What are the responsibilities and job description for the Human Resources Specialist position at Queens Public Library?

Under the direction of the VP of Human Resources and Assistant Director of Human Resources, the HR Specialist is responsible for all employment / on-boarding activities for all Queens Public Library (QPL) Part-Time employees.

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DUTIES AND RESPONSIBILITIES :

This position is responsible for verifying the accuracy of Part-Time employee applications, conducting all pre-employment checks and determining if applicants are eligible to start their employment with the Library. Performs various administrative tasks including processing invoices for payment, preparing SAP reports and ordering supplies for the HR department. Provides confidential administrative support to the VP of Human Resources; which includes, but is not limited to, exposure to confidential labor relations initiatives; bargaining, grievance and / or arbitration strategies; and other such confidential matters pertaining to ongoing labor relations initiatives. Performs other duties as assigned.

Part-Time On-boarding and Offboarding

Reviews and processes all required part-time employee forms submitted by agencies for hiring. This includes conducting background checks for part-time applicants who are 18 years of age and older and extending offers of employment.
Identifies and resolves issues within the hiring process, coordinates with hiring managers and notifies them of issues / changes, escalates background check issues and determines if applicants are eligible for onboarding. Communicates with new hires during new hire onboarding process, responds to questions, and follows-up with hiring managers.
Coordinates Go Pass fingerprinting for designated employees and provides follow-up to ensure that fingerprinting has been successfully completed.
Ensures that newly hired Part-Time employees have completed the I-9 work authorization form and submitted the appropriate new hire documents.
Participates in the part-time employee orientation process, including entering new hires in SAP and reviewing new hire forms for accuracy and completeness.
Resolves part-time employee issues related to Finance / Payroll.
Participates in the offboarding of part-time employees by processing separations, including collecting forms, submitting to HRIS, and notifying IT and Security.

Human Resources Special Projects

The HR Specialist will function as a project team member on HR projects and will be involved in operational aspects including planning, scheduling and monitoring activities to fulfill identified project requirements.

Researches opportunities and develops project plans.

Helps develop new initiatives. Analyzes trends, develops strategies for various programs and initiatives.

Assists in generating training and communication documents.

Coordinates internal training sessions / seminars for QPL wide HR related topics.

Implements process improvements, recommends corrective action.

Time and Attendance

Responds to inquiries and troubleshoots issues in a timely manner.

Provides direction and clarification to Payroll and managers regarding the employee’s time and attendance records.

Executes changes in Kronos on an as needed basis.

Processes full-time separations and retirements, calculates payout totals.

Provides backup support for Donated Sick Leave, Optional Terminal Leave Early Payout, Compensatory Time Payout and similar HR Programs.

Processes and reviews time and leave related forms.

Administrative Support

Provides confidential administrative support to the VP of Human Resources, which includes, but is not limited to, exposure to confidential labor relations initiatives; bargaining, grievance and / or arbitration strategies; and other such confidential matters pertaining to ongoing labor relations initiatives. Administrative support also includes, but is not limited to, updating organizational charts, submitting updates to the HR staff site, and managing HR email distribution lists. Updates and maintains VP of HR’s files. Tracks expenditures, processes good receipts for payment, and reviews / verifies invoices. Monitors purchase orders and replenishes funds. Monitors contracts and submits to appropriate departments for renewals.

Responds to requests for information, follows-up on general HR questions. Processes HR documents accurately, responds to questions and guides employees through to completion.

Manages departmental supplies, replenishes inventory, and provides backup support in maintaining HR equipment and submitting service requests when necessary.

Oversees the Defensive Driving process including tracking and monitoring expiration dates, submitting background checks and following up with employees.

Develops new partnerships and maintains relationships with vendors to expand the Queens Public Library’s employee discount benefits. Coordinates employee discount fares and communicates upcoming events to all staff.

Human Resources Regulatory Compliance

Generates monthly SAP reports and monitors employment authorizations and expirations. Runs monthly reports to ensure compliance and renewals as needed. (e.g. Working Papers, Visas)

Audits documents for accuracy and compliance with federal and state regulations.

Manages communication with employee and management.

Administers I-9 binders for all active and inactive employees.

Oversees the employment verification process. Ensures that verifications adhere to established legal and QPL guidelines.

Responds to audit requests.

REQUIRED QUALIFICATIONS :

High School Diploma with some college credits completed.

5 years of human resources, administrative, or related professional experience required.

Must be highly organized and detail oriented, flexible and a self-starter.

Excellent oral and written communication skills and intermediate knowledge of MS Word and MS Excel required.

PREFERRED QUALIFICATIONS :

Bachelor’s Degree and 4 years of human resources, administrative, or related professional experience preferred.

Experience with other MS Office applications, SAP, Kronos preferred.

About Queens Public Library :

Queens Public Library is a national and international leader in the delivery of public library service. Our mission is to transform lives by cultivating personal and intellectual growth and by building strong communities. Queens Public Library welcomes innovators and leaders to contribute to a long history and dynamic future of serving the most diverse county in the United States. Queens Public Library is a private, non-profit corporation serving 65 locations.

TO APPLY :

Please send your resume and cover letter to Employment@queenslibrary.org and reference “Human Resources Specialist” - QLWEB in the subject line. Resumes will only be accepted by email.

Starting annual salary range is $ 58,000 - $62,000 .

The Queens Public Library is an Equal Opportunity Employer.

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Salary : $58,000 - $62,000

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