HR Specialist

• Contact and guide new hires through the onboarding process
• Collect driving records and register with DMV alert as applicable
• Process APS (Automated Payroll System) Hire Onboarding
• Complete background checks specific to each program
• Collect references, interview notes, and other onboarding documentation from supervisors
• Collect and verify professional license, e.g., registered nurse, licensed professional counselor, or certification as applicable
• Create HR Scan and APS folders and upload onboarding documents
• Complete past employment verification through a third-party vendor 
• Complete LEIE
• Enter new hires into Talent LMS

• Send benefits email
• Complete I9 using the I9 tracker and upload identifying documents
• Complete E-Verify
• Confirm results of drug and alcohol screening with supervisor and vendor
• Enter new hires into APS 
• Schedule and meet with new hires to review benefits and Inside DePaul
• Confirm new hire enrolled or declined benefits in ENAV
• Confirm address, ACA information, or anything in ENAV and input any information necessary to complete benefits enrollment in ENAV

• Assist in maintaining the applicant tracking system, including posting all open positions and guiding managers and applicants through the hiring process
• Consult with Program Directors to ensure job descriptions are current before posting and notify the HR Director if revisions are requested
• Assist with screening applicants based on prerequisite requirements identified in the job description
• Upload applicants to APS from third-party job boards
• Assist in creating and maintaining interview questions and evaluation criteria 
• Participate in interviews as assigned
• Archive interview questions, evaluation criteria, and notes on the designated network drive and folder
• Ensure, whenever possible, that all applicant exercises and tests are vetted through the HR Director or applicable Executive before being implemented in the interview process

• Create and maintain employee records and HRIS/Payroll system, ensuring completion and accuracy of details such as requisitions, employee status forms, employee contact information, job classification, pay rates/scale, headcount/census reports, organizational structure, and staffing changes, resignations, FML, and extended leaves of absence
• Enter, update, and term employees from APS and payroll tracking spread, including benefit, tax, name, and marriage status changes 
• Maintain organizational and location charts and benefits page in SharePoint and ensure timely and accurate updates
• Maintain HR folders in SharePoint and network drive; ensure current forms are saved to the proper location; archive documents and files where appropriate in an accurate and timely manner
• Create, maintain, and submit employee changes/status reports for directors and executives each pay period

• Provide support during Open Enrollment 
• Process benefits enrollments and changes via APS feed to ENAV and vendor portals - for termination, cancel ENAV feed to APS - and review employer contributions and employee deductions, complete benefit plan forms for vendors as needed
• Assist employees on benefits matters regarding eligibility, coverage, and provisions or directs employees to appropriate contact(s) for follow-up 
• Assist in processing and tracking claims such as workers' compensation, short-term disability, and long-term disability
• Maintain minimum and maximum pay rate spreadsheet by position, including FTE count
• Collaborate with the Finance Department in payroll processes regarding benefits enrollment and corresponding deductions, payroll audit; works with HRIS/Payroll SaaS and benefits vendors in system updates, reporting, mass payroll changes, 403b adjustments, and data management

• Process monthly reviews, including,
  • Introductory (six and twelve-month) performance evaluations due, 
  • Enter all employees in the Exclusion (OIG LEIE) database
  • Update the Virginia Alert System (DMV) and alert/messaging system with new hires, separations, and changes to employee contact information. 
• Complete audits of files as requested to ensure compliance with licensing requirements
• Provide customized reports from the HRIS/Payroll system as requested and complete annual compliance reporting such as DMV audits, ACA, EEO, OSHA, DOLI & BLS annual reporting and surveys. Collaborates with payroll as needed regarding ACA eligibility tracking and reporting
• Ensure hard-copy of personnel files are up-to-date and secure and file personnel documentation promptly
• Facilitate, audit, and ensure the completion of triannual background checks

• Enter, update, and term employees from TalentLMS
• Upload training content to TalentLMS and assign training to appropriate parties with due dates
• Track completion of assigned training and notify supervisors and Directors of non-compliance
• Assist with creating or editing training content using software such as Camtasia, PowerPoint, TalentLMS

• Office and records administration techniques and procedures
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar
• Microsoft Office Word, Excel, PowerPoint, Outlook, SharePoint, Teams, and virtual meeting applications such as Zoom, Webex, Google Meet
• DePaul's policies, procedures, and standard practices and the rules and guidelines established by regulatory and governing agencies 
• Relevant policies, procedures, and strategies to promote the safety and protection of people, data, and property
• Methodologies and resources used to assess the needs of the listener or audience to share information or engage in ongoing communication 
• Policies, procedures, and guidelines established by professional organizations and governing agencies
• Records administration and maintenance techniques and procedures

• Demonstrate the use of interpersonal and verbal skills to defuse emotional situations, calm upset individuals, allay fears, and lessen confusion
• Give full attention to what other people are saying, take time to understand the points being made, ask questions as appropriate, and not interrupt at inappropriate times
• Demonstrate verbal and written communication and body language that conveys information, ideas, or inquiries effectively and concisely that purveys professional composure, emotional intelligence, thoughtfulness, patience, and respect amidst change, ambiguity, and within the daily trajectories of work 
• Demonstrate the use of logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
• Complete assignments accurately and with attention to detail
• Collect, research, analyze, and organize technical data
• Manage multiple priorities and complete assignments on time, accurately, and with attention to detail, and ensure a high-quality work product 
• Develop and maintain professional working relationships and appropriate boundaries with employees, management, community partners, and business associates, and work collaboratively in a team environment and build strategic relationships
• Make arithmetical computations and tabulations
• Read and understand information and ideas presented in writing
• Operate a personal computer with a general understanding of MS Office Suite, spreadsheets, databases, word processing, email, internet, and online meeting software, and department or program-specific software
• Operate standard office equipment such as telephone, calculator, printer, scanner, cellular phone, tablet, computer, postage machine, shredder 
• Analyze and prepare concise and accurate documents, reports, and correspondence
• Effectively market the programs and services of the department and organization
• Effectively give public presentations with concise and accurate information crafted for the particular audience
• Train others
• Accurately prepare and maintain records, files, and report
• Review work for accuracy
• Exercise sound judgment and critical thinking in decision-making and solving various work-related situations 
• Learn and adhere to policies, procedures, and guidelines established by DePaul, professional organizations, governing agencies, and local laws, statutes, regulations, codes, and standards related to the area of responsibility
• Assist with the general upkeep and cleaning of office areas and agency vehicles

• Demonstrate self-awareness, ongoing self-evaluation, and a commitment to being part of a diverse, equitable, respectful, and inclusive workplace where all people are valued
• Demonstrate professional composure in difficult and stressful situations 
• Demonstrate the FIRST (fairness, integrity, respect, safety, trust) values in the daily trajectories of work
• Demonstrate professionalism regarding access to sensitive and confidential information related to employees, clients, and business records with no disclosure to others without needing to know.  

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, age, religion, color, gender, ethnic or national origin, physical or mental disability, marital status, pregnancy, childbirth, or a medical condition related to pregnancy or childbirth, veteran status, sex, sexual orientation, gender identity, gender, genetic information, political affiliation, or any other classification protected by law.