Administrative Support

Description

Title: Administrative Support (Human Resources Sp)

Position Number: 78522/96743 (two positions available)

Hiring Unit: Administrative Services

Location: Honolulu Community College

Date Posted: January 23, 2025

Closing Date: February 6, 2025

Salary: Salary schedules and placement information

Pay Band: B

Full Time/Part Time: Full Time

Temporary/Permanent: Permanent

Funding: General

Other conditions: Excluded from collective bargaining. General funds to begin approximately April 2025, pending position clearance, availability of funds, satisfactory performance and program needs.

Duties and Responsibilities:

(* denotes essential functions)

• Serves as a Human Resource Specialist for the Honolulu Community Colleges. Administers the full range of human resources functions. Assist the HR Manager with complex special projects. Exercises discretion in the management of HR affairs.
• Serves as a resource person and advises departments using sound discretion and judgment in the areas of PeopleSoft transactions, recruitment and employee benefits, etc. Directs unusual or complex questions to the supervisor.
• Reviews, audits and participates in all aspects of human resources, EEO/AA, Title IX, and administration including but not limited to, labor relations, investigations, training, staff development, classification, compensation, recruitment, selection, collective bargaining, employee benefits and accreditation/assessment activities.
• Prepares and reviews position classification and recruitment requests, and prepares and posts advertisements in accordance with established requirements. Reviews position and appointment requests for accuracy and compliance.
• Provides guidance to supervisors and screening committees in the use of the on-line applicant data tracking system as well as providing guidance in the recruitment process.
• Monitors the performance evaluation processes for APT and Civil Service employees. Trains supervisors, provides guidance on expectations and evaluations. Helps ensure timely completion of processes.
• Provides guidance on Interpretation of compliance with collective bargaining agreements, University and Board of Regents (BOR) policies, State and Federal rules and regulations.
• Provides advice on various issues of recruitment, selection, compensation, benefits, etc.
• Operates a computerized human resources information system to prepare payroll notification forms (PNF, Form 6) for personnel transactions and ensures that requirements for position control, collective bargaining, and policies and procedures have been met.
• Ensures accurate preparation and processing of PNFs and Form 6s. Ensures personnel forms and supporting documents are accurate and complete and routed appropriately.
• Processes and maintains employee forms required for onboarding, exiting, change of status, medical, beneficiary forms, etc. Completes and maintains Form I-9 ensuring all requirements and documents are in compliance with USCIS laws.
• Reviews and processes new appointments, salary changes, leaves with/without pay, separations and other actions requiring payroll notification.
• Advises current and new employees relating to employment forms, benefits and terms and conditions of employment in accordance with University, State/Federal policies and procedures and collective bargaining agreements.
• Assists in analyzing employee records to determine eligibility for overloads, overtime, stipends, probationary credit, summer prorata pay, leave without pay, and other comparable actions. Calculate salary adjustments or overpayment in a timely manner and process documents as required.
• Assists with management (archive, transfer, dispose, and/or maintain) of all confidential personnel files and records, in accordance with University, State and Federal policies, laws and regulations and union contracts.
• Prepares reports, requests for information, and responds to matters such as pay, classification studies, immigration, EEO/AA, Title IX and benefits, etc., in a timely manner.
• Participate in and/or conduct training in the various areas of human resources.

• Reviews and processes leave requests such as FMLA, Leave Share, LWOP, Military Leave, Sabbatical, etc. to ensure compliance with applicable laws, policies and union contracts, Monitors leave accounting system, including auditing and correcting data and ensuring accuracy and timeliness of follow up information.
• Serve as Investigative Officer for complaints and grievances and assists in conducting complaint intake for allegations of misconduct such as discrimination, sex harassment/assault, dating/domestic violence, stalking, disability issues, and other violations involving employees, public and contract/vendors as needed.
• Assists in managing claims or reports related to worker’s compensation, temporary disability, and unemployment, and resolves problems that may arise.

Minimum Qualifications:

• Possession of a baccalaureate degree in Human Resources Management, Personnel Administration, Business or Public Administration or related field and 3 year(s) of progressively responsible professional experience with responsibilities for human resources management or personnel administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
• Considerable working knowledge of principles, practices and techniques in the areas of human resources management as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
• Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with human resources management.
• Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
• Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
• Demonstrated ability to operate a personal computer and apply word processing, spreadsheet and presentation software.
• If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
• Ability to maintain confidentiality in situations as required.
• Ability to understand and follow complex oral and written instructions.
• Ability to analyze, interpret and use sound logic and judgment in the application of a variety of personnel/administrative rules and regulations.
• Knowledge of a computerized human resources information system.
• Detail oriented and ability to prioritize multiple duties with demanding deadlines.
• Ability to conduct training workshops.

Desirable Qualifications:

• Experience working with PeopleSoft.
• Some knowledge of Honolulu Community College organization and processes.
• Some knowledge of UH policies and procedures.
• Demonstrated experience providing excellent customer service.

To Apply

Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents (please redact SSN & birthdate on all uploaded documents).

Required Documents include:

1) Graduate and undergraduate transcript(s) showing degree and coursework to date appropriate to the position; an unofficial copy of the transcript (e.g., copy) must be submitted with the application, and original official transcript(s) will be required at the time of hire. Copies of transcripts must be attached to your application as evidence of the required degree (or coursework); if transcript(s) are not provided, the candidate’s degree(s) or coursework will not be considered. Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA; expense of the evaluation shall be borne by the applicant. Please redact confidential information such as social security number, birth date, etc.

2) Cover letter indicating how you meet the minimum and desirable qualifications of the position are met.

3) Resume

4) Names and contact information (including e-mail address) of at least 3 professional references.Letters of recommendation are optional. Separate documents and application materials must be submitted for each position. All documents/information submitted become the property of Honolulu CC and will not be returned. Late or incomplete applications will not be considered. The application will be considered incomplete if materials are unreadable. Applications lacking copies of official transcripts will be reviewed based on work experience equivalency to meet MQs. Minimum qualifications must be met by the closing date. Note: If you have not applied for a position before using NEOGOV, you will need to create an account.

EEO/AA, Clery Act, ADA

The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran. For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/.

Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with UH Board of Regents Policy 9.215, excluded bargaining unit members receive priority consideration for excluded APT job vacancies. As a result, included, external or non-BU 08 applicants may not be considered for some APT vacancies. Excluded BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.

Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/

The University of Hawai'i does not discriminate on the basis of age, race, sex, color, national origin, or disability in its programs and activities. For more information or inquiries regarding these policies, please refer to the following link: https://www.hawaii.edu/titleix/help/coordinator/

Honolulu Community College does not discriminate on the basis of age, race, sex, color, national origin, or disability in its programs and activities: http://uhcc.hawaii.edu/ovpcc/nondiscrimination/.