Assistant, Human Resources Information Systems (HRIS)

JOB DESCRIPTION SUMMARY The Assistant, Human Resources Information Systems (HRIS) is responsible for data entry for employment changes including but not limited to processing all new hires, promotions, transfers and separations, and conducting system hygiene in all HRIS systems. The Assistant, HRIS assists with operational staffing and recruitment activities as needed. WORK MONTHS 12 ESSENTIAL FUNCTIONS 1. Assist with operational staffing including but not limited to processing data, managing accounts, running reports, maintaining system hygiene, and answering customer service inquiries. 2. Conduct data entry, maintain system hygiene, and maintain operational efficiency in all Human Resource databases and systems. 3. Enter all new hires, promotions, transfers, and separations into the Human Resources Information systems. 4. Ensure all pre-employment documents and demographic information are accurately reviewed, entered into the Human Resources Management System, and filed for each new hire. 5. Administer the ID badge request and generation process for new hires and current employees. 6. Address Frontline Absence Management and HRIS data inquiries in a responsive, customer-focused manner in order to provide satisfying first-tier response. 7. Collaborate with various departments and teams to address data entry concerns and/or errors. 8. Conduct file management and routine maintenance of digital and hard copy personnel information and folders including, but not limited to, auditing, labeling, and filing of personnel folders, processing and filing incoming paperwork, updating digital and hard copy records, refiling transfers, promotions, separations, and purging old files. 9. Assist in running reports, entering data, and monitoring information that supports recruitment and staffing decisions. 10. Manage and organize the communications sent and received from shared HR email accounts. 11. Perform operational tasks as it relates to internal staffing seasons. 12. Document HRIS Team standard operating procedures and recommend improvements. 13. Assist the HRIS Manager and HRIS Specialist with regular audits to ensure data integrity, and with various projects during periods of high volume. 14. Serve as a backup to complete employment verification and change of address requests in the absence of the Project Manager, Human Resources 15. Communicate effectively and confidently at all levels, over the phone, face-to-face and by email. 16. Other relevant duties as assigned by supervisor in support of the Department of Human Resources goals and objectives and the District's mission and Superintendent's Priority Goals. EDUCATION REQUIRED High School Diploma or GED (General Education Development) Associate's or Bachelor's Degree in Human Resources or Information System Preferred CERTIFICATION/LICENSURE REQUIRED N/A YEARS OF EXPERIENCE 1-2 years in data entry/management preferred KNOWLEDGE, SKILLS, & ABILITIES Experience managing, reviewing, and entering data into Human Resource Information Systems (HRIS) or other databases (Munis and Frontline preferred). Strong analytical skills and an aptitude for data. Demonstrated proficiency in HRIS software and Microsoft Office Suite (Word, Excel, Outlook, Access, PowerPoint). Demonstrated organizational skills including time management, ability to manage multiple priorities with competing deadlines, attention to detail and capacity to solve problems. Understanding of human resources practices, polices, and procedures. Ability to work both collaboratively and individually, under pressure with multiple competing deadlines, and with cultural, educationally, and racially diverse internal and external customers. Ability to exercise a high degree of confidentiality, professionalism, poise, tact, and diplomacy to accomplish objectives. Excellent verbal and written communication skills. Value, demonstrate, and promote diversity, equity, and inclusion. WORKING CONDITIONS & PHYSICAL REQUIREMENTS The working conditions and physical requirements described here are representative of, but not limited to, those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made. This position primarily operates in a central office work environment. Regular use of computer and standard office equipment, including prolonged periods of sitting, typing, and viewing screens. May occasionally lift and carry materials weighing up to 25 pounds (e.g., file boxes). APPLICANT ELIGIBILE CRITERIA N/A CITY OF PITTSBURGH RESIDENCY REQUIREMENT / Board Policy 308 This position falls within the requirements of Board Policy 308.