Human Resource Consultant Assistant 1

Position Information

Position Title

Human Resource Consultant Assistant 1

Working Title

Location

Olympia

EEO Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or status as a protected veteran. For more information regarding Evergreen's non-discrimination policies or to report discrimination, please visit the Affirmative Action and Equal Opportunity webpage at www.evergreen.edu / equalopportunity or contact the Affirmative Action and Equal Opportunity Officer at (360) 867-5371, Room 3102 Library Building, 2700 Evergreen Parkway NW, Olympia, WA 98505.

Union Represented

Overtime Eligible

Monthly FTE

Salary Step (minimum monthly amount)

3,198.00

Salary Step (maximum monthly amount)

4,235.00

Cyclic Position

Cyclic Details

n / a

Project Position

End Date

n / a

Special Note

This is a full-time, overtime eligible position in the Human Resource Services office on the Olympia Campus of The Evergreen State College.

Position Purpose

This position provides courteous and responsive assistance to support the functions of the Human Resource Services (HRS) office. The position performs paraprofessional human resources and administrative clerical tasks, maintains and ensures confidentiality of records, and explains human resource policies, procedures, regulations, and collective bargaining agreement (CBA) provisions to college employees and the general public. Using HR information systems, this position reviews, inputs, and ensures the accuracy of a high volume of confidential human resource documents and records. This position also serves as primary administrative support for staff recruitment functions. These functions constitute the majority of the work, although the position shall also perform a range of human resource paraprofessional work.

Nature and Scope

This position reports to the Senior Human Resource Representative - HR Operations & Payroll and is responsible for providing paraprofessional level human resource information to managers, supervisors, employees, and the public regarding applicable laws, rules, policies, and CBA requirements. Under general supervision, the position works independently and within established guidelines, and functions as an assistant to professional level HRS staff and the Associate Vice President for Human Resource Services (AVP for HRS).

Essential Functions

• Receive and greet customers in a friendly, courteous, and responsive manner; demonstrate tact and discretion for all interactions.
• Maintain confidentiality of all information and electronic and paper records.
• Serve as primary clerical support for HRS, including perform standard office operations, such as create files, make copies, provide administrative support to office projects, respond to phone, in person, and email inquiries, and refer customers to coworkers and other offices as appropriate.
• Explain HR policies and procedures to employees, supervisors, and the general public.
• Work in cooperation with the Affirmative Action and Equal Opportunity Officer and ensure compliance with the Affirmative Action plan to achieve the college's Equal Opportunity and diversity goals; create and update spreadsheets to track staff hires done outside the applicant tracking system.
• Complete and / or review confidential and / or time sensitive forms, including I-9s, demographic information, Tuition and Fee Waivers, Employment Security Department forms, background check requests, sexual misconduct checks, Performance Development Plans, etc.; maintain organized and efficient filing and records retention systems.
• Provide support for staff recruitments, including respond to applicant inquiries, provide standard advertising options, communicate with hiring units to finalize ad lists, place advertisements, process and reconcile ad payments and maintain required documentation, maintain recruitment files according to records retention schedule, review applications for completeness, update applicant tracking system (PeopleAdmin), including code internal applicants, change workflow states of postings, applicants, and hiring proposals, and create and deactivate users, prepare reports as requested, send weekly email announcing employment opportunities, and as needed prepare materials for job fairs and / or may represent the college at job fairs.
• Initiate sexual misconduct checks and in- and out-of-state background checks as requested, track progress, report results, and make payments.
• Draft new hire letters for review by professional HRS staff, produce finalized letters, and send onboarding correspondence.
• Create or locate existing employee identification numbers (A numbers) for new regular and temporary staff.
• Provide guidance to individuals requesting to file a civil rights complaint and schedule appointments with investigators.
• Successfully meet payroll processing test runs and deadlines.
• Originate EPAFs for regular staff hires made via the applicant tracking system; ensure accuracy of data points, such as periodic increment dates, reporting lines, and full time equivalency; and verify information using source documents and initiate troubleshooting of variances with author of source information.
• Verify information in Social Security Administration database.
• Participate as member of Time Sheet DL and respond to questions, such as requests from supervisors to clear certifications.
• Liaison with the Payroll and Benefits office, Student Employment office, supervisors, appointing authorities, and work area contacts as needed regarding EPAFs, hiring documents, etc.
• Process salary overpayments and send notifications to impacted employees; respond to related questions and verify that information is completed.
• Answer basic questions regarding the employment of temporary hourly employees, referring complex questions or issues to supervisor or other HRS staff; as requested, provide to supervisors a verification of hours worked for individual temporary hourly employees.
• Review electronic personnel action forms (EPAFs) for temporary staff hires for accuracy and completeness, return to originator, as needed or approve in workflow.
• Run a monthly report to identify temporary staff who have worked 350 hours, send standard notification when needed, and refer follow-up questions to other HRS staff.
• As directed, create, update, and maintain confidential medical records, and may verify eligibility for FMLA and send packets.
• Act as delegated cardholder for the office purchasing card, adhere to and ensure compliance with established Purchase Requisition and Purchasing Card protocols which include keeping accurate, transparent, and specific records of authorized expenses, such as job advertisement, subscription, contract, and membership records; perform timely online reviews of transactions and reconciliation of purchasing records to ensure accuracy of costs and charges.
• Purchase office supplies and training materials as requested.
• Process travel authorizations, make travel arrangements, and process expense and reimbursement documents for HRS staff.
• As directed, coordinate logistics for HRS-sponsored events, new employee onboarding meetings, training workshops, wellness activities, etc., including make arrangements for space and equipment needs, draft for review and communicate announcements, register participants, and send confirmations; may coordinate yearly recognition or other special events sponsored by the HRS office.
• Create, update, and maintain records of employee participation in Employee Policy Training, coordinate logistics using Canvas and other electronic systems, respond to inquiries, and issue certificates of completion.
• Provide support for workers compensation claims processing, such as creating and maintaining files, verification of status of OSHA 301 form with supervisors, and confidential distribution of OSHA 301 form to college's Health and Safety Coordinator.
• Review, troubleshoot, and file volunteer forms; refer issues to supervisor for resolution.
• Use established records queries to compile and document HR specific reports and results; may compile statistical information for ad-hoc reports; ensure files and data are accurate and updated.
• Receive and respond to basic employment verification requests; refer complex requests as appropriate.
• Provide confidential administrative support to AVP for HRS, including scheduling and logistical arrangements for meetings and provide union collective bargaining agreement implementation, compliance, and management support.
• Maintain bulletin board of required posters.
• Keep desk manual up to date.
• Actively participate in staff meetings and HR-sponsored activities as required.
• Perform updates to the office website.

Additional Duties

Knowledge Skills and Abilities

Minimum Qualifications

Desired Qualifications

Conditions of Employment

Benefits

A full state benefits package which includes : paid sick and vacation leave; paid campus holidays; a generous medical, dental, life and disability insurance package for employees and dependents; retirement; optional deferred compensation and optional supplemental retirement accounts. For more information about Evergreen's excellent employee benefits, please view .

Posting Detail Information

Posting Number

S2024-079

Number of Vacancies

Open Date

01 / 10 / 2025

Close Date

01 / 30 / 2025

Special Instructions to Applicants