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Evergreen State College

2700 EVERGREEN PKWY NW
Olympia , WA
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Human Resource Consultant Assistant 1 and 2 (HRCA 1 and 2) (Two positions)

Evergreen State College
Olympia, WA Full-time
Posted on October 11, 2018

Employment Opportunities

 

 

Position Title Human Resource Consultant Assistant 1          Human Resource Consultant Assistant 2 
Working Title  
Location Olympia
EEO Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or veteran status.

Union Represented No
Overtime Eligible Yes
Monthly FTE 1.0
Salary Step (minimum monthly amount)

$2,612.00 (Human Resource Consultant Assistant 1)   

$3002.00 (Human Resource Consultant Assistant 2)                                   

Salary Step (maximum monthly amount)

$3,454.00 (Human Resource Consultant Assistant 1)

$4,000.00 (Human Resource Consultant Assistant 2)  

Cyclic Position No
Cyclic Details n/a
Project Position No
End Date n/a
Special Note

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 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).

Essential Functions

• Receive and greet customers in a friendly, courteous, and responsive manner; demonstrate tact and discretion for all interactions.
• Serve as primary clerical support for Human Resource Services, including perform standard office operations, such as create files, make copies, provide administrative support to office projects, 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.
• Complete and/or review confidential and/or time sensitive forms, including I-9s, demographic information, Tuition and Fee Waivers, Employment Security Department, Background Check requests, Performance Development Plans, etc.; maintain organized and efficient filing and records retention systems.
• Initiate in- and out-of-state background checks as requested, track progress, report results, and make payments.
• Draft new hire letters for review by professional HR staff, produce finalized letters, schedule employees for new employee orientation, and send onboarding correspondence.
• Create or locate existing employee identification numbers (A numbers) for new regular and temporary staff.
• Maintain confidentiality of information and electronic and paper records. 
• Review electronic personnel action forms (EPAFs) for temporary staff hires for accuracy and completeness, return to originator, as needed or approve in workflow.
• Originate 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.
• Successfully meet payroll processing test runs and deadlines.
• 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.
• Perform off-boarding tasks, including send standard off-boarding information to separating employees, initiate PAFs, collect and route resignation/retirement letters and forms, send correspondence to transferring state agencies as requested, and respond to basic requests for information; refer employees and complex inquiries to Human Resource Consultant Assistant 2 (HRCA 2). 
• Liaison with the Payroll and Benefits office, Student Employment office, supervisors, appointing authorities, and work area contacts as needed regarding EPAFs, hiring documents, etc.
• Monitor temporary staff hours worked to ensure compliance with 1,050-hour limit, send notification when employees approach hours limit, provide hour counts to supervisors and HR staff as requested, answer basic questions, and refer complex questions/issues to the HRCA 2.
• Run a monthly report to identify temporary staff who have worked 350 hours, send standard notification when needed, and refer follow-up questions to the HRCA 2.
• Provide support for staff recruitments, including respond to applicant inquiries, provide advertising options and communicate with hiring units to finalize ad lists, place advertisements, including process and reconcile 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 postings, applicants, and hiring proposals, and create and deactivate users, prepare reports as requested, send weekly email announcing employment opportunities, prepare materials for job fairs, and may represent the college at job fairs.
• Act as delegated custodian for the office purchasing card, adhere to and ensure compliance with established Purchase Requisition and Purchasing Card protocols which include keeping accurate 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 HR staff.
• Coordinate logistics for HR-sponsored events, new employee orientations, 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 HR office.
• Create, update, and maintain records of employee participation in the Employee Policy Training, coordinate logistics using Canvas, respond to inquiries, and issue certificate of completion.
• Provide support for workers compensation claims processing, including create and maintain files, check on status of OSHA 301 form with supervisors, and distribute OSHA 301 form to college’s Health and Safety Coordinator.
• Review, troubleshoot, and file volunteer forms; refer issues to supervisor for resolution.
• Provide guidance to individuals requesting to file a civil rights complaint and schedule appointments with investigators.
• Update work area reporting lines in the time and leave system as needed.
• 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.
• 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 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.
• Maintain bulletin board of required posters.
• Keep desk manual up to date and cross-train with the HRCA 2.
• Actively participate in staff meetings and HR-sponsored activities as required.
• Respond to public records requests as requested.

Additional Duties

• Perform updates to the office website in the absence of the HRCA 2.
• Facilitate Wellness Committee meetings in the absence of the HRCA 2.
• Other duties as assigned.

Knowledge Skills and Abilities

• Possess exceptional interpersonal, customer service, and communications skills, including the ability to give full attention to persons requesting information, seek clarification as needed, and respond to requests for information in a respectful, courteous, and timely manner.
• 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 and respectfully in a multicultural, collaborative setting with coworkers, staff, faculty, students, the public, and customers of diverse backgrounds; ability to promote an equitable and inclusive workplace.
• Skill in and ability to maintain strict confidentiality of information, including applicant and employee information and skill in using tact and discretion.
• Skill in and ability to make accurate mathematical calculations, correctly track numbers and dates, input and process payroll actions, check forms and reports for accuracy, and generate reports.
• Skill in using and learning new technology, including Microsoft Office 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.
• Ability to effectively maintain a website and follow accessibility best practices.
• Skill in and ability to accurately understand and retain information from written material and the ability to effectively apply the information in communicating with others and carrying out work activities.
• Excellent and accurate data entry, editing, and proofreading skills and skill and 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. 
• Commitment to equal opportunity and Affirmative Action and promotion of an equitable, diverse, student-centered workplace; knowledge of federal and state laws on Equal Opportunity employment and Affirmative Action.
• 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 requirement, 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.

Minimum Qualifications  
Desired Qualifications

• Three years of clerical experience in an office environment (a combination of higher education and clerical experience may substitute on a full-time, year-for-year basis).
• One year of experience working in a human resources or related setting.
• Experience using HR related computer systems/programs to perform work related to recruitment, payroll, timekeeping, and/or leave administration.

Conditions of Employment

• 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.
• The use of leave may be limited during peak payroll activity times, such as fiscal year-end and twice-monthly payroll cutoffs.

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; deferred compensation and optional supplemental retirement accounts. For more information about Evergreen’s excellent employee benefits, please view http://www.evergreen.edu/payroll/benefits.htm

Posting Detail Information

 

Posting Number S2018-065
Number of Vacancies 1
Open Date 10/09/2018
Close Date 10/30/2018
Special Instructions to Applicants  

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Knowledge, Skill, and Ability #1: Describe your skill in and ability to make accurate mathematical calculations, correctly track numbers and dates, input and process payroll actions, check forms and reports for accuracy, and generate reports.

    (Open Ended Question)

  2. * Knowledge, Skill, and Ability #2: Describe your skill in using and learning new technology, including Microsoft Office and human resource/payroll, applicant tracking, and time and leave systems.

    (Open Ended Question)

  3. * Knowledge, Skill, and Ability #3: Describe your interpersonal, customer service, and communications skills, including the ability to give full attention to persons requesting information, seek clarification as needed, and respond to requests for information in a respectful, courteous, and timely manner.

    (Open Ended Question)

  4. * Desired Qualification #1: Do you have three years of clerical experience in an office environment (a combination of higher education and clerical experience may substitute on a full-time, year-for-year basis)?
    • Yes
    • No
  5. * Desired Qualification #2: Describe how you meet this qualification: One year of experience working in a human resources or related setting.

    (Open Ended Question)

  6. * Desired Qualification #3: Describe how you meet this qualification: Experience using HR related computer systems/programs to perform work related to recruitment, payroll, timekeeping, and/or leave administration.

    (Open Ended Question)

Documents Needed To Apply

Required Documents
  1. Cover Letter
  2. Resume