Salary: $21.74 Hourly
Location : Youngstown, OH
Job Type: Classified
Job Number: 202300190
Division: Legal Affairs & HR
Department: Human Resources
Opening Date: 10/03/2023
Bargaining Unit Status: Excluded from Any Bargaining Unit
Salary Grade: N/A
Full-time Equivalency: 1.0
Summary of Position
The class works under direction and requires experience in and knowledge of public, business, or human resources administration, and/or human resources processes and procedures in order to assist in the development of policies and procedures affecting employees, provide technical assistance related to the assigned area and to provide office support services and administration. Acts as primary human resources liaison for assigned employment group(s). Assignments may include developing human resources work processes and training/cross-training staff members.
Incumbents’ complete assignments that require research, selection, and application of human resources techniques using independent judgment to make adaptations, modifications, and recommendations; assignments have clear and specified objectives and require the investigation of several variables.
Position Information
40% – Provides exemplary and timely HR customer service by providing physical and telephone customer service/front desk presence; greeting walk-in customers; responding to general questions as appropriate; assisting HR personnel and external entities in general HR problem resolution; directing questions/calls to appropriate HR personnel; referring unusual and/or complex issues to managers/directors/executive directors/CHRO as appropriate.
Supports all functions of the Office of Human Resources and Equal Employment Opportunity as needed. Performs clerical duties such as filing, opening and sorting mail, operating a variety of office equipment, and etc. Orders necessary office supplies. Maintains and recommends updates for the office website.
Gather data and information for office processes and workflows to identify essential functions, inefficiencies, duplication, frequent errors, and improvements. Provide project timeline, updates, and reporting.
Assists in the development of filing systems; audits and ensures compliance of personnel files and other documentation. Coordinates use and storage of employment data.
Gathers, redacts, and copies HR records to be reviewed in response to public records requests and subpoenas. Coordinates and monitors HR records retention program. Coordinates special projects and provides information to administration.
Retrieves voicemails and emails sent to general HR telephone number and email address; responds as needed for basic information or forwards to the appropriate HR personnel. Maintains expert knowledge of HR responsibilities in order to assist customers with issues. Coordinates, monitors and responds to inquiries received in the HR inbox/email box.
Serves as liaison with campus and external constituents; transmits information, decisions, requests, and directives, prepares correspondence, assuring quality and accuracy of information and materials; assists in planning and implementation of schedules, operations, agendas, itineraries, procedures, budgets, presentations, academic events, purchases, projects, and record keeping.
Assists with budgetary administration, vendor contracts, and purchasing as requested. Monitors and manages multiple budget lines; maintains and manages procurement card purchases and tracking; processes expenditures and purchases; prepares, coordinates, and enters approved purchase requisitions and budget transfers. Makes travel arrangements, coordinates travel itinerary, room arrangements, and refreshments and processes expenses through the travel system.
40% – Serves as liaison, responds to inquiries, and represents the Office of Human Resources to current employees, administration, applicants, external agencies, etc. Supports employees throughout the employment life cycle as the primary point of contact.
Processes, administers, and facilitates postings in the applicant tracking system; coordinates career/position advertising on various platforms to achieve a diverse and robust applicant pool; additional advertising; tracks and manages position requests from initiation through filling of position. Advises and/or consults with applicable bargaining unit president, officers, or members about positions and searches. May approve search committee membership for compliance with CBA’s and/or University policies.
Processes appointment recommendations and initial appointments; facilitates onboarding; plans, coordinates, and executes orientation sessions. Creates and maintains personnel files and other records.
Produces, processes, and distributes appointments; consolidates employment records and application information into prescribed format.
Trains employees on navigation through and various applications in the human resources information system (HRIS). Collaborates with constituents and colleagues to identify training needs and requirements; attends educational seminars, professional development classes, etc.
Enters transactions into the Human Resources Information System (HRIS); makes all changes; prioritizes entry of personnel actions; verifies accuracy in a timely manner; creates new employee profiles in the HRIS.
Instructs employees in proper procedures to complete and submit forms and/or other documents, updates employees on new procedures. Prepares and processes various documents of a confidential and/or sensitive nature; proofreads and corrects errors in grammar, punctuation, and spelling.
Performs a variety of calculations to ensure the accuracy and integrity of information entered into the HRIS. Calculates back pays, overpayments, corrections, and revisions as needed. Independently processes labor redistributions as needed. Serves as liaison with Payroll.
Utilizes the workforce management platform to process employee personnel actions, onboard and separate employees, move applicants/candidates in the workflow(s), respond to candidate and employee inquiries, provide direction to departments and hiring managers, create/review hiring proposals/offers for approval, monitor employee checklists and tasks for completion, create and process employee forms and workflows, provide assistance to employees and supervisors with performance evaluations and etc.
Assists HR support personnel with problem resolution including the processing and administration of the workforce management platform and Banner system (or corresponding system). Provides training and responds to HR staff questions in the use of the Banner System (or corresponding system).
Reviews candidate and search committee reimbursement requests for policy compliance. Processes and communicates payment requests.
20% – Verifies and maintains i-9 forms as required by the Department of Homeland Security. Processes background screenings: monitors result and refers to supervisor.
Conducts public relations activities; assists in preparation of procedures manuals; assists in development of forms and instructional materials; reviews procedures and prepares memorandums recommending administrative changes to increase efficiency; assists with preparation of agenda, materials, information, and reports for meetings as assigned; attends meetings.
Maintains filing system for records associated with personnel actions and employee records processing. Compiles information to complete internal and external forms and reports.
Gather data and information for office processes and workflows to identify essential functions, inefficiencies, duplication, frequent errors and improvements. Provide project timeline, updates, and reporting.
Assists in the development of filing systems; audits and ensures compliance of personnel files and other documentation. Coordinates use and storage of employment data.
Gathers, redacts and copies HR records to be reviewed in response to public records requests and subpoenas. Coordinates and monitors HR records retention program. Coordinates special projects and provides information to administration.
Other Functions and Responsibilities: Performs other related duties as assigned.
Equipment Operated: Computer and all other standard office equipment.
Work Schedule: Typically, M-T-W-Th-F 8:00 a.m. to 5:00 p.m.
Supervision Exercised: May exercise supervision over student employees.
Reports to: Executive Director and CHRO
Qualifications and Competencies
Required Certifications, Training, and/or Licensures: None
Knowledge, Skills, and Abilities:
Knowledge of: supervisory techniques*; interviewing*; training and development*; technical writing; effective oral communication; human resources processes and procedures; customer service and public relations; employment processing procedures*; HR/Payroll component of the Banner system*; university policies and procedures*; applicable federal and state laws*; collective bargaining agreements*; assigned program area*.
Skill in: operation of a personal computer and common applications and programs; HR Software programs and/or systems.
Ability to: handle a variety of responsibilities and determine specific course of action; define problems, collect data, establish facts and draw valid conclusions; prepare meaningful, concise, and accurate reports; gather, collate, and classify information about data, people, or things; recognize and maintain confidential information; perform basic mathematics; proofread material, recognize errors, and make corrections; check pairs of items that are similar or dissimilar; deal with some abstract variables; research and answer sensitive inquiries from various constituents; understand and interpret insurance contracts; use proper research methods in gathering data; resolve complaints.
(*) Developed after employment.
Minimum Qualifications: High school diploma or GED and three years of experience in human resources, office administration or a related field or completion of a bachelor’s degree and two years of experience in human resources, office administration or a related field.
Preferred Qualifications: Advanced knowledge of the HR and/or Payroll components of the Banner system. Knowledge of the workforce management platform NEOED or related system. Advanced skill in Microsoft applications including but not limited to Microsoft Outlook, Word, Excel and PowerPoint. Advanced knowledge of Microsoft Teams. Knowledge of I-9 form completion, storage and retention as required by the Department of Homeland Security.
At Youngstown State University we are committed to a comprehensive employee benefit program that helps our employees live healthy, feel secure, and maintain a work/life balance. YSU offers two options for medical plans, optional dental and vision insurance and life insurance. These plans are reviewed annually to maintain competitiveness while being cost effective. In addition, YSU offers tuition remission, 403(b) and 457 retirement planning options, as well as state pension programs and optional voluntary life insurance benefits.
Medical Mutual of Ohio Medical plans
Dental Benefits
Vision Benefits
Group Life Insurance (University Sponsored and Voluntary)
Group Long Term Disability (University Sponsored and Voluntary)
Flexible Spending Account
Health Savings Account
Tuition remission
Employee Assistance Program
Wellness Initiatives
Sick Leave
Vacation Accrual
Paid Holidays
State Retirement Programs
403b and 457b Voluntary Retirement Options
01
Do you have a high school diploma or GED and three years of experience in human resources, office administration or a related field or completion of a bachelor’s degree and two years of experience in human resources, office administration or a related field?
- Yes
- No
02
What is the highest level of education that you have attained?
- Did not complete high school.
- High school diploma/GED or equivalent
- Some college
- Associate’s degree
- Bachelor’s degree
- Master’s degree
- Doctoral degree
- Post doctoral degree
- Juris doctor degree
03
Please describe your related experience.
Required Question