Job description
Job Summary/Purpose:
The Human Resources Specialist serves as one of two specialists in the Human Resources (HR) Department providing excellent and courteous customer service to internal and external customers, supporting daily HR department operations, and managing recruitments for all employee classifications. The position is expected to maintain confidentiality at all times and represent the Human Resource Department with a high level of professionalism, tact, and diplomacy.
Additional Employee Benefits:
Additional Employee Benefits:
- Comprehensive medical, vision, and dental insurance plans
- Tuition Waiver for degree-related and personal enrichment/development courses for Employees, Spouses, Domestic Partners, and children up to 25 years of age
- Generous monthly vacation and sick leave accruals
- 10 paid holidays a year, plus a paid full week off during Winter Break.
- Use of all College recreation facilities in Mazama Gym at no cost
- A staff wellness program that offers a variety of activities and health resources
- PERS (Public Employee Retirement System) eligibility
- 20% Discount at COCC Bookstore
- Engaging workplace culture with a mission to serve students and our community
- COCC is a qualifying employer for the Public Service Loan Forgiveness (PSLF) Program
Terms of Employment:
- This is a full-time (1.0 FTE, 40hr week) 12-month non-exempt position at grade level 18 in the Classified Appendix schedule.
- Requires flexible work schedule, which may include evenings and/or weekends as well as travel throughout the district when needed.
- Requires the provision of official transcripts upon hire.
- COCC employees must work and reside in the state of Oregon at the time their work is being performed.
- The College is NOT able to support Visa applications for this position. Applicants must already be eligible to work in the United States to be considered for this position.
- Upon hire, must pass criminal and/or driving history; only information relevant to the position will be considered.
- Effective Monday, April 18, 2022, COCC implemented a COVID-19 vaccination requirement for all employees. Upon hire, new employees will receive an email with instructions outlining how to upload proof of full COVID-19 vaccination or request a medical or religious exception.
Essential Functions:
General Administrative Duties
- Serve as primary customer service contact and front-line staff in assisting staff, applicants, and students in human resources matters, including early and frequent monitoring of daily HR e-mail and voicemail messages; answering main HR office phone line, assisting callers directly or routing calls to appropriate person.
- Maintain the confidentiality of personnel materials and maintain office security.
- Assist with special Human Resources projects/events, such as maintaining a procedures manual for the position and developing/presenting college-wide Human Resources trainings.
- Assist HR Operations Manager to implement and track employee required on-line trainings with approved vendors.
- Prepare and maintain electronic and physical employment records related to events such as hiring, termination, leaves, transfers, promotions, and retirements.
- Utilize internal systems (Banner and PeopleAdmin) to access information to respond to valid employment-related requests, to update critical data for faculty processes, and to navigate employee records/information.
- Serve on college committees as appropriate.
Hiring and Coordinating Employee Processes
- Manage and coordinate the hiring process for all employee classifications: Administrative, Classified, Faculty, Federal Work Study and Irregular Wage. This includes managing recruitments from open-to-close, generating requests for criminal history checks, verifying documents, creating personnel files, and preparing welcome letters, contracts, and board resolutions.
- Manage criminal history checks for all classifications. Track and report discrepancies to the Chief Human Resources Officer and Director of Contracts and Risk Management as needed.
- Receive, verify, and document I-9 data for new hires.
- Track, process, and communicate probationary status for Classified and Administrative employees.
- Communicate and coordinate with IT department regarding initiation and termination of employee accounts and accesses.
- Establish and maintain various tracking mechanisms/documents for faculty promotions, tenure reviews, required file documentation, salary schedules, new faculty members, and other faculty activities as required.
- Assist with records maintenance, retention, and archiving of personnel files and confidential information.
Knowledge, Skills and Abilities:
Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.
- Ability to provide and maintain high levels of customer service for internal and external customers.
- Ability to maintain confidentiality at all times and exercise a high level of professionalism, tact and diplomacy.
- Ability to work with minimal supervision within a “team environment.”
- Possess strong interpersonal and communication skills and be able to effectively and positively communicate with staff, faculty, and administrators.
- Ability to work independently engaging in problem solving and resolution, and skillfully organize and perform multiple tasks within expected timelines while maintaining accuracy and confidentiality.
- Ability to work with details to ensure accuracy of communications and data input.
- Ability to work with a diverse population and to interface with College staff, students and the public effectively and diplomatically, both in-person, on the telephone and via email.
- Possess excellent office technology, English composition, spelling and grammar skills.
- Ability to edit/maintain/add web pages using a content management system.
- Skills in organization, filing, and office protocols, including archiving (per State of Oregon) and federal employment requirements such as I-9 and W-4.
- Proficient keyboarding skills and the use of Microsoft software (MS Word, Excel, PowerPoint, Outlook).
- Skill and familiarity with computers, multi-line phones and other standard office equipment.
- Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
- Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
Physical Demands and Other Ergonomic Requirements:
Regular office hours are established between 8 am – 5 pm during the workweek. A flexible work schedule, including nights and weekends, may be necessary due to the nature of the responsibilities.
Incumbent must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires to write, read written materials and computer screens, and ability to use telephonic conversations. Occasional lifting up to 25lbs. All individuals are required to perform essential functions with or without reasonable accommodation.
Equal Employment Opportunity (EEO) Statement
The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.
This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.
In support of COCC’s EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.
Minimum Qualifications:
- Associates Degree
- Two years’ comprehensive office experience, utilizing effective skills in organization, teamwork, interpersonal communication, and computer-based technology.
- One-year experience working on projects and/or tasks that require attention to detail and adherence to strict timelines.
The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify by responding to the supplemental question presented during the application process.
All employees are required to successfully complete and pass a background screen, which includes a criminal history check.
Preferred Qualifications:
- Bachelor’s Degree in Business, Human Resources or related field.
- Experience working in a Human Resources office/department, using an HRIS Software program such as PeopleAdmin, PeopleSoft, NeoGov; Banner (Ellucian) or other HRIS database.
- Experience working in an academic or higher education environment.
Special Instructions to Applicants:
Note that you will be required to upload/create the required documents indicated in this posting at the time you apply. Unofficial transcripts are acceptable at application. It is the responsibility of the applicant to upload all required documents, including transcript(s). If you have questions please contact Human Resources at 541-383-7216.
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