People Strategy, Equity, and Culture

Human Resources Specialist I

  • Title: Human Resources Specialist I
  • Category: Confidential
  • FLSA: Non-Exempt
  • Grade: DD

Job Summary

Under the direction of the Systems Administrator provides technical support for assigned human resources area involving the processing of documents and/or forms following established policies and procedures. Typical responsibilities include: processing a variety of applications and/or forms, entering information into databases, responding to inquiries, reviewing employee files for accuracy and completeness, and/or performing other related activities.

Distinguishing Characteristics

The Human Resources Specialist I is the first level in a two level human resources series. The Human Resources Specialist I is distinguished from other human resource positions by its responsibility for processing a variety of human resources forms, ensuring completeness and accuracy of information.

Typical Duties and Responsibilities

  1. Responds to requests for information from employees and/or the general public over the phone, in person, and via email regarding a variety of Human Resources programs, job opportunities, and/or other related information.
  2. Processes a variety of human resources forms, utilizing established policies and procedures.
  3. Enters a variety of information into databases; compiles data and prepares related reports; maintains related information.
  4. Prepares, maintains, and distributes a variety of correspondence, files, records, applications, and/or other related information.
  5. Performs basic office duties, such as copying, filing, faxing, typing standard documents, preparing, sorting, and distributing mail and entering data.
  6. Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.
Position-Specific Duties and Responsibilities
HRIS

Positions assigned to HRIS may also be responsible for:

  • Processing job authorizations and activating new employees in the HRIS system.
  • Processing changes to position numbers, labor distributions, and job reclassifications.
  • Reviewing employment eligibility verification forms for accuracy and compliance with applicable government regulations.
  • Reviewing official transcripts for authenticity and degree information.
Employee Relations

Positions assigned to Employee Relations may also be responsible for:

  • Coordinating and monitoring performance assessment completion for the District.
  • Provides administrative support during union bargaining activities.
  • Responding to requests for information from employees and/or the general public regarding a variety of Human Resources issues including initial employment verifications.
  • Acting as initial contact for the human Resources office, including phone and walk-in traffic.
  • Performing a variety of administrative support activities, as well as backup office support.
Recruitment

Positions assigned to Recruitment may also be responsible for:

  • Coordinating pre-employment criminal background checking process; review initial findings and escalate to management when appropriate.
  • Facilitating candidate travel, including working with travel agency, answering candidate questions, candidate reimbursement and other associated activities.
  • Assisting with recruitments including preliminary review of candidate pools, assisting management with basic recruitment questions and processes, initiating system notifications such as confirmation letters, etc.
  • Providing training to system users on applicant tracking system features and functionality.
  • Under the direction of manager, act as back up recruiter as needed.
  • Coordinate job advertising including vendor follow-up, researching new advertising venues, billing, reconciliation and issue management.

Minimum Qualifications

High School Diploma or G.E.D. and one year experience in either customer service or a human resources area.

Knowledge and Skills

Knowledge of:
  • Customer service principles;
  • Recordkeeping principles and practices;
  • Modern office practices;
  • Recordkeeping principles.
Skills in:
  • Preparing reports;
  • Compiling and organizing information;
  • Providing customer service;
  • Processing forms and paperwork utilizing established procedures and guidelines;
  • Keyboarding
  • Maintaining a variety of records and logs;
  • Maintaining confidentiality;
  • Working with diverse academic, cultural and ethnic backgrounds of community college students and staff;
  • Utilizing computer technology used for communication, data gathering and reporting;
  • Communicating effectively through oral and written mediums.

Work Environment and Physical Requirements

Work is generally performed in an office environment, with frequent interruptions and irregularities in the work schedule. Frequent reaching, sitting, walking, and standing may be required. No special coordination beyond that used for normal mobility and handling of everyday objects and materials is needed to perform the job.

Reviewed: 12/2018
Revised: 12/2018; 8/2016
Replaces: HRIS Specialist