TITLE Employment Specialist
CLASSIFICATION NUMBER 1338
IMMEDIATE SUPERVISOR Assistant Director of Human Resources, Employment and Employee Relations
MAJOR ADMINISTRATOR Director of Human Resources
The Employment Specialist is responsible for the employment process for support staff positions, including assisting with the preparation of vacancy announcements, screening applications for minimum education and experience requirements, monitoring reference checks, administering clerical testing, assisting with the scheduling of departmental interviews, and extending job offers. The Employment Specialist manages the bid process for bargaining unit employees, coordinates and submits order requests and payment requests for temporary employee services for University departments, responds to unemployment claims and employment verifications, maintains departmental web pages, and verifies eligibility of payment for Certified Professional Secretary classes and certification exam.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Bachelor's degree with emphasis in human resources, business administration, management, psychology, or a related field is required.
Experience: At least one year of professional personnel experience involving the recruitment and selection of new employees is required.
Skills: Effective oral and written communication skills are required. Effective interpersonal skills are required. Computer skills are required. Must have knowledge of relevant employment laws, including but not limited to Affirmative Action, Americans with Disabilities Act, and federal and state labor laws. Must be able to work under pressure and have the ability to perform multiple tasks simultaneously. Must be detail-oriented, highly organized, have the ability to work independently, and make sound decisions. Experience maintaining web pages is preferred.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Coordinates the employment function for support staff by preparing vacancy announcements, screening applications for minimum qualifications, monitoring the checking of references, coordinating the employment process with hiring departments (clarifying minimum qualifications, providing clerical testing results, scheduling final interviews, determining start dates and starting salaries, coordinating physical examinations, coordinating background checks, and following up with new employees), identifying applicants in protected classes, assuring compliance with affirmative action/equal employment opportunity guidelines and procedures, and documenting reasons for non-selection.
2. Assists in identifying qualified clerical applicants by coordinating the testing of all applicants for clerical positions.
3. Provides information to applicants and potential applicants about the University and vacant positions by responding to inquiries about vacancies.
4. Coordinates the services of temporary workers by responding to departmental requests for temporary staffing, screening, placing temporary staff, contacting staffing agencies for temporary services when needed, and invoicing departments for temporary services.
5. Coordinates the employment process for bargaining unit employees by managing the bid process for posting bids, screening bids submitted for minimum qualifications, and posting awards.
6. Helps to assure the proper utilization of the University's financial resources by monitoring unemployment claims, protesting claims, attending hearings, and submitting payment requests for quarterly reimbursements to the state for claims.
7. Responds to requests for employment and salary information on employees by providing written verification of employment and salary history.
8. Assists with the coordination of the Certified Professional Secretary certification process for the University by reviewing eligibility and processing requests for payment of the University's portion for participation in the classes and certification exam.
9. Counsels employees and supervisors regarding employment conditions, provides information involving personnel policies and regulations, and attempts to resolve misunderstandings concerning these matters.
10. Provides assistance to the Assistant Director in coordinating employment functions for professional staff positions, i.e., preparing the vacancy announcement and conducting new employee orientation.
11. Assists in maintaining the Office of Human Resources web pages.
12. Maintains competency and professional currency through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the Assistant Director of Human Resources, Employment and Employee Relations.
13. Contributes to the success of the Office of Human Resources by performing other duties as assigned and assisting in other Human Resource areas as needed.
The Employment Specialist is supervised by the Assistant Director of Human Resources, Employment and Employee Relations.
OFFICE OF HUMAN RESOURCES
REVISED JULY 2008
JOB FAMILY 4
Factor 1: Professional Knowledge, Skill, and Technical Mastery
Level 3 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.
Factor 2: Supervisory Responsibility
Level 1 - 50 Points: Typically, little, if any, supervision of others is required. The job may require irregular but occasional responsibility to direct the work of student workers and/or temporary or part-time workers. The nature of supervision is largely confined to assigning tasks to others and does not include a full range of supervisory responsibilities. The amount of time spent on directing the work of others is normally a small portion of total work time.
Factor 3: Interactions with Others
Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.
Factor 4: Job Controls and Guidelines
Level 2 - 250 Points: The employee carries out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the employee must select from the most appropriate of several guidelines and make minor adjustments to methods. Unforeseen situations are normally referred to others for resolution. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on the assignment, the employee uses diverse, but conventional, methods, techniques, or approaches. Employees in jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.
Factor 5: Managerial Responsibility
Level 3 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.