Human Resources Specialist, On-Boarding, Systems, and Records - Polk State College : Job Details

Salary: $43,875.55 - $54,943.90 AnnuallyLocation : Winter HavenJob Type: Full-TimeJob Number: 202400435Division: Human ResourcesDepartment: Recruiting, Compliance & Employee RelationsOpening Date: 11/22/2024Closing Date: 12/1/2024 8:00 AM EasternDescription Job Description:The Human Resources Specialist, On-Boarding performs highly responsible, confidential support for a complex Human Resources department by providing primary administration of the College's on-boarding and technical processes. Work is generally diversified requiring judgment to apply broader aspects of established policies, practices, and procedures. This position adapts existingprocedures to meet new situations and works independently toward general results, devising new methods as required. The position deals with materials of a highly confidential nature. Examples of Duties Essential Functions/Duties:On-Boarding Administration

• Manages new hire on-boarding process for all employees from pre-boarding to start date with the goal of new hires have positive on-boarding experiences.
• Administers full-cycle recruiting, hiring, and on-boarding process for adjuncts, tutors, and notetakers.
• Oversee I-9 management and background check processes.
• Notarize on-boarding documents.
• Ensure that all new hire paperwork is completed correctly and uploaded into the system of record.
• Coordinates with appropriate parties to schedule new hire information sessions and employee exit meetings depending on employee needs.

HR Systems and Records Compliance Functions

• Acts as administrator functions for assigned modules within the HRIS/ATS including implementation and updates of modules.
• Assigns and manages training modules in HRIS/ATS.
• Initiates and monitors off-boarding process in the HRIS/ATS.
• Manages processing and storage of all faculty credentials in conjunction with academic deans, associate deans, and department chairs.
• Maintains work authorization records. Corresponds with employees in advance of renewal and collects new documents to ensure compliance with federal labor laws.
• Ensures update and replacement of Federal and State Labor Law posters and online information.
• Coordinates with Office of Communication and Public Affairs on HR-related changes to the College's website.

General HR Functions

• Provides backup support for the HR Specialist, Recruiting and participates as an active member of the HR Recruiting Team.
• Reviews documents or reports as necessary for assuring accuracy.
• Responds to inquiries made by employees, vendors, and the public to ensure service needs are met.
• Maintains the highest standards of confidentiality.
• Maintains current, relevant knowledge of basic principles and practices of the HR field and College Rules and Procedures and acts proactively to minimize risks to the College and employees.
• Supports HR leadership through active contribution to and representation of a positive, professional, and proactive HR department.

Typical Qualifications Required Skills:

• The ability to establish an effective rapport with and provide high-level customer service to all stakeholders.
• Strong experience with computer programs, word processing, spreadsheets, and databases.
• Intermediate to advanced technological skills with experience in HRIS/ATS and electronic records compliance.
• NeoGov/NeoEd or a similar platform experience is strongly preferred.
• Excellent organizational skills with special attention to details while maintaining a sense of urgency.
• Working knowledge of employment laws, regulations, and related documents including I-9/United States work authorization, W-4, FLSA, Affordable Health Care requirements, etc.
• Good oral and written communication skills.
• Positive and proactive attitude with a dedication to ethical decision making and personal accountability.
• Ability to uphold standards while focusing on multiple priorities and remaining adaptable.
• Good human relations skills with the ability to troubleshoot creatively.
• Ability to maintain confidential information.
• Knowledge of recruitment and hiring process.
• Proficient in virtual communication including, but not limited to, email, virtual meetings (Teams, Zoom, etc.), chat features, and conference calls.

Working Conditions/Additional Information:

• This position is a full-time on-campus position but will travel to event locations as necessary. (Remote/hybrid options are not available.)
• Weekend and evening work may be required.
• Position may be required to work during College closures (such as winter/spring break and inclement weather closures).
• Reliable transportation is required for travel to campuses, centers, and community locations. Possession of a valid Florida's Driver's License is required (or must be eligible to obtain a Florida's license within 30 days).
• This position will require the ability to lift at least 10 lbs.
• This position requires the ability to sit at a computer for long periods of time.

Salary and Benefits Information

• This position is level P13.

We offer an excellent employer-paid benefits package including the following: Medical, Dental, Life, Long-Term Disability, Vacation (except faculty), Holiday and Sick Leave, Retirement (if eligible) and college fee waivers. Other employee-paid, voluntary benefits (vision, short-term disability, etc.) are also available. Required Education:

• Graduation from an accredited institution with a Bachelor's degree.

Alternate credential:

• Associate degree from an accredited institution with a minimum of 5 years of experience in Human Resources and 2 years of HRIS/ATS operating experience.

Alternate credential:

• High School Diploma with a minimum of 7 years of experience in Human Resources and 3 years of HRIS/ATS operating experience.

Preferred Education:

• Graduation from a regionally accredited institution with a Bachelor's degree in Human Resources or related field is preferred.
• SHRM-CP and/or PHR certifications are preferred.

Required Experience:

• Minimum of 3 years of work experience in Human Resources and/or on-boarding with at least 1 year of HRIS/ATS operating experience.

Please Note: This position will not start until Early January 2025. Supplemental Information Submissions that do not include all parts of the following required information will not be considered:

• a resume
• an electronic job application (all sections MUST be completed)

Important Information

• If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.
• Polk State College participates in E-Verify. Candidates must provide documentation of eligibility to work in the United States. Polk State College does not provide visa sponsorship.
• Polk State College is committed to equal access/equal opportunity in its programs, activities, and employment. For additional information, visit polk.edu/compliance.For questions or concerns, please contact: Lonnie Thompson, Chief of Institutional Compliance & Engagement/Title IX Coordinator; [email protected].
• To request Veteran's Preference, please be sure to upload all necessary documents (DD-214, etc.) to your application.
• Polk State College is a drug-free workplace.
• Polk State College is committed to working with and providing reasonable accommodation to applicants and employees with disabilities. Reasonable accommodations are considered on a case-by-case basis.
• Reference checks, successful completion of a background check, and third-party Education Verification for all stated degrees will be required prior to employment.
• Polk State College does NOT provide relocation assistance for this position.

We encourage applicants to provide feedback of their experience or request help at [email protected] offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.To learn more details, visit our benefits page.01 Do you have a High School diploma or GED?

• Yes
• No

02 Do you have an associate's degree?

• Yes
• No

03 Do you have a Bachelor's degree or higher based on the requirements in the job description?

• Yes
• No

04 How many years of professional Human Resources experience do you have?

• No experience
• Less than 1 year of experience
• 1 year but less than 2 years of experience
• 2 years but less than 3 years experience
• 3 years but less than 5 years experience
• More than 5 years experience

05 How many years of professional operating experience do you have?

• No experience
• Less than 1 year of experience
• 1 year but less than 2 years of experience
• 2 years but less than 3 years experience
• 3 years but less than 5 years experience
• More than 5 years experience

06 Do you have a SHRM or HRCI license/certification?

• Yes
• No

07 Please list intermediate or above experience you have with HRIS operating systems. Required Question