HR Operations - Technician III

Human Resources Operations Specialist

This position is open to current Colorado residents only. Please note: This recruitment will be used to fill multiple vacancies. Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details!

The purpose of this position is to provide technical guidance, support, and assistance to HR staff, employees, managers, appointing authorities, and executive directors as it relates to employee personnel actions and position information. This position is responsible for operational and technical duties, including accurate data entry into multiple information technology systems in a timely manner and reporting on such information; assisting employees and the public with interpreting forms and procedures. Additionally, this position is responsible for onboarding new employees and setting up and assisting with new employee orientation; assisting the department with employee/personnel projects as requested. This position also supports and assists the HR specialist with recruitment activities. Responsible for providing professional customer service and responding to requests within 24 hours.

Primary job duties include:

• Coordinating the HR State ID badge making process; ensuring all new hire badges and reprint badges are created according to standard process; ordering supplies to ensure appropriate stock is always on hand.
• Working with the approved badge machine vendor, ensuring badge templates are accurate and up to date. Is the first point of contact for badge concerns stemming from the divisions that the Denver HR Operations team supports.
• Evaluating, investigating and responding to all CDHS unemployment claims; responding to unemployment requests within two business days; contacting appointing authorities and HR business partners as needed to ensure claim is complete and processed timely.

Data / Information Management:

• Receiving, interpreting, verifying and processing personnel actions (PAF's) in electronic workflow systems for completeness and compliance with State Personnel rules and CDHS procedures.
• Researching and resolving discrepancies in personnel action data and required documentation. Responsible for timely entry, validation and accuracy of all personnel and position information into HR information technology systems and maintaining a variety of confidential employee information in related information technology systems.
• Communicating with internal and external stakeholders to ensure each personnel action is complete and complies with State and departmental policies and procedures.
• Monitoring, evaluating, updating employee employment status in the HR/Payroll system and informing employees of such change.
• Calculating employment service date for candidates that have previously worked for a State agency. Responsible for ensuring accuracy of data in multiple information technology systems and databases and providing accurate reporting on such data.
• Adapting to and mastering new system applications and processes as implemented by the department or State. Compiling and distributing reports as requested.
• Maintaining confidentiality of all human resource data.

Professional / Technical Guidance:

• Responding to inquiries and providing technical guidance on CDHS operational processes, procedures and forms to internal and external stakeholders, including but not limited to appointing authorities, supervisors, managers, staff, applicants and the public.
• Initiating the pre-employment background process for new hires to ensure every candidate passes all aspects of the background process, prior to starting work for CDHS.
• Monitoring multiple background information systems to ensure candidate is complying with required deadlines; contacting candidate and hiring authority if candidate is not in compliance with expected deadlines and assisting with determining a solution.
• Providing new hires with pre-boarding forms and new employee information; ensuring all required new hire documentation is complete and in compliance with Federal, State and CDHS requirements.
• Monitoring and managing the CDHS badge process to ensure all employees have a working ID badge.
• Contributing to and assisting with creating, updating and upholding operational procedures.

Customer Service:

• Providing responsive follow-up to all inquiries received including, but not limited to, those received by phone call, email, phone message or instant message.
• Maintaining a positive approach when handling customer inquiries and/or complaints.
• Actively listening to understand customer needs and providing a proactive customized solution.

Professional Development:

• Participating in professional development coursework, training sessions and/or seminars on an ongoing basis.
• Enhancings individual and unit effectiveness by completing special projects and stretch assignments accordingly.
• Staying abreast of current developments and best practices in HR disciplines.

Other duties as assigned:

• Any other duties that aren't covered in the above duty statements that need to be completed by this position to meet the needs of the agency and department.

Minimum qualifications:

Option 1: Experience Only: Three (3) years of full-time experience performing high-volume data entry and processing with accuracy

OR

Option 2: Education and Experience: A combination of related education and/or relevant experience in an occupation related to the work assigned to this position, to include high volume data entry, demonstrated ability to provide outstanding customer service and develop productive working relationships with all stakeholders, and/or demonstrated ability to prioritize work when working in a fast-paced environment equal to three (3) years.

Substitutions:

• Additional appropriate education will substitute for the required experience on a year-for-year basis (e.g. BA degree in Business Administration, Human Resources, etc.)
• Additional appropriate experience will substitute for the degree requirement on a year-for-year basis.

Preferred qualifications:

• Experience working directly in human resources or with human resources staff
• Experience performing data entry
• Experience working with confidential employment records and information
• Experience with G-suite applications and or AppSheets
• Demonstrated ability to provide outstanding customer service and develop productive working relationships with all stakeholders.
• Excellent written and oral communication skills.
• Demonstrated proficiency with multiple information technology systems.
• Strong sense of professionalism and proven ability to maintain confidentiality with sensitive and private information.
• Ability to adapt and thrive in a changing work environment; ability to accept and manage new challenges and opportunities.
• Initiative & self-management; the passion and ability to dive into the work and accomplish tasks within established timeframes; ability to multitask and produce quality results evenly
• Demonstrated problem solving and critical thinking skills
• The ability and motivation to develop creative solutions to complex, interpersonal, process, and systemic challenges
• COWINS Partnership Agreement: Relevant years of State service, prorated for part-time, that contribute to a candidate's position-related knowledge, skill, ability, behavior, or other posted competency should be considered as a preferred qualification and given weight under the process.
• TRANSFERS ONLY: Relevant years of State service will be considered as a preferred qualification and given the weight of at least 15% of the overall score under the process.

Conditions of employment:

• Standard background check and reference check required
• This position requires State of Colorado residency at the time of application (unless otherwise identified in the posting), and residency within the state throughout the duration of employment in this position.
• Travel - Ability to travel to attend required meetings, work events, trainings, etc. throughout Colorado
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must:
• Disclose that information on the application.
• Explain why the prior termination or resignation should not disqualify you from the current position.
• Provide your employee number from your prior State employment. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination and failure to provide this information will disqualify the applicant from future State employment with CDHS.

Important note: Please review your application to ensure completion. For the most equitable applicant experience, CDHS's hiring teams consider only the contents of your application to determine meeting minimum qualifications and for the comparative analysis process.

CDHS selection process explanation:

Employment history is calculated on a full-time basis (40/hrs. per week). Part-time employment is calculated on a prorated basis to determine qualifications. Be sure your application specifically addresses your qualifications, experience, work products, and accomplishments as they relate to the position and minimum requirements.

Minimum qualification screening process:

A Human Resources Analyst will review the work experience/job duties sections of the online job application to determine whether your experience meets the minimum qualifications for the position. You must complete the official State of Colorado online application. Cover letters and resumes WILL NOT be reviewed during the minimum qualifications screening process. You must specifically