Limited Duration Human Resources Department Technician

The Human Resources Technician serves as a general and technical resource related to all HR services, with focus in the assigned areas of responsibility: position descriptions, records management, recruitment, hiring, and payroll. This position is responsible for maintaining current technical knowledge of assigned areas of responsibility to provide effective service to the college community

Chemeketa is a proud Hispanic-Serving Institution that aspires to be an inclusive environment where we honor and value the unique contributions of our diverse students, employees, and community. We seek to foster cultural competence and pursue equitable solutions that support all students in achieving their educational goals. If you are interested in joining the work of the college to pursue a supportive and inclusive culture, we encourage you to apply.

When applying for this position, please attach the electronic documents listed below. Failure to do so will result in your application being rejected as an incomplete application. Any documents you provide that are not listed will not been seen by the Search Committee.

• Unofficial Transcripts - An electronic copy of your academic transcript(s) from an accredited institution which clearly indicate the degree awarded, and any other applicable information, must be attached with your application if you would like it considered as part of your eligibility for the position. Any applicants who earned academic credentials from outside of the United States and wish to use those credits for consideration must also upload an evaluation of college credit earned at the non-U.S. institution.

Electronic and Paper Records Maintenance

• Serves as the point person for paper and electronic file management for employee records in HR systems following established procedure (saves all employee paperwork from NEOED)

• Assists with and provides input on development of Banner WebXtender for employee files

• Runs termination reports for employees separating from the college; pulls all terminated employee files for archiving, (maintaining accession register of terminated employees) 

• Follows retention periods and reaches out to State Archivist when unsure of statues 

• Oversees files moving to archives -works closely with mailroom supervisor, facilities move coordinator 

• Creates and maintains hybrid (paper & electronic) employee files on all active employees

• Assists with developing and tracking of many processes and documenting procedures

• Enters data in various worksheets 

• Researches and corrects discrepancies with digital and physical records brings any issues found on the documents to the attention of the department manager(s)

• Prepares employee files for review via internal or external records requests 

New Hire Processing

• Sends emails to new employees about I-9 identification presentation 

• Reviews new employee paperwork and I-9 form for accuracy- completes I-9 required employer section

• Creates and or updates Banner employee records in PPAIDEN, generates employee ID (K#)

• Requests, and Create non-employee records in PPAIDEN/PEAEMPL

• Assures duplicate PIDMs are not created

• Activates employee record in PEAEMPL screen - all data off New Hire PA 

• Collaborate with department(s) and HR coworkers to process all new hire PA pieces are completed

• Update new hire process board – so that HR team knows what step person is at in process

• Shares necessary employee information with payroll for creation of NBAJOBS record

• Creates personalized position description based on transaction notices for full time employees, posts on Connects HR site and sends position description to the supervisor for signatures

Department Responsibilities

• Works collaboratively within a cohesive team environment to proactively share knowledge; maintains positive working relationships with staff and customers, and works as supporting team member to promote goals defined by the department

• Delivers excellent customer service and meeting department objectives

• Assists with gathering data for reporting purposes

• Receives, processes, and/or maintains various confidential records, files, requiring classification and compilation of varied information

• Collects information on deceased employees, share with the President's Office as requested; mark as deceased in PPAIDEN, keeps list of employees who we are unable to mark as deceased

• Monitors age report for under age 18 employees and notifies any underage hires to Payroll manager

• Responds to background checks from state agencies (school district, other colleges, etc) to confirm if a prior employee had any disciplinary or sexual misconduct issues

• Prepares documents for the department, which may include internal process documentation, general letters and mail merge documents

• Provides support for special projects as directed 

• Conducts research and gathers information related to specialized activities and information in assigned area of responsibility

• Applies internal policies, procedures, guidelines, as well as applicable Federal, State, and Local laws, rules, and regulations when responding to inquiries and making recommendations for actions

• Serves as backup with distribution of office mail and assists as need arises

• Locates and prepares personnel related information and files for request by employees, supervisors or approved outside entities 

• Updates employee records process when name change forms are received

Classification and Position Description

• Assists in maintenance of active employee positions descriptions and recommends process improvements

• Updates position descriptions submitted with evaluations from supervisors if updates are general and don’t impact classification- informs Classification supervisor of possible changes in classification

• Runs Banner Employee Job Data reports to resolve discrepancies 

• Researches and discovers problems with positions descriptions

• Stores electronically all signed position descriptions

•  Sends and saves email to supervisor with new employee job description for signature

• Assists with special project work (i.e., Remote Work Agreements, Classification Project, etc.)

Customer Assistance

• Works collaboratively to provide backup front desk coverage when front desk employee is away

• Refers customers (job applicants, and employees) to appropriate department or campus resources

• Provides information to callers; receives inquiries (telephone, e-mail, mail and in person) and directs to appropriate destination

• Takes messages and provides general guidance regarding departmental information, policies, and procedures

Institutional Expectations

• Embraces diversity and actively collaborates effectively with a variety of students, staff and the public from diverse cultural, social, economic and educational backgrounds
• Participates in recruitment and retention of students at an individual and institutional level in promotion of student success
• Embraces, understands and uses appropriate technology tools to accomplish job functions
• Provides high quality, effective service to internal and external customers through continuous improvement and adoption of lean office practices

Your application will be scored based on the minimum qualifications, core competencies, and preferred qualifications listed below. If you are unsure whether you meet all of the qualifications , we encourage you to apply and address through your application materials all of the relevant education, transferable skills, and related experience that makes you a great candidate for this position. The information provided on your application will be used to determine step placement upon hire. Please ensure you include all information on your application which you wish to be considered.

Minimum Qualifications:

One year of clerical experience in personnel and human resources, administrative office procedures and systems, and customer service

----OR-----

High School Diploma/GED

-AND-

Nine (9) months of clerical experience in personnel and human resources, administrative office procedures and systems, customer service, and business management processes

Core Competencies:

• Knowledge of principles and procedures for Human Resources

• Knowledge of customer service principles

• Knowledge of project management principles

• Experience with computerized recordkeeping system

• Ability to prioritizing job assignments with frequent interruptions

• Ability to work independently

• English grammar, spelling, and punctuation

• Bicultural/multicultural skills sufficient to select appropriate behaviors, values and attitudes within different cultures during interactions with others

Preferred Qualifications:

• Experience working in a Human Resources department

• Experience in a higher education environment

• Experience with Ellucian’s Banner software 

• Experience with Microsoft Office Suite

• Bilingual English/Spanish

SCHEDULE & MODALITY

• This is a 100%, 12-month classified assignment of the B1 band and grade
• This is a limited duration role scheduled to end on January 31, 2026. In the event that the incumbent does not return to the position, this will be recruited internally for a permanent placement.
• Please note: The college is currently undertaking a comprehensive classification and compensation study.  No employee will lose base pay because of this study, however, classification titles and pay grades may change. The successful candidate will receive notice of all changes prior to implementation which is currently projected for the Spring of 2025.
• This position has a 6-month probationary period
• All positions at Chemeketa are required to be available for work onsite as requested by the college.
• Requires flexible work schedule to meet program needs, which may include evenings and/or weekends
• This position may require the use of your personal vehicle for transportation between campus locations
• If requested, requires the provision of official transcripts upon hire
• Employees must maintain Oregon, Washington or Idaho residency as a condition of employment.
• Successful applicants for designated positions must successfully pass a background inquiry, which may include criminal, driving, credit and full background checks. Only information relevant to the position will be considered. An individual with negative information on their background inquiry will not necessarily be denied employment. 
• Providing false information will result in rejection of an application, employment offer or dismissal

PHYSICAL REQUIREMENTS 

Sedentary Work:  Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary requirements are met.

VETERANS' PREFERENCE

Applicants are eligible to use Veterans' Preference when applying with Chemeketa Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will be given only if the applicant meets the minimum criteria of the position and electronically attach the required documentation at the time of application.

For information regarding Veterans' Preference qualifications, visit http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq

DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE 

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) -OR-
  • Letter from the US Dept. of Veterans Affairs indicating receipt of a non-service connected pension -OR-
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate
• In addition to one of the above documents, Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs -OR-
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/ 

*Please Note: As part of the first round of screening, the committee will conduct an anonymous review of the application materials and will not be able to view any personally identifiable information. Please be sure that your application is complete and thoroughly depicts how you meet the minimum qualifications, core competencies and preferred qualifications. Required documents must be provided at the time of application. Any applications which do not have the required documents attached will be considered incomplete. Incomplete applications will not be considered. Chemeketa makes employment decisions based solely on the candidate's demonstrated competencies as related to successful performance in the position.  

PUBLIC SERVICE LOAN FORGIVENESS

Chemeketa Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.

LEGAL COMPLIANCE

View our CTE Program Summaries & Admission Requirements (Download PDF reader).

Chemeketa Community College prohibits unlawful discrimination based on the following:

• Race
• Color
• Religion
• National Origin
• Sex
• Marital Status
• Disability
• Protected Veteran Status
• Age
• Gender
• Gender Identity/Expression
• Sexual Orientation
• Pregnancy
• Whistleblowing
• Genetic Information
• Domestic Abuse Victim
• Expunged Juvenile Record
• Injured Workers
• Protected Hairstyle (CROWN Act)
• Victims of Domestic Violence (Sexual Assault, Stalking, and/or Harassment)
• Political Affiliation or Belief
• Tobacco Use During Work Hours
• Or any other status protected by federal, state, or local law in any area, activity or operation of the College. The College also prohibits retaliation against an individual for engaging in activity protected under this policy, and interfering with the individual’s rights or privileges granted under federal, state or local laws.

Under College policies, equal opportunity for employment, admission, and participation in the College’s programs, services, and activities will be extended to all persons, and the College will promote equal opportunity and treatment through application of its policies and other College efforts designed for that purpose. 

504/ADA Coordinator for Students

For concerns, inquiries or complaints regarding student disability accessibility and accommodations, please contact Karen Alexander, Director of Student Accessibility and Testing Services. Ph: 503.399.5276

Section 504/ADA Coordinator for Employees 

For concerns, inquiries or complaints regarding employee disability accessibility and accommodations, please contact Patrick Proctor, Associate Vice President of Human Resources. Ph: 503.315.4586

Persons having questions or concerns about Title IX, which includes gender-based discrimination, sexual harassment, sexual violence, gender-based violence, and stalking, please contact the Title IX coordinator, Jon Mathis. Ph: 503.584.7323, Located at 4000 Lancaster Dr. NE, Salem, OR 97305, You can find additional information at http://go.chemeketa.edu/titleix. 

All persons having questions or concerns related to Equal Employment Opportunity or Affirmative Action should contact the Affirmative Action Officer, Patrick Proctor, at 503.315.4586, 4000 Lancaster Dr. NE, Salem OR 97305.  

Individuals may also contact the U.S. Department of Education, Office for Civil Rights (OCR), 810 3rd Avenue #750, Seattle, WA 98104, 206.607.1600. 

To request this publication in an alternative format, please call 503.399.5192. For language access please call 503.315.4586 or email patrick.proctor@chemeketa.edu.

Salary : $3,040 - $4,589