Human Resources Information System Technician at City of San Luis Obispo – San Luis Obispo, California

SUCCESSFUL CANDIDATE

The successful candidate for the Human Resources Information System Technician position is a detail-oriented and analytical professional with a strong foundation in administrative processes and a demonstrated ability to work accurately and efficiently in a data-driven environment. They bring a working knowledge of HR practices and systems, and can confidently navigate complex policies, procedures, and labor agreements when processing personnel actions.

A successful HRIS Technician is someone who thrives on accuracy and organization, takes pride in maintaining data integrity, and can quickly learn and adapt to new systems and tools. They are a clear and proactive communicator, capable of building effective working relationships across departments and responding to inquiries with professionalism and clarity. This individual excels in balancing multiple priorities, consistently meets deadlines, and demonstrates sound judgment in handling sensitive or confidential information.

The selected candidate will be comfortable working both independently and as part of a team, and will approach their work with curiosity, initiative, and a continuous improvement mindset. They will play a key role in supporting the HR team’s efforts to streamline processes, improve reporting capabilities, and ensure smooth operations across the City’s human resources functions.

JOB SUMMARY:
Performs a variety of administrative functions in support of specialized human resources activities related to processing and maintaining personnel actions in the City’s Human Resources Information System (HRIS) database, and performs general clerical tasks related to those functions.

CLASS CHARACTERISTICS:
This is a journey level classification that is responsible for providing specialized administrative support duties for personnel actions and records. Incumbents perform the full range of journey level tasks and are required to have specialized knowledge in the areas of processing personnel actions, maintenance of City records, and the application of laws, regulations, and City procedures to their work. Accuracy and attention to detail is critical in completing work. This position is distinguished from the Human Resources Administrative Assistant in that the latter performs general work related to Human Resources functions, while the HRIS Technician performs specialized work related to the Human Resources Information System.
SUPERVISION RECEIVED AND EXERCISED:
Incumbents receive general supervision within a framework of established policies and procedures from the Human Resources Analyst as well as other departmental management, supervisory, professional, or higher-level office support staff.
No direct supervision is provided, however, direction, work instruction and/or review may be provided to less experienced, part-time, or volunteer staff on a project basis.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:
(Any one position may not include all of the duties listed nor do the listed examples include all tasks that may be found in positions of this class.)

• Enters data into HRIS and checks to ensure accuracy of the data that has been input.
• Reviews Personnel Action Forms (PAFs) for accuracy, verifies appropriate supporting documentation is provided; ensures requests conform to current policies, MOU, and resolution provisions.
• Creates and updates standard operating procedure and job aid documentation.
• Develops audit reports to support data integrity within the HRIS.
• Assists with processing cost-of-living or equity adjustments in HRIS.
• Prepares and sorts documents for data entry and spreadsheet upload.
• Participates in and researches organizational needs for the HRIS relating to system upgrades, new product research, and process improvement.
• Assists in various human resource related reporting and tracking including FMLA, OSHA, and ACA.
• Submits and manages Service Requests to HRIS vendor if a problem arises requiring troubleshooting assistance.
• Creates and tracks the status of performance evaluations and goals in the HRIS. Maintains a current tracking system of the performance evaluations that are past due and communicates out to departments.
• Assists with the development of efficient, effective, and user-friendly processes regarding HR functions and systems.
• Creates a wide variety of customized and standard reports and dashboards to satisfy Human Resources needs for information and requests from other departments.
• Writes or assists with writing Business Intelligence Reports and Analysis to extract information from the HRIS system.
• Creates and distributes regular reports for a variety of needs, documents procedures for assignment.
• Tests new releases from the HRIS vendor to ensure modules are working correctly and that existing reports remain unaffected by the release. May participate on work groups to provide input on Human Resources' needs when evaluating proposed changes and/or updates to the HRIS system.
• Assists Human Resources Specialist – Benefits in processing qualifying life event changes for employees and preparing for Open Enrollment.
• Serves as a backup to the Human Resources Specialist – Recruitment for general questions about NeoGov for applicants and hiring managers.
• Resolves discrepancies in information and obtains further information for incomplete documents.
• Assists with coordinating, tracking, and reporting off of training opportunities offered within the Human Resources Information System.
• Coordinates employee performance review process; maintains database information for annual employee performance evaluations; creates evaluation forms and notifies department heads of upcoming annual performance and probationary evaluations.
• Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage including grammar, punctuation, and spelling.
• Maintains strict confidentiality of all sensitive, restricted or controlled documents and information in compliance with HIPAA and other privacy rules and regulations.
• Checks and tabulates standard arithmetic or statistical data; summarizes information and prepares periodic reports.
• Scans and maintains in the employee file all transactions conducted in HR in an electronic document repository system.
• Establishes and maintains office files, including confidential personnel and medical files, following an established records management system.
• Operates standard office equipment, including job-related computer hardware and software applications, printers, scanners, and multi-line telephones.
• Schedules appointments, meetings, and meeting rooms.
• Performs special projects as assigned.
• Performs related duties similar to the above in scope and function as required.

KNOWLEDGE AND ABILITIES:
Knowledge of:

• Applicable City policies and procedures such as Memoranda of Understanding and Resolutions, Personnel Rules and Regulations, the Employee Handbook, etc.
• Techniques for researching and resolving problems and reconciling reports and records.
• Applicable federal, state, and local rules, laws, and regulations affecting personnel actions and reporting.
• Standard office practices and procedures including the use of standard office equipment.
• Correct business English, including vocabulary, spelling, grammar, and punctuation.
• Business letter writing and the standard format for reports and correspondence.
• Word processing, computer spreadsheets and database software, including specialized programs for processing, maintaining, and updating personnel information.
• Record keeping and filing principles and practices.
• Standard arithmetic and basic statistical techniques.
• Techniques for providing a high level of customer service, in person, over the telephone, and in writing.

Ability to:

• Define problems, collect data, establish facts, and draw valid conclusions.
• Enter data into standard formats and produce correspondence and reports with speed and accuracy sufficient to perform assigned work.
• Organize own work, set priorities, work independently on a day-by-day basis, meet critical deadlines and balance multiple objectives.
• Perform a variety of clerical and administrative duties following standard guidelines and using independent judgement on occasion.
• Use functional reasoning and apply rational judgement in performing diversified work activities.
• Review and discuss confidential matters with tact and ensure confidentiality is maintained.
• Compose standard correspondence and reports independently or with brief instructions.
• Interpret, apply, and explain department and City regulations, policies, and procedures.
• Use independent judgement within established procedural guidelines and written directions.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Communicate efficiently and effectively in person, over the phone, and in writing.
• Work in a team atmosphere and develop effective team relationships with City staff at all levels.
• Work occasional overtime, and/or works evening or off-hour shifts.
• Work in a standard office setting, use standard office equipment, and move between various office locations.
• Calculate percentages, fractions, decimals, and ratios; interpret basic descriptive statistical reports and/or formulation data; utilize formulas to make calculations and projections.
• Read printed materials and a computer screen.
• Direct and review the work of staff on a project basis.

EDUCATION AND EXPERIENCE:
Two years of college-level coursework in business administration, information systems, or a related field;
and
Two years of experience in data entry and electronic file maintenance, preferably a Human Resources Information System.
or
An equivalent combination of education and experience.
Experience with Oracle Cloud Human Capital Management is desirable.

THIS POSITION WILL BE REQUIRED TO COMPLETE THE FOLLOWING BEFORE A FINAL OFFER IS MADE:

• Live scan Fingerprinting - DOJ & FBI