Human Resources Specialist

Position Title:                      Human Resources Specialist

Grade/Classification:         2 - Para & Entry Level Professional

Salary Range:                       $56,673 - $91,864

Bargaining Unit:                 Confidential

FLSA Status:                         Non-Exempt

Last Revised: June 1, 2019

Primary Purpose

The Human Resources Specialist provides confidential high-level administrative support for all functional areas, administers employee benefit programs, and works independently on other areas of Human Resources as assigned.

Essential Functions

• Provide administrative support to the Human Resources department, including recruitment, benefits, labor relations, performance management, onboarding, training, budget, and special projects.
• Prepare and process all human resources/payroll transactions ensuring appropriate staff are notified of transactions in a timely manner.
• Enter and update information including benefits-related transactions in the Human Resources Management system (HRM) and related internal and external systems; audit and review data entered and received to ensure data integrity; provide information to authorized internal and external parties as appropriate.
• Review and reconcile various reports, invoices, data, and documents taking corrective action as needed.
• Process and monitor all employee leaves of absence and associated programs, providing guidance and notification of benefit impact, and coordinating with other departments.
• Monitor the assignment duration for all temporary employees, coordinate with applicable supervisors, obtain appropriate justification to extend services, prepare corresponding extension and/or separation documentation for approval, and coordinate with other departments.
• Research and prepare responses to internal and external inquiries and/or requests for information, prepare draft correspondence, and respond directly to inquiries as appropriate. Gather and summarize information, prepare, format, and distribute various periodic and ad hoc reports to internal and external parties.
• Handle administrative aspects of DASNY’s recruitment and background check process including placing advertisements/postings, pre-screening applicants, performing initial review of resumes, scheduling interviews, conducting and scoring applicant tests, sending requests for background checks, receiving, processing and maintaining log of background checks, and preparing recruitment-related correspondence.
• Assist in developing intern and professional networks to support talent acquisition. May recruit for and coordinate the annual internship program.
• Assist with Human Resources social media presence and communications including designing recruitment videos, coordinating with Communications and Marketing department to promote DASNY via various social media outlets, developing Human Resources intranet pages for specific benefits issues, and developing department newsletter.
• Prepare onboarding letters and facilitate the coordination of orientation materials to new employees.
• Conduct employee onboarding, retirement planning, and separation sessions.
• Proactively communicate all benefits information to staff and respond to related inquiries.
• Responsible for the administration of DASNY’s probationary policy including sending notices to supervisor and employee for each phase of the probationary period, receiving probation reports, monitoring the process, and following up with supervisors and chain of command as necessary.
• Handle administrative aspects of the DASNY’s annual performance evaluation program including the coordination, monitoring, and maintenance of performance evaluation electronic records, files and/or reports.
• Perform administrative functions related to training including scheduling training sessions, enrolling staff in classes, sending training registration confirmations, entering and updating information in the learning management system, and preparing and distributing training materials. Research, review, and recommend training offerings as directed.
• Set up purchase orders, prepare cash authorizations, and coordinate with vendors for services and payments.
• Review unit forms, processes, and programs and make recommendations for improvements, streamlining, and automation; serve as the unit form/template liaison, creating and updating forms/templates and testing functionality. Research information, compile data, prepare findings, and make recommendations on Human Resources programs as directed.
• Prepare documents such as collective bargaining agreements, employee handbook, and procurement-related documents.
• Administer the annual benefits option transfer and open enrollments periods. Calculate benefits-related premiums, deductions, and rates and coordinate with Payroll unit as necessary.
• Administer DASNY’s tuition reimbursement program.
• Serve on Human Resources and related RFP committees including working with procurement staff to develop advertisements, outreach, scope of service, and qualifications.
• Plan and coordinate benefits fairs, information sessions, wellness programs, volunteer initiatives, donation drives, and other events/initiatives.
• Maintain the Human Resources unit's general and employee personnel files, following DASNY's guidelines on records retention and disposition.
• Review and route correspondence and other documents, as directed.
• Photocopy files for FOIL requests, legal cases, and other internal/external requests for information.
• Keep abreast of changes in health benefits and cost trends, provide updates to department, and coordinate with payroll staff.
• Maintain current knowledge of all laws, rules, regulations, and policies that govern employee hiring, benefits, and separations.

Other Duties and Responsibilities

• Assist with testing software and database functionality.
• Undertake special assignments as directed.
• Assist with the documentation and implementation of procedures.
• Assist with internal controls implementation, review and testing.
• Must maintain regular attendance in accordance with DASNY attendance and leave policies.
• Must adhere to the NYS Information Security Policy Standards established and issued by the Office of Information Technology Services. (Standards can be found on the Intranet).

Supervision

May supervise employees.

Physical/Mental/Visual Demands

Occasional travel is required using public transportation, DASNY vehicle, rental vehicle or personal vehicle. This travel may include overnight stays at public accommodations and related establishments. Overtime or extended work hours may be required.

Work Environment

Standard office environment including the use of one or more of the following: PC, telephone, fax machine, printer, copier, scanner, electronic stapler, three-hole punch, date stamp, shredder.

Minimum Qualifications

Bachelor’s degree and one year relevant experience; or Associates Degree and three years relevant experience; or High School Diploma or equivalent and four years of DASNY relevant experience.

Preferred Qualifications

Bachelor’s degree in Human Resources or related field and two years relevant experience administering support in the areas of recruitment, benefits, onboarding, and labor relations, and maintaining accurate information in HRIS systems; or Associates degree in Human Services or related field and four years relevant experience administering support in the areas of recruitment, benefits, onboarding, and labor relations and maintaining accurate information in HRIS systems.

Essential Skills

• Demonstrated judgment and discretion in matters of confidentiality.
• Demonstrated accuracy and attention to detail.
• Excellent oral and written communication skills.
• Excellent interpersonal skills.
• Demonstrated organizational skills and ability to prioritize.
• Demonstrated mathematical and analytical skills.
• Working knowledge of FMLA, ADA, and HIPAA.
• Proficiency in PC applications such as Outlook, Excel, Word and PowerPoint.

Benefits information:

DASNY provides financing and construction services to public and private universities, not-for-profit healthcare facilities, and other institutions which serve the public good.

We offer a comprehensive benefits plan, which includes:

•  Choice of several health insurance plans
• Dental & vision insurance
•  Membership in the NYS Retirement System
• Deferred Compensation Investment Plan
• 13 vacation days per year
• 13 sick days per year
•  5 days of personal leave per year
• 12 paid holidays per year (plus one float day)
• Tuition reimbursement
• Training & development opportunities

We offer additional benefits, which includes:

• Telecommuting Work Plan - Employees are required to apply and obtain approval through management to telecommute according to DASNY’s Telecommuting Program Guidelines. The days designated as telecommute days must be consistent with operational needs as determined by DASNY division, department and/or unit management. Employees may only telecommute on up to four (4) workdays per pay period and shall be limited to no more than two (2) contiguous telecommute workdays. Eligibility applies after 3 months of employment.
• Limited Work from Home (LWFH) – additional telecommute days according to DASNY’s Telecommuting Program Guidelines. Eligibility applies after 6 months of employment.
• DASNY is a government employer for purposes of the Public Services Loan Forgiveness Program (PSLF Program). The PSLF Program forgives the remaining balance of certain student loans after making 120 qualifying monthly payments. For more information regarding PSLF Program and whether you qualify please visit the Studentaid.gov website.