Human Resources Regional Assistant II, III - Hawaii Human Resources Regional Office

Hawaiʻi State Department of Education; Hilo (HI); On-site; USD 40,000 - 44,000; Full time

Benefits offered by this job

Holidays

Vacation

Sick Leave

Health Insurance

Life Insurance

Flexible Spending Accounts

Retirement Plan

TSA

Deferred Compensation

Temporary Disability Insurance

Union & Collective Bargaining

Job summary

Hawaiʻi State Department of Education seeks an experienced Human Resources Regional Assistant III to support regional HR operations in Hawaii. The role includes talent acquisition, position control, leaves, and employee records management, interfacing with district staff and school personnel.

Responsibilities include advising leadership on HR strategies, processing transactions, conducting background checks, and coordinating performance management and talent development activities.

Qualifications

• General Experience: Progressive responsible general office clerical experience with knowledge of office practices and procedures.
• Specialized Experience: Clerical experience in an office with HR rules, regulations, and program requirements; customer interaction.
• For HR Regional Assistant III, supervisory aptitude is required.

Responsibilities

• Review and consult with state level personnel to guide HR operations and transactions.
• Respond to assistance requests and provide talent development updates on personnel rules and BU procedures.
• Independently manage regional talent acquisition needs and maintain position control; communicate with leadership and staff.
• Process position actions, documentation, and funding changes.
• Advise leadership on talent acquisition strategies and execute related transactions.
• Conduct criminal history checks, fingerprinting, and background clearance activities.
• Develop and maintain a regional leave accounting system and review leave requests for compliance.
• Coordinate talent management activities, transfers, staff reassignments, casual hiring, reductions in force, and performance management.
• Draft documents related to grievance, investigations, and disciplinary matters for HRRO review.
• Assign and supervise student helpers and lower level staff, including training support.
• Screen visitors and calls, providing information to public and staff while interpreting rules and policies.
• Manage HRRO office records, payroll, travel reimbursements, and supplies.
• Provide regional office coverage and participate in development initiatives.

Job description

Job Description

The authorized level of the position is Human Resources Regional Assistant III. Applications are being accepted down to the Human Resources Regional Assistant II in the event of recruiting difficulties.

Salary Range

• Human Resources Regional Assistant II, SR-11: $3,606.00 per month
• Human Resources Regional Assistant III, SR-13: $3,900.00 per month

Examples of Duties

• Reviews, conducts research, and consults with state level personnel to provide guidance to HRRO, complex area leadership, district support staff, and school personnel to resolve technical HR matters and process related transactions.
• Responds to assistance requests, provides talent development and updates on any changes in personnel rules, contract provisions, and Department procedures to ensure a clear understanding of the application in talent management activities.
• Independently determines and anticipates unique school/office talent acquisition and position needs by maintaining and monitoring a regional position control system: communicating with the complex area leadership, district support staff, and school administrators; reviewing school/office financial data; reviewing state position and system data; and processing related transactions.
• Monitors and initiates position actions and ensures proper completion of all documentation, such as establishment/abolishment of positions, position extensions, increase and decrease of full time equivalence, position transfers, and fund changes.
• Exercise independent judgment to provide options and advice to complex area leadership, district support staff, and school administrators on talent acquisition to address needs; recommends suitable methods/strategies based on time frame, availability of applicant lists and historical data; assists to recruit talent; and processes related transactions.
• Performs employee criminal history checks, fingerprinting, background clearance activities/transactions, and suitability requests, traveling to other sites if needed.
• Independently develops and maintains a regional leave accounting system, conducts final review of all leave and unauthorized leave without pay requests for compliance with rules, regulations, guidelines, and BU contracts and prepares for HRRO approval.
• Independently coordinates, monitors, and provides information to facilitate talent management/HR activities for the region, including TATP/transfers and/or staff reassignments, casual personnel hiring and extensions, reduction-in-force, and performance management.
• Reviews and drafts documents related to grievance, investigation, directed leave, and disciplinary matters for HRRO or complex area Leadership and prepares responses to union requests for the HRRO’s review, consulting with HRRO when needed.
• Assigns, prepares, and supervises the operational work assignments and schedules of student helpers and lower level staff. Assists with the training and development of assigned staff.
• Receives and screens visitors and telephone calls and provides information to the public, complex area leadership, district support staff, and school/office personnel, which require the use of judgement and interpretation of rules and regulations, policies and procedures, BU contracts, memoranda of agreement, etc.
• Manages the HRRO office and records, providing support to the HRRO with letters and documents; processing payroll, payments, travel and mileage reimbursements; ordering forms and supplies; mail management; and processing office personnel action forms.
• Provides designated regional office and staff coverage when assigned.
• Participates in talent acquisition, development and retention activities and professional development to help integrate within their functions.

Minimum Qualifications

Experience Requirements: Except for the substitutions provided for in this specification, applicants must have had progressively responsible experience of the kind, quality, and quantity described.

Class Title General Exper (years) Specialized Exper (years) Supervisory Exper (years) Total (years)

Human Resources Regional Assistant II 1 2 0 3

Human Resources Regional Assistant III 1 3 * 4

General Experience: Progressively responsible experience in general office clerical work, which involved the performance of a variety of clerical tasks. Such tasks must demonstrate knowledge of office practices and procedures, the ability to deliver procedures in work systems, operate various office equipment, and use technology (i.e., software programs, internet applications, e‑mail, etc.).

Specialized Experience: Responsible clerical experience in an office where the work required knowledge, understanding, and application of pertinent human resources rules, regulations, procedures, and program requirements. Such experience must also demonstrate proficiency in interacting and communicating with the public and collaborating with coworkers. Experience as a School Administrative Services Assistant, secretary, or office manager may qualify, provided that a portion of the experience required an understanding and delivery of policies, transactions, and administrative support of the organization.

For the Human Resources Regional Assistant III level, applicants must show they possess supervisory aptitude. Supervisory aptitude is the demonstration of aptitude or potential for the performance of supervisory duties through successful completion of regular or special assignments that involve some supervisory responsibilities or aspects of supervision (i.e., serving as a group or team leader; similar work in which opportunities for demonstrating supervisory capabilities exist; completing training courses in supervision accompanied by application of the skills in work assignments; or favorable appraisals by a supervisor indicating the possession of supervisory potential).

Substitutions Allowed

• Successful completion of any post‑high school education from an accredited educational institution may be substituted for the General Experience based on 15‑semester credits for six (6) months of experience, up to one (1) year.
• A bachelor’s degree from an accredited college or university may be substituted for one (1) year of General Experience and two (2) years of Specialized Experience. Applicants possessing this educational qualification are deemed to have met all of the requirements for the Human Resources Regional Assistant II level.

Quality of Experience

Possession of the required years of experience will not in itself be accepted as proof of qualification for a position. The applicant’s overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that the applicant has the ability to perform the duties of the position for which s/he is being considered.

Driver's License Requirement

This position requires a current, valid driver’s license.

Lifting Requirement

This position requires the ability to lift and carry objects weighing up to forty (40) pounds unassisted.

Supplemental Information

The advertised salary is based on full‑time employment and includes shortage and school year differentials, if applicable.

Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. Unless specifically indicated, the required education and experience may not be gained concurrently. Calculation of experience is based on full‑time, 40‑hour workweeks. Part‑time experience is pro‑rated. Example: Twelve months of experience at 20 hours/week is equivalent to six months of experience, not one year. Also, hours worked in excess of 40 hours/week will not be credited. Example: Twelve months of experience at 60 hours/week is equivalent to one year of experience, not one and a half years.

Temporary Assignment: Claims of Temporary Assignment (TA) experience to meet the minimum qualification requirements must be verified and attached to the application using one of the options below:

• A copy of the applicant’s TA History Report or equivalent system‑generated report;
• A signed letter from the applicant’s supervisor that includes the applicant’s name, his/her TA job title, the TA start and end dates (from mm/yy to mm/yy), his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked; or,
• Copies of the applicant’s signed SF‑10 Forms.

Information about Temporary Positions: Temporary positions may be extended year to year, dependent upon funding and departmental needs. Making yourself available for temporary positions increases your employment possibilities and may lead to permanent opportunities. A person hired for a temporary position may also become a temporary employee upon satisfactory completion of the initial probation period of at least six months. Once a temporary employee, you would be eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits as afforded to an employee in a permanent position, with the exception of return rights and placement rights associated with a reduction‑in‑force.

Equal Opportunity

The Hawaii State Department of Education does not discriminate in its educational policies, programs, and activities on the basis of sex, race, color, religion, national origin, age, and disability in accordance with Title IX of the Education Amendments of 1972, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Age Discrimination Act of 1975, and Americans with Disabilities Act of 1991. The Department does not discriminate in its employment policies, programs, and activities on the basis of sexual orientation, arrest and court record, and National Guard participation, as well as on the basis of sex, race, color, religion, national origin, age, and disability, in accordance with Title VII of the Civil Rights Act of 1964, Age Discrimination in Employment Act of 1967, Americans with Disabilities Act of 1991, Equal Pay Act of 1963, and Chapter 378, Part I, Hawaii Revised Statutes.

Payday

New employees can expect their first paycheck within the first 3 pay periods of their start date. Payday is on the 5th and 20th (or previous business day) of every month.

Benefits

• Holidays: You may be eligible for 13 paid holidays each year; 14 holidays during an election year.
• Vacation: Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year.
• Sick Leave: Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year. Accumulated (unused) credits may be used toward computing retirement benefits.
• Health Insurance: If eligible, the State pays a part of the premiums for each employee’s enrollment in a State sponsored Medical, Drug, Vision, and Adult Dental Plan.
• Group Life Insurance: The State provides a free life insurance policy for employees and retirees.
• Premium Conversion Plan: Participating employees may increase their take‑home pay by having the State deduct the cost of health care premiums before payroll taxes are withheld.
• Flexible Spending Accounts: Eligible employees can reduce their federal and state income taxes and social security taxes through a tax‑savings benefit program called Island Flex. This program allows employees to set aside money from their paychecks to pay for out‑of‑pocket health care expenses and eligible dependent care expenses on a BEFORE‑TAX basis.
• Retirement Plan: The State contributes to a retirement plan for eligible employees. Generally, employees with at least 10 years of credited service and who have reached 62 years of age or have 30 years of credited service and are 55 years old may retire and receive benefits.
• Tax Shelter Annuity (TSA): If eligible, Department employees are able to participate in a tax shelter annuity program. The TSA plan allows eligible employees to contribute pre‑tax dollars to an employee‑selected investment service provider authorized to provide TSA products.
• Deferred Compensation: The State offers employees a tax deferred (sheltered) retirement investment program. This program is an opportunity to build a retirement nest egg through voluntary payroll deductions. Several investment options are available.
• Temporary Disability Insurance: Qualified employees may be eligible to receive benefits for a disability caused by a non‑work related injury or illness under this program.
• Social Security: As an employer, the State also contributes to an employee’s social security account.
• Workers’ Compensation: If an employee is injured while on the job, benefits covering medical expenses and partial wage support may be available through workers' compensation.
• Union & Collective Bargaining: Employees have the right to join the union for collective bargaining with the State and employee representation. Some employee unions provide discounts, insurance and other opportunities. Employees may also decide not to join a union, however, employees are required to pay union service fees unless the employee’s job is excluded from collective bargaining.

The above is intended as a general summary of the benefits offered and is subject to change. This does not constitute a contract or binding agreement. Benefits vary by type of employment appointment and collective bargaining agreements.