Transactions Representative (Human Resources Representative)

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Springfield, IL, US, 62702-5170

Position Title: Human Resources Representative

Agency :Department of Innovation and Technology

Posting Date: 08/27/2024
Closing Date/Time:09/11/2024
Salary:$5,423-7,721/Monthly
Job Type:Salaried
Category:Full Time
County:Sangamon
Number of Vacancies:1
Plan/BU:RC062

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

All applicants who want to be considered for this positionMUSTapply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

Posting Identification Number41055

Are you looking for a rewarding career with an organization that values their staff? The Department of Innovation & Technology (DoIT) is seeking to hire qualified candidates with the opportunity to work in a dynamic, creative thinking, problem solving environment. This position serves as a Transactions Representative, performing professional personnel transactions related assignments. In this role you will prepare, review and process personnel transactions ensuring compliance with the State of Illinois Personnel Code and Rules, Pay Plan, and collective bargaining agreements. In addition, you will serve as a liaison and provide assistance to agency employees, the Department of Central Management Services (CMS) Transactions, People Operations (PO) staff, and others regarding transactions related inquiries. If you possess these knowledges, skills, abilities, and experience, we invite you to apply for this position to join the DoIT Team!

As a State of Illinois employee, you receive a comprehensive benefits package including:

• Competitive Group Insurance benefits including health, life, dental and vision plans.
• Flexible work schedules (when available and dependent upon position)
• 10 -25 days of paid vacation time annually (10 days for first year of state employment)
• 12 days of paid sick time annually which carryover year to year
• 3 paid personal business days per year
• 13-14 paid holidays per year dependent on election years
• 12 weeks of paid parental leave
• Pension plan through the State Employees Retirement System
• Deferred Compensation Program – voluntary supplemental retirement plan
• Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)
• Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility

For more information regarding State of Illinois Benefits follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx

Job Responsibilities

30% Under direction, serves as a Transactions Representative in the People Operations Division of the Department of Innovation & Technology (DoIT):
Independently performs professional transactions related assignments for the Department
Prepares personnel transactions and reviews for accuracy, completion, and compliance with the Personnel Code and Rules, Pay Plan, collective bargaining agreements, etc., and ensures appropriate documents and forms are attached.
Identifies, researches, and resolves personnel transaction discrepancies.
Posts transactions to the Department of Central Management Services (CMS) Personnel System.
Utilizes multiple electronic systems in performance of duties including, but not limited to, Human Capital Management (HCM) System and Employee Central (EC), Personnel Examination and Eligibility Records System (PEERS), Human Resources Information System (HRIS), and Microsoft Office Suite.

25% Serves as a liaison providing assistance to agency employees, CMS Transactions staff, People Operations (PO) staff, and others regarding transactions related inquiries:
Provides guidance and support to employees regarding personnel transactions.
Coordinates with PO staff to address related issues.
Interprets and explains personnel policies and procedures.
Coordinates required paperwork between appropriate parties.
Works closely with DoIT payroll staff on transactions related issues

Job Responsibilities Continued

20% Prepares, maintains and stores a variety of personnel records and electronic files:
Makes necessary or mandated adjustments to records and electronic files.
Scans personnel records to employee personnel files via Docuware.
Monitors and reviews personnel records to ensure electronic files are accurate and up-to-date.
Gathers, compiles, uploads and presents documents requested by internal and external auditors

15% Serves as an agency liaison facilitating the processing of employee evaluations:
Emails monthly evaluation notices to supervisory staff.
Routes evaluations for required authorizations through Docusign.
Receives, logs, distributes, and electronically files fully authorized employee performance evaluations.
Reviews evaluations for completion and adherence to DoIT policy.
Maintains employee evaluation tracking database.
Tracks performance evaluations to facilitate timely completion.
Uploads completed evaluations to the DoIT personnel database and scans into the digital employee personnel file.

5% Prepares reports for management approval to address management and/or other stakeholder requests.
Attends and participates in required meetings.

5% Performs other duties as required or assigned which are reasonably within the scope of duties enumerated above.

Minimum Qualifications

1. Requires knowledge, skill and mental development equivalent to completion of four (4) years of college.
2. Requires one (1) year of professional experience, preferably in human resources.
OR
1. Requires satisfactory completion of an approved training program.

Specialized Skills

1. Requires one (1) year of professional experience with State of Illinois personnel transactions processes, including processing and facilitating personnel transactions for State of Illinois employees.
2. Requires one (1) year of professional experience utilizing and interpreting the State of Illinois CMS Transactions Manual.
3. Requires one (1) year or professional experience utilizing personnel-related computer systems, including Personnel Examination and Eligibility Records System (PEERS), Human Resources information System (HRIS) or similar system.
4. Requires one (1) year of professional experience utilizing State of Illinois Personnel Code, Rules, Position Classification Plan, Pay Plan, and Collective Bargaining Agreements (CBAs).

Preferred Qualifications (In Order of Significance):

1. One (1) year of professional experience with State of Illinois personnel transactions processes, including processing and facilitating personnel transactions for State of Illinois employees or similar personnel transactions processes.
2. One (1) year of professional experience utilizing and interpreting the State of Illinois CMS Transactions Manual or similar personnel transactions manual.
3. One (1) year or professional experience utilizing personnel-related computer systems, including Personnel Examination and Eligibility Records System (PEERS), Human Resources information System (HRIS) or similar system or similar personnel-related systems.
4. One (1) year of professional experience utilizing State of Illinois Personnel Code, Rules, Position Classification Plan, Pay Plan, and Collective Bargaining Agreements (CBAs) or similar codes, rules, plans and agreements.
5. One (1) year of professional experience coordinating and processing employee performance evaluations.
6. Extensive knowledge of applications including Microsoft Office Word, Excel, SharePoint, Outlook and Teams.
7. Ability to develop and maintain cooperative working relationships.
8. Demonstrated verbal and written communication skills.

Conditions of Employment

NOTE: Applicants must possess the ability to meet ALL of the following conditions of employment, with or without reasonable accommodation, to be considered for this position.

1. Requires the ability to verify identity.
2. Requires employment authorization to accept permanent full-time position with the State of Illinois.
3. Requires the ability to pass a position specific, agency required background check.
4. Requires self-disclosure of criminal history.
5. Requires the ability to use agency supplied equipment such as laptop, personal computer, work cell phone and any other required equipment or devices.
6. Requires the ability to attend seminars, conferences, and training to remain current on methods, tools, ideologies or other industry related topics relevant to job duties.
7. Requires the ability to lift and carry objects or equipment weighing up to 20 pounds. This is considered light work as defined by the U.S. Department of Labor (20 CFR 404.1567(b)). Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds.
8. Requires the ability to travel in performance of duties.
9. Requires the ability to work overtime including scheduled, unscheduled, short notice, evenings, weekends, and holidays.

The conditions of employment listed are incorporated and/or related to any duties included in the position description.

Work Hours:8:30 AM - 5:00 PM Monday -Friday
Work Location:120 W Jefferson St Springfield, IL 62702-5170
Agency Contact:

Lorna Bock

Lorna.A.Bock@illinois.gov

Posting Group:Office & Administrative Support

This position DOES contain “Specialized Skills” (as that term is used in CBAs).

The Department of Innovation & Technology (DolT) is the state's IT agency delivering an enterprise approach to statewide technology, innovation and telecommunication services, as well as policy and standards development, lifecycle investment planning, and cybersecurity services. With over 1,500 employees, DolT delivers IT services and innovative solutions to customer agencies to improve services provided to Illinois residents, DolT offers employees the opportunity to advance their careers, develop new skills and reach their potential, both personally and professionally. DoIT is committed to promoting and preserving a workplace culture that embraces diversity and inclusion. We welcome and value employees with different backgrounds, life experiences and talents. It is the collective sum of our individual differences that provides a broad perspective, leading to greater innovation and achievement. In recruiting for our team, we recognize the unique contributions of each applicant regardless of culture, ethnicity, race, national origin, sex, gender identity and expression, age, religion, disability, and sexual orientation.