Job description

The Human Resources (HR) Technician, under the direction of the Director, Human Resources, is expected to manage and maintain the assigned HR systems and processes, provide data analysis and reporting to the HR team, and coordinate with external partners, as needed, to deliver internal support and issue resolution. This role will also be responsible for organizing, auditing, and managing all HR records, which may include both paper and digital files. This position’s oversight of the assigned HR systems and records will enable the entire HR team to better engage and support OHA employees.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

1. Hawaii Information Portal (HIP) HRIS

a. Oversees the intake process by cataloging employee requests for assistance with, or verification of, system functionalities and outputs.

b. Performs research into employee payroll or leave related issues and provides response / assistance, as needed.

c. Coordinates with HIP customer support (Salesforce) and the State of Hawaii Office of Enterprise Technology Services (ETS) to resolve more complex system issues and / or to facilitate large-scale, system-wide updates.

d. Monitors employee time entries and performs relevant payroll queries to support an accurate and seamless payroll process.

e. Inputs and updates employee information within the HRIS to support the onboarding and offboarding processes.

f. Coordinates with OHA’s internal Office of Technology Services (IT) to ensure proper system access for employees.

g. Analyzes data and reports on trends that may be useful for the HR team to better service OHA’s employees.

2. Talent Acquisition Systems

a. Plays a key role in the selection, implementation, and expansion / transition stages of the agency’s Applicant Tracking System (ATS).

b. Administratively supports the talent acquisition process by tracking and analyzing data for candidates in the recruitment pipeline.

c. Coordinates with stakeholders (hiring leads, HR Business Partners, and candidates) to ensure that the system is providing an efficient, service-oriented experience.

d. Leverages system and process expertise, as well as contract and vendor resources, to provide prompt, personalized service to internal users and candidates.

e. Ensures data synchronization between OHA’s ATS and other third-party talent acquisition apps, sites and software, including but not limited to, Indeed, LinkedIn, and OHA’s public-facing job portal.

f. Maintains system integrity by conducting regular audits, streamlining processes, and increasing data integrity and security where necessary.

3. Internal HR Records and Communications Systems

a. Monitors the HR team’s primary email account and distributes incoming messages to the appropriate team member.

b. Provides general responses to incoming emails that do not require personalized assistance from a particular team member.

c. Manages and updates the HR Portal on SharePoint, including drafting and posting announcements, updating linked files as necessary, and sending out organization-wide emails about important or time-sensitive posts.

d. Oversees, monitors, organizes, and updates all HR files and records housed in the agency’s secure cloud storage. Provides the HR team with technical assistance, in coordination with IT, for storage-related issues.

e. Uses the AdobeSign portal to action signature requests and / or to send signature requests on behalf of HR.

f. Files hard copies of HR documents and records, as needed.

4. Employee Safety & Health Systems

a. Monitors and manages the LumiSight app, including check-in, vaccination, testing and quarantine data, to effectively enforce the agency’s COVID-19 response and risk mitigation protocols.

b. Responds to instances of a “Not Clear” check-in. Contacts employee / visitor to assess the situation and provide policy-based guidance on next steps.

c. Secures all employee submissions of confidential medical records and related information in accordance with system processes, record keeping policies and applicable employment law(s).

d. Coordinates with HR team members to provide communication updates to quarantined employees as needed, and to respond to large-scale, organization-wide exposure situations.

5. Other Internal Systems and Processes

a. Serves as primary coordinator between HR and the Financial Services group (Procurement and Accounting) on all HR procurement requests, contracts, check requests, vendor invoices and employee reimbursement requests.

b. Manages the pCard process for employee training enrollments and other HR initiatives or programs, including the reconciliation of monthly statements.

c. Monitors and manages the door security system for OHA’s offices.

6. Fully supports in action, language, behavior, and performance the priorities, decisions, and directives of the Director, Human Resources, the General Counsel and/or the Administrator.

7. Regular attendance and availability (physically on-site, via remote telework or a combination of both) is required for this position.

OTHER DUTIES / RESPONSIBILITIES

Performs other duties as assigned by the Director, Human Resources and / or as
requested by a Human Resources Business Partner.

MINIMUM QUALIFICATIONS

1. Education, Training and / or Experience

a. Graduation from an accredited four (4) year college or university with a bachelor’s degree in human resources management, personnel and industrial relations, database management, computer information systems, business administration or a related field. Work experience may be substituted for a college or university education on a year-for-year basis, provided the overall work experience has been of the type, quality, scope, and responsibility as to conclusively demonstrate capability to perform the duties of the position.

b. Four (4) years of professional work experience in an HR office setting that provided the candidate with a solid foundation in HR best practices and HR systems management. Such experience must clearly demonstrate the ability to manage an HRIS that included recruitment, time, leave and payroll functions. The relevant experience should also have prepared the incumbent to handle confidential and sensitive information, to work both independently and within a team setting, and to address inquiries / issues in a timely and professional manner. NOTE: This work experience is in addition to any work experience that the candidate intends to use as a substitute for the degree requirement listed in paragraph a.

2. Knowledge, Skills and Abilities

a. Should be familiar with pertinent private and public sector labor and employment laws, rules, regulations, practices, and standards, especially those that regulate or inform the management of HR records and date.
b. Must have strong interpersonal and people skills. Able to communicate diplomatically, both verbally and in writing, with all levels from line staff to leadership. Possesses a team-oriented mindset.
c. Should have extensive experience with Microsoft business products, including Office, Teams and especially SharePoint.
d. Should be agile and flexible when it comes to assessing, prioritizing, and addressing workload demands.
e. Needs to be detail-oriented and highly organized.
f. Should have a proven track record of time management skills, with the ability to meet deadlines in a high-paces and stressful environment.

PREFERRED QUALIFICATIONS

1. Education, Training and / or Experience

a. Demonstrated involvement with supporting or administering the following HR functions: payroll, recruitment, benefits.
b. Experience with explaining and enforcing safety policies and protocols.
c. SHRM, HRCI and / or Oracle PeopleSoft certification is a plus.

2. Knowledge, Skills and Abilities

a. Knowledge on how to analyze, organize and leverage HR data.
b. Familiarity with PeopleSoft, LumiSight, Indeed and / or LinkedIn.
c. Previous experience using Adobe Acrobat, InDesign and Photoshop.
d. Insight into OHA’s mission, its strategic goals, and its overall impact on the Native Hawaiian community.

How To Apply

To apply for this position, Download, complete and submit this fillable application form
along with a resume and cover letter to:

OFFICE OF HAWAIIAN AFFAIRS
560 N. Nimitz Highway, Suite 200
Honolulu, Hawai‘i 96817
Attention: Human Resources

Or via email by replying to this post.

This position will be filled by an emergency hire employee. Candidates should be aware that while the recruitment process is typically less rigorous for an emergency hire candidate, emergency hire employees are not eligible for any of the Employment Benefits listed on oha.org/jobs.

Office of Hawaiian Affairs (OHA) employees must be permanent Hawaii residents. Out-of-state applicants who are offered employment with OHA will need to relocate to Hawaii and establish permanent residency.

An Equal Opportunity Employer

Job Types: Full-time, Temporary

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: One location

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