HR Systems Specialist

at  MidWillamette Valley Community Action Agency

We are Marion-Polk’s anti-poverty professionals and the area’s leading non-profit social services provider. Since our founding, we’ve seen many challenges and worked to meet them with innovative, evidence-based programs and a research-centric approach. Together, we are creating positive social change and addressing our community’s most pressing needs. With our funding we support the advancement of equitable and inclusive solutions to meet communities where they are at in addressing local needs such as childcare, housing, sheltering, utilities, and other critical community services.
The Human Resources Systems Specialist oversees HRIS processes, supporting the HR team, and overseeing the organizational systems and HRIS tools to support HR services to the wider agency. This role also includes performing on-going support of HR services, and time clock punch systems and assisting Finance Department’s Payroll Specialists. Pay range is $30 - $34 hourly + free individual medical and dental, Mon-Friday schedule with occasional remote work.
QUALIFICATIONS The requirements listed below are representative of the minimum knowledge, skill, and/or ability required.
EDUCATION and/or EXPERIENCE
Bachelor’s Degree plus two or more years of work experience in any of the following areas: financial, accounting, human resources, HRIS, math, sciences, data analysis, database systems, or IT technical support roles. HR Certification may substitute for advanced college education. Prior HR experience is required. *Equivalent combination of education and experience may be accepted.

KNOWLEDGE, SKILLS AND ABILITIES

• Intermediate proficiencies in MS Office (Outlook, Word, Powerpoint, Teams); advanced proficiency in MS Excel preferred.
• Prior experience in a HRIS preferred. Attention to detail and accuracy required. Math computations, spreadsheet calculations, and data manipulation skills are required.
• Ability to work efficiently to accomplish tasks, highly organized for follow-up to meet schedules and deadlines. Able to maintain consistent full-time attendance on-site.
• Experience providing accurate, HRIS or payroll technical assistance and information; monitoring HRIS procedures and processes; skilled in oral and written communication, answering questions and explaining technical information and decisions using tact and diplomacy, with a high level of customer service.
• Intermediate abilities to train groups in person and virtually using video platforms.
• Able to navigate regular resourcefulness and problem solving while addressing situations that fall outside of standard Agency policies and guidelines.

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid driver license and insured vehicle available for use on the job or acceptable alternative and satisfactory drive record.
• Candidate must pass pre-employment and random drug screenings.
• Registration with the Central Background Registry of the Child Care Division.
• Candidate must pass a comprehensive MWVCAA background screening prior to employment.

ESSENTIAL DUTIES and RESPONSIBILITIES This job description is not intended to be all-inclusive.

• Performs tasks for maintaining HRIS transactions that are required for employment records and transactions. This includes creating HRIS records, profiles, templates, checklists, documents, WorkFlow approvals, and reports in the system, and developing new system processes to enhance efficiencies.
• Provides HRIS technical support to supervisory staff to use the HRIS successfully, remotely and at program sites. Provides technical support to Payroll Specialists.
• Takes a leadership approach in following through on implementations and systems projects. Maintains ongoing communications with management as directed.
• Analyze the gaps in HR production quality and timeliness to problem solve and improve outcomes.
• Identify tools to streamline HRIS processes in the system and with other HR systems, such as LMS, Message systems, ATS, and Document Management in HRIS.
• Develops HRIS implementation plans and timelines for projects assigned by Associate Director of HR and CHRO. Works with agency IT staff as requested.
• Follows laws, policies, and guidelines outlined in Agency Personnel Policies Employee Handbook, State and Federal laws, Federal HS Performance Standards and other state and federal guidelines as appropriate.
• Assists with the maintenance of HRIS data, documents and system records required by law or local governing bodies, or other departments in the organization.
• Responds to inquiries and provides information to employees and management in all areas of HR as requested, including timesheets and paycheck information.
• Trains HR department and Payroll staff in the HRIS time clock punch system, timesheet approvals, and audits systems to assure that the payroll calculations are correct, as well as accruals and workflows. Assists staff with troubleshooting HRIS time clock punch issues.
• Runs HRIS reports for management such as turnover, vacation/sick usage, metrics, and reports for government entities such as unemployment audits, EEO-1, BLS, DHS, and DOJ.
• Completes salary survey data for participation in compensation surveys using HRIS and other tools.
• May perform onboarding data entry, exit processing, salary changes, and other HRIS transactions when needed.
• Maintains consistent attendance and punctuality and timely, quality communications.
• Other duties as assigned. Occasional evenings and weekend work may be required.

PHYSICAL AND MENTAL DEMANDS Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

• Specific vision abilities required by this job include close vision and ability to adjust focus.
• Hearing abilities for interactions with staff and applicants.
• Mobility between offices and sites.
• Occasionally lift up to 25 pounds.
• Manual dexterity for computer and office equipment.
• Occasional driving to Agency and community sites within Polk and Marion counties.
• Able to navigate multiple priorities and pressures of the role and payroll schedules.

ESSENTIAL DUTIES and RESPONSIBILITIES This job description is not intended to be all-inclusive.

• Performs tasks for maintaining HRIS transactions that are required for employment records and transactions. This includes creating HRIS records, profiles, templates, checklists, documents, WorkFlow approvals, and reports in the system, and developing new system processes to enhance efficiencies.
• Provides HRIS technical support to supervisory staff to use the HRIS successfully, remotely and at program sites. Provides technical support to Payroll Specialists.
• Takes a leadership approach in following through on implementations and systems projects. Maintains ongoing communications with management as directed.
• Analyze the gaps in HR production quality and timeliness to problem solve and improve outcomes.
• Identify tools to streamline HRIS processes in the system and with other HR systems, such as LMS, Message systems, ATS, and Document Management in HRIS.
• Develops HRIS implementation plans and timelines for projects assigned by Associate Director of HR and CHRO. Works with agency IT staff as requested.
• Follows laws, policies, and guidelines outlined in Agency Personnel Policies Employee Handbook, State and Federal laws, Federal HS Performance Standards and other state and federal guidelines as appropriate.
• Assists with the maintenance of HRIS data, documents and system records required by law or local governing bodies, or other departments in the organization.
• Responds to inquiries and provides information to employees and management in all areas of HR as requested, including timesheets and paycheck information.
• Trains HR department and Payroll staff in the HRIS time clock punch system, timesheet approvals, and audits systems to assure that the payroll calculations are correct, as well as accruals and workflows. Assists staff with troubleshooting HRIS time clock punch issues.
• Runs HRIS reports for management such as turnover, vacation/sick usage, metrics, and reports for government entities such as unemployment audits, EEO-1, BLS, DHS, and DOJ.
• Completes salary survey data for participation in compensation surveys using HRIS and other tools.
• May perform onboarding data entry, exit processing, salary changes, and other HRIS transactions when needed.
• Maintains consistent attendance and punctuality and timely, quality communications.
• Other duties as assigned. Occasional evenings and weekend work may be required

PHYSICAL AND MENTAL DEMANDS Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

• Specific vision abilities required by this job include close vision and ability to adjust focus.
• Hearing abilities for interactions with staff and applicants.
• Mobility between offices and sites.
• Occasionally lift up to 25 pounds.
• Manual dexterity for computer and office equipment.
• Occasional driving to Agency and community sites within Polk and Marion counties.
• Able to navigate multiple priorities and pressures of the role and payroll schedules