Assistant, Human Resources Information Systems (HRIS)

Breathe Project; Pittsburgh (Allegheny County); On-site; USD 42,000 - 54,000; Full time

Job summary

The Breathe Project is seeking an Assistant, HRIS to support data entry for employment changes and maintain system hygiene across HRIS platforms. You will help with operational staffing and recruitment activities as needed in a fast-paced environment.

Ideal candidates have 1–2 years in data entry/HRIS, strong Excel skills, and a commitment to accuracy and confidentiality in handling personnel records. This on-site role is based in Pittsburgh, with regular reporting and cross-team collaboration.

Qualifications

• Requires data entry experience in HRIS/databases.
• Familiarity with HRIS processes and reporting.
• Strong attention to detail and accuracy.
• Knowledge of personnel records and confidentiality.

Responsibilities

• Enter all new hires, promotions, transfers, and separations into HRIS.
• Perform data entry and maintain system hygiene across HR databases.
• Run reports and assist with staffing decisions.
• Administer ID badge requests for new hires and staff.
• Maintain and audit personnel files (digital and hard copy).
• Respond to HRIS inquiries and support fronts to customers.
• Collaborate with departments to resolve data issues.
• Assist with audits and periodic data integrity checks.

Skills

Data entry

HRIS knowledge

Analytical skills

MS Office

Attention to detail

Communication skills

Confidentiality

Education

High School Diploma or GED

Associate's or Bachelor's Degree in HR or Information Systems (preferred)

Tools

Munis

Frontline

Job description

JOB DESCRIPTION SUMMARY

The Assistant, Human Resources Information Systems (HRIS) is responsible for data entry for employment changes including but not limited to processing all new hires, promotions, transfers and separations, and conducting system hygiene in all HRIS systems. The Assistant, HRIS assists with operational staffing and recruitment activities as needed

WORK MONTHS

12

ESSENTIAL FUNCTIONS

• Assist with operational staffing including but not limited to processing data, managing accounts, running reports, maintaining system hygiene, and answering customer service inquiries.
• Conduct data entry, maintain system hygiene, and maintain operational efficiency in all Human Resource databases and systems.
• Enter all new hires, promotions, transfers, and separations into the Human Resources Information systems.
• Ensure all pre-employment documents and demographic information are accurately reviewed, entered into the Human Resources Management System, and filed for each new hire.
• Administer the ID badge request and generation process for new hires and current employees.
• Address Frontline Absence Management and HRIS data inquiries in a responsive, customer-focused manner in order to provide satisfying first-tier response.
• Collaborate with various departments and teams to address data entry concerns and/or errors.
• Conduct file management and routine maintenance of digital and hard copy personnel information and folders including, but not limited to, auditing, labeling, and filing of personnel folders, processing and filing incoming paperwork, updating digital and hard copy records, refiling transfers, promotions, separations, and purging old files.
• Assist in running reports, entering data, and monitoring information that supports recruitment and staffing decisions.
• Manage and organize the communications sent and received from shared HR email accounts.
• Perform operational tasks as it relates to internal staffing seasons.
• Document HRIS Team standard operating procedures and recommend improvements.
• Assist the HRIS Manager and HRIS Specialist with regular audits to ensure data integrity, and with various projects during periods of high volume.
• Serve as a backup to complete employment verification and change of address requests in the absence of the Project Manager, Human Resources
• Communicate effectively and confidently at all levels, over the phone, face-to-face and by email.
• Other relevant duties as assigned by supervisor in support of the Department of Human Resources goals and objectives and the District's mission and Superintendent's Priority Goals.

EDUCATION REQUIRED

• High School Diploma or GED (General Education Development)
• Associate's or Bachelor's Degree in Human Resources or Information System Preferred

CERTIFICATION/LICENSURE REQUIRED

N/A

YEARS OF EXPERIENCE

1-2 years in data entry/management preferred

KNOWLEDGE, SKILLS, & ABILITIES

• Experience managing, reviewing, and entering data into Human Resource Information Systems (HRIS) or other databases (Munis and Frontline preferred).
• Strong analytical skills and an aptitude for data.
• Demonstrated proficiency in HRIS software and Microsoft Office Suite (Word, Excel, Outlook, Access, PowerPoint).
• Demonstrated organizational skills including time management, ability to manage multiple priorities with competing deadlines, attention to detail and capacity to solve problems.
• Understanding of human resources practices, polices, and procedures.
• Ability to work both collaboratively and individually, under pressure with multiple competing deadlines, and with cultural, educationally, and racially diverse internal and external customers.
• Ability to exercise a high degree of confidentiality, professionalism, poise, tact, and diplomacy to accomplish objectives.
• Excellent verbal and written communication skills.
• Value, demonstrate, and promote diversity, equity, and inclusion.

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

The working conditions and physical requirements described here are representative of, but not limited to, those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made.

• This position primarily operates in a central office work environment.
• Regular use of computer and standard office equipment, including prolonged periods of sitting, typing, and viewing screens.
• May occasionally lift and carry materials weighing up to 25 pounds (e.g., file boxes).

APPLICANT ELIGIBLE CRITERIA

N/A

CITY OF PITTSBURGH RESIDENCY REQUIREMENT / Board Policy 308

This position falls within the requirements of Board Policy 308.