Job Summary

Under the supervision of the assigned manager, the Human Resources Specialist performs a variety of complex clerical, data processing and/or technical accounting work involved in developing, maintaining and auditing data sets specific to their department, and serving as a technical resource to HCOE, school district and charter school staff.

Distinguishing Characteristics

This is a mid-level position which requires independent decision-making.  A Specialist is responsible for the collection, reconciliation and reporting of specialized groups of data.  A Specialist works with complex data and performs technical and clerical duties specific to their assigned department.  A Specialist serves as a technical resource to HCOE, local school districts and charter schools, preparing and provides training and support in both one-on-one and group settings clearly communicating complex processes.

Essential Duties:

• Performs complex technical data management duties in support of employee assignment and position control, health and welfare benefits programs and services within the human resources information system
• Coordinates with HR Director in the review and preparation of new employee documentation; inputs vacant positions in assigned software.
• Receives new HCOE employment paperwork in order to input/attach new employee in assigned software and begin construction for the personnel file. Determines eligibility for new and continuing benefit program participants.
• Verifies and enters HR transaction information into the HR information system, records changes in work hours, classification and pay, job assignment, group benefits, retirement, seniority dates and demographics information.
• Enters information that supports position control, verifies that information for each employee matches a position number
• Serves as an informational resource to HCOE personnel regarding employee benefits
• Issues HR Director approved notices of employment to employees
• Serves as a Custodian of Record in accordance with DOJ/ FBI regulations. Updates HCOE fingerprint consortium
• Provides orientation to new employees
• Responds to inquiries and provide information concerning benefits coverage, changes, policies and timelines
• Receives, processes, reviews for accuracy and evaluates employee enrollment and a variety of other forms and applications
• Explains and assists employees with completing a variety of enrollment forms
• As part of a team, maintains an efficient system for personnel records including control and storage of documents and files, conversion of files to support computer-aided retrieval and day-to-day record maintenance; periodically reviews records for completeness and compliance according to LEA’s established checklists.
• Prepares appropriate reports for the Director of HR in response to relevant and necessary information requests
• Calculates and reports HCOE certificated/classified professional growth submissions
• Maintains HCOE certificated/classified seniority list
• Assigns and monitors mandated trainings
• Prepares reports for the Employment Development Department (EDD), American Fidelity, CSEA, and CTA
• Maintains database on employee evaluations and communicates with Managers
• Verifies accuracy of input and output data
• Operates a variety of office equipment
• Attends and participates in a variety of special events related to assigned activities such as training workshops including conducting training as assigned
• Completes surveys and reports as directed.

Employment Standards:

Knowledge of:

• Departmental principles and practices
• Concepts and techniques related to the research, gathering, compiling, auditing and processing of specific sets of data.
• Principles and practices of training and providing work direction as part of a team.
• Applicable sections of California Education Code and other federal and state laws, rules, and regulations.
• Office practices, methods and procedures
• Computer database systems and computer-based systems.

Ability to:

• Prepare, process and verify data and report information rapidly and accurately at an acceptable standard of efficiency and to meet assigned timelines
• Analyze information and statistics and prepare reports, specifications, and correspondence
• Make recommendations regarding improved policies and procedures
• Audit the record keeping work prepared by other school personnel.
• Follow written and oral instructions
• Work independently with little direction
• Prepare, organize and maintain records and files
• Present complex technical information to individuals, small and large groups effectively.
• Professionally represent the office to other schools, businesses and agencies as necessary
• Adjust to changing work demands, including but not limited to changes in procedures, technologies and fluctuations in workflow
• Communicate effectively orally and in writing and one-on-one in scheduled online meetings as needed
• Establish and maintain effective working relationships with those contacted in the performance of duties

Minimum Qualifications

Education and Experience

• Bachelor’s degree in Human Resources, Business Administration, Public Administration, Psychology, or a related field, and two (2) years of equivalent related experience, or
• Three (3) years related experience with increasing responsibility

Preferred Qualifications

• Experience working in a school district or county office of education.

Working Conditions

With or without accommodation, this position includes prolonged periods of standing or sitting, frequent walking, and occasional bending, stooping, and reaching. The employee must be able to lift, push, and pull objects up to 30 pounds. Visual and auditory abilities are required to perform essential job functions. Must be able to operate computer and other office equipment.

Other Requirements

• Must be fingerprinted and a satisfactory Department of Justice records check must be received by HCOE prior to employment.
• TB testing and/or risk assessment will be required upon employment.
• Other requirements as appropriate for the job responsibilities.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Salary: Range 15 on the adopted salary scale for classified employees.