Human Resources Specialist (48415)

Position Summary

Responsible for benefit coordination, recruitment of open positions and new hire orientations. Advises staff and the public on Human Resources (HR) activities. Provides clerical support for BMCC Human Resources Department. Performs consistently with the team-based model and actively participates as a member of assigned college teams and committees. Performs all functions and activities within the guidelines and philosophy set forth in the BMCC Mission, Vision and Strategic Plan.

Essential Functions

General Duties

Greets public, staff and students, answers questions, provides assistance, and provides information regarding College procedures utilizing a thorough knowledge of Human Resources office operation.

Prioritizes and distributes department mail, maintains department filing system.

Works with Financial Aid Department on Student Employment on an ongoing basis.  Verifies employment documents for completeness. Maintains electronic files of student employment paperwork.

Provides employment verifications from agencies that are requesting information on BMCC employees.

Establishes and maintains department records and reports. 

Creates, monitors, and administrates personnel records in HR Information System database and related files.

Prepares purchase requisitions as necessary for invoices received or supply orders to be placed.

Due to confidential nature of Human Resources, conducts light custodial duties within the HR office area.

Calculates union dues as appropriate for eligible part-time instructors and classified employees, sends union dues report to payroll and appropriate union personnel.

Interfaces with Office of Instruction, center directors, payroll, and instructors and classified staff in accordance with current college policy and bargaining agreements.

Serves as recorder for Emergency Response & Safety Committee.

Recruiting Functions

Is responsible for monitoring personnel requisitions to ensure that they are complete; Classified and Faculty positions have an appropriate interview committee per the terms of the Collective Bargaining Agreement (CBA); proper approval procedures are followed; and are approved in a timely manner. Assures that the Executive staff has approved any new positions.

Responsible for posting approved vacant positions to the college website and advertising as directed by the Hiring Manager and/or VP, Human Resources and Administrative Services.

Answers applicant questions and assists applicants with any technical issues.

Coordinates the screening and interview process, including creating selection committee agreements, preparing application screening matrix, and distributes to the selection committee; schedules interviews; and provides general guidance and oversite to the selection committee.

Coordinates the onboarding process for all new hires, including new employee orientations, collecting all new hire paperwork, conducting background checks, and submitting help desk tickets for office phone setup, email, user access, etc. Utilizes E-Verify Employment verification program for current and new employees.

Conducts exit interview process for departing employees.

Responsible for maintaining all hiring process and employee paperwork per state and federal regulations.

Benefits Coordination

Conducts new employee benefit orientations; prepares benefits packets as appropriate.

Answers employees’ questions relating to benefits.  Conducts research and makes contacts with vendors as necessary.

Assists with annual benefits open enrollment period, including retiree benefits.

Prepares and sends letters to retirees regarding changes in the status of the retiree and/or dependent benefits. 

Maintains retiree records.

Prepares benefit information for employees preparing for retirement.

Assists with leave requests including Family Medical Leave Act (FMLA), Oregon Family Leave Act (OFLA) and Paid Leave Oregon

Responsible for circulating adjunct Instructor applications through the approval process, tracking and informing the applicant, Office of Instruction and Department Chair of the status of the application.

Provide back up to payroll using the current payroll system.

Supervises Student Employees assigned to HR.

Maintains sensitivity, understanding, and respect for a diverse academic environment, inclusive of students, faculty and staff of varying social, economic, cultural, ideological and ethnic backgrounds.

Performs other duties as assigned.

Other Aspects of this Position

Commuting to other BMCC locations as needed for employee orientation; attend meetings or professional development opportunities as needed; valid driver’s license required.

Knowledge, Skills and Abilities

Individuals must possess the following knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities:

Thorough knowledge of basic record keeping procedures and standard office practices and procedures.

Knowledge of MS Office Suite and the ability to compose letters and prepare reports.

Ability to maintain strict confidentiality in all matters.

Ability to give clear directions and convey information accurately and tactfully. Must be able to communicate well both verbally and in writing.

Excellent customer service skills.

Must be flexible and well organized, able to prioritize and handle multiple complex projects with numerous interruptions.

Must be detail oriented.

Ability to work independently with minimal or no supervision.

Ability to learn current financial system within six months of hire.

Required Education and Experience

An AS degree in Administrative Assistant or equivalent experience.

At least 3 years of successful experience working within a complex organization.

Significant direct experience with increasing responsibilities may be considered in lieu of an associate degree.

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This is a full-time Exempt Technical position with excellent benefits including: Medical, dental, vision, life, accidental death & dismemberment, and long term disability insurance; Paid holidays; Sick leave; Vacation; and Tuition waiver for employee and qualified dependents.

Salary: $60,542 - $65,000 

This position is opened until filled

APPLICATION PACKETS MUST INCLUDE:

Resume;

Cover letter addressing how you meet the minimum qualifications as outlined in the position description;

Transcripts of course work - graduate and undergraduate (if applicable) unofficial are acceptable for the application process;

Please contact Human Resources (541-278-5837) if you have a special need/accommodation to aid your participation in our hiring process.

Veteran's preference points will be given provided DD214/DD215 is provided.

Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. No sponsorship is available for this position.