HR Systems SpecialistGRADE 10NON-BARGAINING UNITNON-EXEMPTBASIC FUNCTIONThe HR Systems Specialist plays a crucial role in optimizing and maintaining the integrity of employee and applicant data within the human resources information systems utilized by the Vermont State Colleges System (VSCS), which includes the Community College of Vermont, Vermont State University, and the Office of the Chancellor. The main functions of this position include processing system changes, completing data entry, and providing excellent customer service to employees and managers with HR- related inquiries. This role is responsible for managing and responding to the HR tickets in our HR system(s), while triaging complex items to the team lead and escalating issues to the HRIS Director. This position is embedded within the Community College of Vermont but the HRIS team supports the VSCS as a whole.CHARACTERISTIC DUTIES & RESPONSIBILITIESHRIS System Utilization
- Apply knowledge of HR related best practice, legal compliance, equity and employee experience when maintaining data integrity.
- Follow established processes to accurately and efficiently enter, and update employee information within the HRIS and related employee forms. This includes but is not limited to new hires, terminations, leaves, position changes, additional payments, etc.
- Escalate situations that misalign with established process, compliance or equity standards.
- Follow established processes to validate and upload files to adjust multiple employee information.
- Maintain knowledge of established processes, employee types, characteristics, eligibility and rules within the system based upon policies, handbooks and bargaining agreements.
- Utilize knowledge of system functionality to ensure that employee information is processed accurately, and efficiently.
- Work closely with HRIS, benefits, payroll and other HR team members to implement creative solutions and troubleshoot system errors.
- Utilize system data for the timely completion of verification of employment for all VSC
- Pull and prepare established reports. This may include working on mail merge communications or routine letters, as directed.
- Utilize reporting to validate system information.
Customer Service
- Act as first line customer service for all HR, benefits, and other related inquiries.
- Triage and escalate complex questions and issues to the appropriate team lead, the HRIS Director, or other HR staff.
- Respond to customer inquiries in a timely manner.
- Utilize the HR ticketing system to track request/inquiry status, communicate and document case details.
- Utilize documentation within policies, handbooks and collective bargaining agreements to accurately answer or provide information related to standard HR related inquiries.
System Training & Support
- Work as a collaborative team member to support supervisors, department level HR staff, benefits and other system users in understanding system processes.
- Support system and HR best practice related trainings.
- Support employees with self-service functionality, including personal information updates, and timecard entry, etc. within the HRIS.
- Support the benefits team during open enrollment or other related benefits projects.
- Support the transfer of knowledge to new HR team members and individuals submitting system requests to promote accuracy of incoming data.
Process Compliance & Improvement
- Be an active participant on project teams by provide insight and other feedback towards increased compliance, accuracy and efficiency of systems and HR processes.
- Support the identification of opportunities for process improvements and recommend system enhancements.
- Assist with other duties, as assigned.
SUPERVISION RECEIVEDDirect supervision is received from the Director of HR Operations.MINIMUM QUALIFICATIONSAssociate's degree and a minimum of 4 years' experience in a customer service-related position and/or experience in a human resources related field is preferred, or a combination of education and experience from which comparable knowledge and skills are acquired.
- Proficiency in MS Excel including data entry and basic formulas.
- Ability and interest to learn complex systems, higher education and human resources functions, organizational structure, and administrative operations.
- Excellent customer service skills in a fast-paced workplace.
- Excellent oral and written communication
- Strong attention to detail.
- Ability to problem-solve and troubleshoot based upon established practices.
- Ability to maintain confidentiality.
- Ability to collaborate effectively and respectfully individuals and teams with diverse backgrounds and experiences.
Physical Requirements: Duties performed cause slight fatigue of eyes, fingers, or other faculties as a result of repetitive motion and/or long periods of standing or sitting. Duties require little physical effort in work with light to moderate (up to 25lbs) easy-to-handle materials. Duties will occasionally require the climbing of ladders.Working Conditions: Job is performed in a general office or comparable working area with many and frequent distractions such as noise and interruptions. Work schedule may vary during high volume periods. This general outline illustrates the type of work that characterizes the job classification.It is not an all-encompassing statement of the specific duties, responsibilities, and qualifications of individual positions assigned to the classification.CCV values individual differences that can be engaged in the service of learning. Diverse experiences from people of varied backgrounds inform and enrich our community. CCV strongly encourages applications from historically marginalized and underrepresented populations. CCV is an Equal Opportunity Employer, in compliance with ADA requirements, and will make reasonable accommodations for the known disability of an otherwise qualified applicant.All new full-time employees and certain part-time employees will be subject to a fingerprint-supported criminal background check. Any offer of employment is contingent upon the satisfactory results of this check. Application InstructionsIn order to be considered, please submit a complete application package which includes a cover letter, resume/CV, employment application and contact information for three professional references by clicking on the apply now button on the top right of this posting.