How To Manage A District Office

Transcription

1 This position s responsibility, under general direction of the designated Human Resources Supervisor, is to provide lead direction for the District s Human Resources Information Systems functions. This position is to provide lead direction and collaboration with Recruitment, Employment Services, Budget, Labor/Employee Relations, Administrators, as well as HRIS team members, and will serve a regional cluster of schools, facilitating the HRIS team staffing process. To analyze, audit, and update complex data using computerized systems to ensure data integrity and accuracy while providing assistance in the maintenance and use of the District's HRIS functions. Oversees additional human resource functions assigned to include monitoring, developing and implementing improved procedures, systems and business processes in related areas. Provides technical assistance in the maintenance and analysis of staff and fiscal data and in the operation of the HRIS system and development of reports; works as a team with other department staff. This position will be responsible for: Master Data Maintenance o Inputting new employee data, and existing employee position changes, for an assigned regional cluster of schools/departments. Auditing employee master data & providing reports. Designing Human Capital reports and processes to track data to support schools and departments. Identifying opportunities to automate processes and effectively collaborate with DoTS and other departments to drive improvements Audit for Over-payments and collaborate with Payroll, Compensation and other HRIS staff to ensure data integrity and accuracy. Essential Functions: 1. Provide lead direction to ensure the quality of output and dissemination to other HRIS staff; as requested by the Human Resources Supervisor. 2. Lead budget and staffing activities in cooperation with the Employment analysts, Budget analysts, Labor/Employee Relation managers, and Administrators for schools and departments. Facilitates the hiring process from processing PCRs to org management analysis, position updating, staffing paperwork and employee sign up. Ensures integrity and accuracy of transactions, including compliance with collective bargaining agreements, District policies, SAP database requirements and WA State/Federal reporting requirements. Acts as a consultant to District management, staff and public regarding personnel-related issues; explains collective bargaining agreements and contracts; district personnel procedures and services and governmental regulations and laws; makes presentations before groups. 3. Provides lead direction to HRIS staff; monitors and coordinates work flow; independently oversees and assigns work flow between HRIS staff members for specific complex human resource functions: (fingerprinting program, terminations, unemployment claims and attend unemployment hearings, certificated contracts, certificates, National Board and ESA stipends,

2 Verification of Employment); Monitors, develops and implements documentation, improved procedures, systems and business process in related areas. Provides oversight for other HR team members and internal customers. Serves as lead subject matter expert for the HR department and as a resource to the district. 4. Assists Department of Technical Systems (DoTS) staff in evaluating existing HRIS processes, ensuring design and maintenance of procedures to enhance the accuracy and efficiency of the current systems. Adapts new technologies for HRIS (staffing) use; designs and implements new web applications to meet customer needs, including access to applications, forms, and employment information and the ability to transact department business on-line. 5. Analyzes and evaluates data and monitors trends to facilitate employment planning for all employees. Investigate, analyze and identify data quality issues and recommend resolutions. 6. Develop and facilitate ongoing informal/formal training (1:1 and group) for district personnel on creating/utilizing electronic and manual PCRs, technical data, District HR policies, federal/state/local regulations, new hire paperwork. Other HR-related areas of assignment, to keep them informed about system changes and to assist them in managing departmental data and information. 7. Attends meetings and participates on committees, as needed, to support assigned projects and functional areas of responsibility. Collaborates with HRIS staff and others to develop and implement contracts and agreements, District policies and objectives, and local/state/federal laws. 8. Lead for new hire/ on-boarding processes. Coordinates with facilities for room set-up. Creates HRIS team schedule for collecting new hire paperwork and ensures all new employees submit their new hire paperwork in a timely manner. Ensures that the new employees are staffed in a timely manner after the paperwork is received. 9. Provides consulting services on all human resource data issues and operations to other divisions and departments; maintains liaison with other school districts and county/state offices. 10. Provides recommendations to the Human Resources management regarding section policies and procedures that are consistent with District and department goals and objectives. 11. Assumes lead role in the technical evaluation and selection of products in conjunction with other departmental and district staff. OTHER FUNCTIONS: Performs related duties consistent with the scope and intent of the position. Note: The preceding list of essential functions is not exhaustive and may be supplanted as necessary. REPORTING RELATIONSHIP/IMMEDIATE SUPERVISOR: Reports to the Supervisor, Human Resources (HR Operations).

3 REQUIRED DISTRICT WIDE-CORE COMPETENCIES: Collaboration 1. Is seen as a team player who encourages efficient and effective collaborations. 2. Works skillfully in difficult situations with both internal and external groups. 3. Represents his/her own interests while being open-minded to other groups. 4. Builds respectful and productive relationships internally and externally. Getting Results (Action-Oriented) 1. Demonstrates a strong sense of urgency about solving problems and getting work done. 2. Focuses on achieving the goal even in the face of obstacles. 3. Assumes responsibility for starting and finishing work with minimal supervision. 4. Strives for new levels of performance. Decision Quality & Problem Solving 1. Weighs the consequences of options before making a decision. 2. Applies appropriate criteria to situations for the purpose of making decisions. 3. Displays self-confidence in own judgment. 4. Focuses in the facts and solutions instead of opinions and problems. Integrity 1. Deals with people and situations in an honest and forthright manner. 2. Represents information and data accurately and completely. 3. Represents the confidentiality of information and concerns shared by others. 4. Takes ownership if a mistake is their own and does not blame others. Accountability 1. Takes responsibility and action as if the risks (financial or otherwise) are his or her own. 2. Holds individuals and team accountable for their actions and results. 3. Initiates action even if outcome is uncertain and is willing to accept the consequences of failure. 4. Aligns own activities and priorities to meet broader organizational needs. 5. Demonstrates courage and confidence in his or her own ability. REQUIRED OTHER RELEVANT COMPETENCIES: Technical Skills/Learning Possess required functional and technical knowledge and skills to his or her job at a high level of accomplishment; demonstrates active interest and ability to enhance and apply new functional skills.

4 Quickly learns and integrates new technical skills and knowledge; seeks out avenues to enhance technical knowledge. Managing Through Process & Systems Designs practices, processes and procedures necessary to get things done; simplifies complex processes; gets more out of fewer resources; creates systems that manage themselves. Decision Quality and Problem Solving Uses analysis, wisdom, experience and logical methods to make good decisions and solve difficult problems with effective solutions; appropriately incorporates multiple inputs to establish shared ownership and effective action. Customer Focus Commits to meeting the expectations and requirements of internal and external stakeholders; acts with stakeholders in mind; values importance of providing high-quality customer service. REQUIRED KNOWLEDGE, SKILLS & ABILITIES: Knowledge of: Human resources information systems (preferably PeopleSoft HRMS/Payroll) capabilities and applications; human resource methodologies and principles; laws and regulations applicable to public personnel administration; payroll operations; fiscal management; project management techniques. Skill in: Auditing, researching, and investigating data/systems within the Human Resources department; problem-solving and effective decision-making; data/system presentation communications (both oral and written); planning and organization; time management; acting as a project lead and team member; training users; writing user and training manuals; learning and applying systems upgrades and/or improvements. Ability to: Perform systems analysis and evaluation; develop and test system functionality and programs; document system standards; develop system programs and reports in support of changing needs to meet the strategic plan goals and to improve customer satisfaction, both internally and externally; perform work flow analysis; make improvements and modifications to human resources and information systems; analyze problems and make sound recommendations; apply knowledge of regulations, contract agreements, policies and procedures; coordinate multiple activities; establish and maintain effective working relationships with District staff and the public in a multi cultural community; show awareness of and honor the cultural and linguistic diversity in the schools and communities; support ways to engage families/students from diverse cultures. Desired Qualifications: Project management skills and knowledge of financial controls in a large organization.

5 WORKING CONDITIONS: Required to shift tasks and priorities; experience frequent interruptions; required to think logically and creatively; requires mental concentration; requires flexibility and adaptability; requires effective decision-making and problem solving; requires individual initiative and teamwork; required to facilitate group discussions; required to communicate clearly with diverse audiences; required to facilitate and make reports/presentations regarding technical information; may be required to attend evening or weekend meetings; requires project management skills; requires excellent listening skills. CONDITIONS: District employees, other than personnel in the District s Employment Services Department (at the John Stanford Center for Educational Excellence), are not authorized to make promises of employment for a particular period of time, or promises of a particular level of compensation or benefits to job applicants for certified or classified positions. Any verbal or written statements to that effect by District employees other than Employment services personnel are null and void. Minimum Qualifications: EDUCATION: Bachelor s degree in human resources, business or public administration, financial management or in a field that included business practices, systems development/application and work flow analysis. EXPERIENCE: Three to Five (3-5) years of increasingly responsible administrative work experience which included coordinating projects, systems development and applications, analysis and evaluation of human resources operations, or a closely related field, in a computerized environment. SUBSTITUTION: Equivalent work experience may substitute for the education requirement on a year-for-year basis. CLEARANCES: Criminal Justice Fingerprint and Background Clearance.