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Human Resources Information System Specialist

4 months ago

Topeka, United States Family Service & Guidance Center Full time

Department: Human Resources Job Status: Full-Time

Reports to: Director of Human Resources FLSA Status: Exempt

Amount of Travel Required: 10% or less Positions Supervised: None

Work Schedule: Monday through Friday, hours may vary between 7:30am-5:00pm, hybrid


Position Summary

The Human Resources Information Systems (HRIS) Analyst is responsible for supporting FSGC HRIS and collaborating internally across the organization and externally with development partners and 3rd party vendors to maintain, administer, integrate, automate and optimize FSGC’s HR processes. The HRIS Analyst will maintain the integrity and reliability of the organization’s HRIS, ensuring applications meet the needs, requirements and objectives of the HR Department and other stakeholders, as well as maintaining data integrity and security. This position serves and a subject matter expert and technical point-of-contact for the assigned functional area ensuring data integrity, testing of system changes, report writing, and analyzing data flows for process improvement opportunities.


ESSENTIAL FUNCTIONS

  • Manages the day-to-day operation of the HRIS, ensuring data accuracy, system integrity and security.
  • Manages the HRIS to ensure smooth transitions; communicates and trains end users on interface and business process changes.
  • Configures HRIS reports and builds custom reports as directed, scheduled and ad hoc requests.
  • Works with HR in the setup and/or modification of Job Profiles, Locations, Supervisory Organizations, and other base elements within the HRIS.
  • Audits and monitors employee data to maintain accurate and thorough system records within the HIRS; this includes handling corrections, maintenance, and integration issues and working with HR to determine appropriate resolution.
  • Performs weekly audits of inbound and outbound integrations with benefits vendors and HRIS Payroll to ensure data integrity and proactively resolve data discrepancies.
  • Monitors system scheduled processes and integrations to ensure they operate effectively.
  • Provides accurate and timely support (troubleshooting and guidance) to end users regarding business process issues.


OTHER DUTIES/RESPONSIBILITIES:

  • Creates, updates, maintains and distributes HRIS process documentation and continuously trains HR and Finance/Payroll teams on HRIS.
  • Maintains reporting, analytics and dashboard for HR and business units, as required.
  • Performs mass loads/mass updates, as needed.
  • Partners with Payroll on technical matters. Provides payroll back up and assistance. Must be knowledgeable in current payroll practices.
  • Partners with IT department on technical matters and equipment/system maintenance.
  • Partners with stakeholders to gather requirements for process improvements. Configures, tests and deploys solutions.
  • Maintains knowledge of trends and developments in HRIS providers, vendors and technology.
  • Stays abreast of technical and legal developments, and state and federal laws impacting the workplace.
  • Ensures compliance with federal, state, and local payroll, wage, and hour laws and best practices.
  • Ensures HRIS data confidentiality is maintained.
  • Assists with quarterly required reporting and annual audits, compiling audit records and documentation for auditors.
  • Analyzes trends and metrics in partnership with the HR team to develop solutions, programs and policies.
  • Maintains utmost confidentiality.
  • Acts as an ambassador of Family Service & Guidance Center in the community setting.
  • Supports and actively promotes the vision and mission of Family Service and Guidance Center.
  • Other projects and duties as assigned.


  • POSITION QUALIFICATIONS
  • Education/Licensure:
  • Bachelor’s degree in Human Resources Information Technology, Computer Information Systems, or related field. A combination of formal education and/or experience may be considered in lieu of formal education.
  • PHR, SHRM-CP, or SHRM-SCP certification, preferred.
  • Must successfully pass the KBI, DCF Central Registry and all background investigations.
  • Must possess a valid driver’s license, a clean driving record, current auto insurance and reliable transportation.


Experience:

Proven experience as an HR Systems Analyst or similar role; 3-5 years preferred.

Experience managing full system implementation life cycle including Requirements Gathering, Scope Management, Process Design, System Configuration, Integration, User Acceptance Testing, Training and Go-Live.

Experience with UKG Pro a plus.

High proficiency in Microsoft Office Suite including Word, Excel and Outlook



Knowledge/Skills/Abilities:

  • Proficient in HRIS platforms and software (UKG Pro, UKG WFM, Business Intelligence preferred).
  • Familiar with HCM solution modules and concepts such as Human Resources, Payroll, Benefits Administration, Open Enrollment, Time & Attendance, LMS, Recruiting, Onboarding, Performance Management, Succession Planning
  • Demonstrated data-driven mindset with analytical skills for interpreting complex data sets.
  • Ability to synthesize complex concepts for communication with non-technical users.
  • Knowledge of HR compliance and regulatory requirements.
  • Excellent verbal and written communication skills with the ability to work effectively with various levels of professionals, both internally and externally.
  • Excellent organizational skills and attention to detail.
  • Ability to comprehend, interpret, and apply the appropriate sections of applicable laws, guidelines, regulations, ordinances, and policies.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Ability to prioritize tasks and to delegate them when appropriate.
  • Demonstrated ability to invoke trust and maintain integrity with internal and external stakeholders.
  • Ability to maintain strict confidentiality with sensitive information, records and reports.
  • Ability to remain adaptable and flexible in an ever-changing and challenging work environment.
  • Able to function well autonomously and as a team member.
  • Proficient written and verbal English language communication skills.
  • Proficient with Microsoft Office Suite (strong MS Excel skills required) and ability to learn other software programs as necessary.



PHYSCIAL DEMANDS

N (Not Applicable) Activity is not applicable to this position.

O (Occasionally) Position requires this activity up to 33% of the time (0 – 2.5+ hrs/day)

F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 – 5.5+ hrs/day)

C (Constantly) Position requires this activity more than 66% of the time (5.5+ hrs/day)


Physical Demands Lift/Carry

Stand (F) 10 lbs. or less (F)

Walk (F) 11 – 20 lbs. (O)

Sit (F) 21 – 50 lbs. (O)

Manually Manipulate (O) 51 – 100 lbs. (O)

Reach Outward (O) Over 100 lbs. (O)

Reach Above Shoulder (O)

Climb (N) Push/Pull

Crawl (N) 12 lbs. or less (F)

Squat or Kneel (O) 26- 40 lbs. (O)

Bend (F) 41 – 100 lbs. (N)


Other Physical Requirements:

This position requires the ability to work in an intermittently high stress environment and handle a variety of works tasks simultaneously. The job is largely sedentary. The position is required to regularly hear and speak with others.


SUPERVISORY RESPONSIBILITIES

This position has no direct supervisory responsibilities but does serve as a coach and mentor for other positions in the department.


WORK ENVIRONMENT

Office-based working environment; requires flexible schedule; frequent interruptions occur; and potential risk of exposure to aggressive and/or acting out (verbal and physical) children and youth. Most interactions are with other agency staff, collaborative agencies, schools/universities or businesses in the community, auditors and regulatory agencies.