Human Resources Systems Specialist

The City of Bend is currently accepting applications for one (1) regular, full-time Human Resources Systems Specialist in the Human Resources Department. This opportunity is FLSA exempt (not overtime eligible) and non-represented.

To be considered for this position, applicants must have a complete application that includes:

• The online application via NeoGov (access also available on City of Bend website under Human Resources/Job Openings)
• Attached formal cover letter (required)
• Attached formal resume (required)
• Attached valid credentials, certifications and licensing (if applicable)

Applications must be received by Friday, July 19, 2024 (7/19/2024), at 12:00 pm (noon) Pacific Time.

Applicants must provide certification that they are a veteran or disabled veteran to receive veteran's preference. For more information click here.

This recruitment will be used to determine an eligibility list for upcoming vacancies for up to six (6) months. The eligibility list may be canceled at any time, at the discretion of the City.

Position Overview

The HR Systems Specialist is responsible for performing accurate and timely technical and administrative tasks related to Human Resources functions, including Citywide data entry processing consisting of but not limited to a variety of current employee, new hire, separation, and retiree status changes as well as assisting with system maintenance, upgrades, imports, troubleshooting and testing as part of the HRIS team.

The position ensures compliance with departmental best practices as the final step in all employee status changes within our HRIS system. Through discretion and independent judgment collaborates with external City departmental customers and internal Human Resources personnel to process and assess accuracy of requests and changes, which may involve a variety of complex situations and contract knowledge. This position will also serve as the primary contact for technical questions as it relates to action entry processing and compliance.

Essential Functions Include:

The information provided below encompasses the essential functions and capabilities linked with this position.

Duties and Responsibilities

The individual in this position is expected to engage in the following work-related activities.

• Processes work that requires the exercise of independent judgment and the application of technical skills in areas related to data entry and HRIS.

• Assists in and supports the development, implementation, and maintenance of HRIS programs.

• Receives, examines, documents, and processes a variety of employment entries, updates, and imports.

• Reviews requests for completeness, timeliness, veracity and compliance with City policies and Collective Bargaining Agreements.

• Serves as a liaison to internal and external customers and stakeholders providing program/service support and clarification of policies, processes, regulations, other related program information and as a resource for departments as it relates to timely internal employee changes.

• Provides an active HRIS role by recognizing and recommending changes to improve efficiency in processes and systems.

• Makes external customer service a priority to ensure a positive departmental and employee experience.

• Responds to requests for information from employees, state and federal programs such as Oregon Employment Office, FAFSA and/or the public regarding a variety of Human Resources requests as it relates to unemployment claims, job opportunities, and/or other related information of assigned departments.

• Reviews and maintains files, databases, and/or other documentation in accordance with records retention requirements and procedures.

• Complies with safety requirements of the position and actively promotes safe work practices.

• In an emergency event or an officially declared State of Emergency, responds as directed to ensure the restoration of essential public services, facilities, and infrastructure.

• Other related duties as assigned.

Skill Profile

The individual in this position is expected to possess and exhibit the following knowledge, skills, and abilities.

• Preparing, reading, analyzing, and interpreting policy documents as it relates to employee status changes and Human Resources policies.

• Skill in utilizing resources and contract information knowledge to analyze and process changes.

• Skill in oral presentation and written communications and ability to utilize broad technology applications in documents processing, spreadsheets, data bases, PowerPoint presentations and other software applications.

• Communication, interpersonal skills as applied to interaction with coworkers, supervisors, the public and other stakeholders sufficient to exchange or convey information to provide and receive work direction.

• Manage a high volume of tasks at one time, including organizing and prioritizing own work and the work of others and demonstrate a high attention to detail.

• Work independently while also working as part of a team and collaborating with others.

• Maintain working knowledge of software programs such as Microsoft Office including Word, Outlook, Excel and PowerPoint and other interactive computer programs as well as operating common office equipment.

Ability Requirements

The following capabilities are required to perform the essential functions of this position.

• Ability to use judgment and discretion to integrate technical knowledge with interpersonal and communication skills dealing with the public, employees, and others in a manner consistent with the policies, practices, and procedures of the organization.

• Ability to collect, compile, analyze, store in a data base, and interpret relevant information and data; make accurate arithmetic calculations; analyze and resolve discrepancies and/or prepare recommendations; prepare and maintain detailed, accurate and organized records.

• Ability to analyze, interpret, and communicate human resources information, suggest recommendations and alternatives, and maintain strict confidentiality in all human resources matters.

• Ability to understand, remember, communicate, and apply complex oral and/or written instructions and factual information and effectively communicate with others verbally and in writing, including by phone, e-mail, or in person.

• Ability to maintain sustained concentration on computer screens and use keyboards and a variety of peripherals and exercise keen time management skills, balance multiple priorities, and consistently meet timelines and due dates.

• Ability to establish and maintain cooperative working relationships with individuals and groups, be an effective collaborator in a team-centered environment and work effectively under general direction.

Education, Experience, Certifications and/or Licenses  The following are the qualifications for this position.

Minimum Qualifications

• Associate's degree or equivalent from two-year college or technical school or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities as outlined in this job description. 

• 1 to 2 years' experience in a similar position and/or performing similar tasks.

• Current and valid Driver's license per City policies outlined in the Employee Handbook.

Preferred Qualifications: 

• PHR/SPHR or SHRM CP/SCP