with legislative mandates and collective bargaining agreements. Benefits are provided in accordance with state regulations. This position has an alternate work shift and is eligible for overtime. CONDITIONS OF EMPLOYMENT Prior to employment, the candidate must pass a criminal background check. If hired, you will be required to provide proof that you are either 1) a U.S. citizen, or 2) an immigrant whose status permits you to lawfully work in this country. continued Page 3 of 5
APPLICATION PROCEDURE To be considered for this position, applicants must: 1) Meet the minimum qualifications; 2) Submit a complete application packet that includes the following: A Skagit Valley College application (available for download at www.skagit.edu); The applicant/recruitment data form included with application (optional); A current résumé; A written response to the supplemental questions below. Supplemental Questions 1. Describe your education and experience as it specifically relates to the duties of this position. 2. Describe your interpersonal skills for building and maintaining effective working relationships with internal and external customers. In order to be considered for the position, you must provide all of the materials above AND respond in writing to the supplemental questions. Failure to provide this information will eliminate you from consideration for this position. To apply: Deliver, mail, fax, or e-mail completed application materials to: Skagit Valley College; Attn: Human Resources - Recruitment; 2405 East College Way; Mount Vernon, WA 98273; Fax: (360) 416-7878; E-mail: employ@skagit.edu. Status updates are available on our website at www.skagit.edu. For questions, call Human Resources at (360) 416-7954. Application deadline All required application materials must be received in the Human Resources Office no later than 4:30 pm on September 30, 2013 Applications postmarked on or after the closing date will not be considered. After you apply Notifications regarding the status of the recruitment process will be posted on our website at www.skagit.edu. Only candidates selected to interview will be contacted. All documents submitted as part of the application package become the property of the College and will not be returned. Any modification to this job announcement will be posted at the Skagit Valley College Human Resources Office. Skagit Valley College provides a drug-free environment and does not discriminate on the basis of race, color, national origin, sex, disability, sexual orientation, or age in its programs and employment. Applicants with disabilities who require assistance with the recruitment process should call (360) 416-7954. A telecommunication device for the hearing impaired is available at (360) 416-7718. Page 4 of 5
Human Resource Consultant Assistant 2 Working Conditions Analysis 1. Daily frequency (percent of the day) this position is required to do the following specific types of activities. Activity % of Day Activity % of Day WEIGHT Lifting % of day Carrying % of day sitting 70% walking 10% bending & twisting squatting & kneeling 25% < 25 lbs < 1% < 5% 20% 26-50 lbs 0% 1% standing 20% climbing 0% 51-75 lbs 0% 0% > 76 lbs 0% 0% 2. Specific equipment used: computer software, hardware, and peripheral equipment; telephone, 10-key, fax machine, copier, and scanner 3. This position requires the incumbent to: Drive cars, trucks, or other motorized equipment? Work near hazardous equipment or machinery? Walk on uneven ground? Walk on slippery surfaces? Work in exposure to dust or fumes? Work in extremes of temperature & humidity? Work in confined spaces? Work at heights? Work at/above shoulder level for extended periods? Have finger manipulation ability? (typing/grasping) Have any special visual ability? Work in an environment with frequent interruptions and distractions? Think clearly in emergency situations? Complete work under inflexible deadlines? Have the memory capacity to recall details and events? Distinguish between critical information and background noise/distractions? Solve problems based on the application of established policies and procedures? Select, interpret, and apply standard concepts and procedures to solve problems? Determine proper procedure and policy to follow from among many alternatives? Exercise independent judgment in gathering/arranging/evaluating diversified data? Apply a specific body of professional/complex technical knowledge to assignments? Formulate/apply new approaches to solve complex technical/managerial problems? Develop plans and programs which require foresight and awareness of contingencies? Have oral communication skills sufficient enough to allow for clear and unambiguous information transmission? YES NO Page 5 of 5