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HRIS Analyst

Purpose of Classification

This is a unique opportunity as this role will assist with the City's transition to Workday, supporting implementation activities, data management, testing, and system optimization. This role will also help optimize HR processes to support Department operations.

Under the general supervision of the Assistant Director of Human Resources, the HRIS Analyst maintains and troubleshoots all the electronic systems utilized in the Human Resources Office business operations. This position is responsible for ensuring maintenance and integrity of data related to a variety of employee lifecycle transactions. The HRIS Analyst is responsible for coordinating and monitoring information entered into the HRIS, safeguarding adherence to policies, procedures, applicable regulations, and collective bargaining agreements as well as providing guidance to HRIS users city-wide. The incumbent will recommend and develop business process improvements, and collaborate with internal services (i.e. payroll, ITS, Finance) as needed to ensure accurate processing of transactions.

This position will also be responsible for providing technical and clerical assistance to the Human Resources team by coordinating the office and administrative functions of the department under general direction.

Essential Functions

Support the administration, testing, maintenance, and user training of systems used in the Department including the creation of training materials and standard operating procedures (SOPs). This includes systems such as HRIS (Naviline/Workday), applicant management (NeoGov), digitized filing (Laserfiche), and third-party integrations.

Serves as a systems liaison with other departments and process stakeholders (e.g., payroll, training, information systems).

Prepares and responds to public records requests in accordance with Florida State Statute 119; researches various systems as needed to retrieve requested information; prepares and redacts employee files in preparation for public viewing.

Maintain the digitized document management system (Laserfiche). Work to ensure accurate indexing and categorization of documents for efficient search and retrieval within the digitized document management system (Laserfiche).

Develops standard operating procedures, guidelines, and documentation for HR related systems.

Processes and coordinates new employee onboarding in the talent and applicant tracking system.

Monitors and aids in managing position control to ensure accurate position demographics.

Prepares, maintains, and updates confidential information in the employee entry database.

Promptly scans employee documents into document management software, ensuring proper template is used and verifying accurate file maintenance.

Prepares and/or receives City personnel action forms; reviews to ensure accuracy and completeness, and applies corrections as needed; delivers personnel action forms to appropriate individual(s); updates and maintains personnel action spreadsheets.

Enters and maintains employee information in all HRIS systems, to include entry of new hires, employee information updates, address changes and all other personnel changes.

Prepares and delivers various departmental memos for approval. Upon approval, updates various systems and files with changes.

Responsible for processing departmental mail and ordering office supplies.

Collects and sends information for inclusion in surveys, reports, charts, forms and other documents.

Participates in salary and benefits surveys and other generalized Human Resources activities.

Provides administrative support to the Human Resources Department.

Responds to written and telephone requests for employment/mortgage verification by retrieving information from the HRIS systems.

Performs and coordinates departmental disposition of paper records in accordance with the State of Florida General Records Schedule.

Maintains information data on records retained and destroyed.

Performs various special projects at the request of the Human Resources Director, Assistant Director, and management staff.

Answers the telephone and greets visitors to the department; provides information, guidance, and assistance; takes and relays messages or directs calls/visitors to appropriate personnel; returns calls as necessary.

Performs general clerical tasks and provides high level of customer service in support of overall department operations, which include greeting the public, fielding phone calls, copying documents, sending/receiving e-mailed, faxed and scanned documentation, shredding confidential or obsolete documents; logging, routing, and tracking of various Human Resources related documents.

Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, records management, e-mail, and other software programs. Utilizes various HRIS programs.

Establishes and maintains department databases, automated files, lists, and computer records; enters and updates data in databases, to include confidential information; researches and retrieves data from information systems; queries records and reports; and generates reports, lists and other documents from databases.

May serve as backup to other HR Staff in their absence.

ADDITIONAL FUNCTIONS

Performs other duties as assigned.

Minimum Qualifications

Bachelor’s Degree from an accredited college or university in information technology, computer science, human resources management, business administration, public administration, or closely-related field; and
Two (2) years of increasingly responsible HRIS systems management experience (experience with Workday highly preferred); and
Possess (or obtain within fourteen (14) days of hire) and maintain a valid Florida driver’s license.

PREFERRED QUALIFICATIONS
Minimum Qualifications for education and experience must be met before consideration of the following preferred Qualifications:

Professional or training experience with a human resources information system, Workday, NaviLine by Central Square, NeoGov (Online Hiring Center, Onboard, Insight, and eForms), IBM Cognos, Bentek and Laserfiche.
Experience interpreting and applying Florida State Statute 119.

Supplemental Information

KNOWLEDGE, SKILLS, and ABILITIES

Knowledge of Federal, State and local laws, requirements, and regulations as they relate to job functions.
Knowledge of Human Resources Information Systems (HRIS) and HR business processes including recruitment, benefits, payroll, and employee data management.
Knowledge of reporting and analytics tools used to support HR decision making.
Knowledge of HR date governance, data integrity standards, and reporting practices.
Knowledge of administrative policies and procedures.
Ability to manage and contribute to multiple HR projects and priorities.
Ability to maintain and secure confidential information.
Ability to learn and demonstrate knowledge of human resources policies, practices and procedures.
Knowledge of basic records and/or archives rules, techniques and processes.
Ability to interpret and apply laws, regulations, and policies tactfully, firmly, and fairly.
Ability to create and maintain detailed records.
Ability to maintain and secure confidential information.
Demonstrated ability to provide high quality customer service.
Demonstrated ability to evaluate issues and recommend reasonable solutions.
Ability to accurately, effectively, and respectfully communicate digitally, orally, and in writing.
Ability to accurately perform general and specific clerical and administrative functions.
Ability to operate computers utilizing Microsoft Office programs, human resources systems, and records management systems.
Ability to accurately reconcile information contained on reports.
Ability to effectively assist staff with department operations.
Ability to interface in a synergistic manner with other departments.
Demonstrated ability to establish and maintain effective and harmonious working relationships with all persons interacted with during the performance of duties.
Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal supervisory direction.

PHYSICAL AND SENSORY REQUIREMENTS / ENVIRONMENTAL FACTORS

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (15 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed in usual office conditions with rare exposure to adverse environmental conditions.

The City of Boynton Beach, Florida, is an Equal Opportunity Employer (EEO) and Affirmative Action Employer. All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability or any other protected classification as defined by applicable law (except as limited by Personnel Rules, Collective Bargaining Agreements, or bona fide occupational qualifications).

Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if he/she has a physical or mental impairment that substantially limits a major life activity. The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Boynton Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat of significant risk to the health or safety of themselves or others. Requirements are representative of the minimum level of knowledge, skills, and ability.

VETERANS' PREFERENCE:

Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority in the City’s hiring process. Additionally, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements in employment by the City.

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