HRIS Assistant Ii

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New Haven, CT
Apr 19, 2019

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Job Description

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values-integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.

EEO/AA/Disability/Veteran

Summary:
Functions as a system resource and provides support to users of HRIS systems. Effectively communicates with and serves as a liaison between individuals from ITS, Payroll, HR and departments across the Health System to ensure data integrity, troubleshoot problems and correct discrepancies to help ensure timely and accurate processing of employee and payroll information. Provides research and analysis as well as training and assistance to managers to ensure successful resolution of salary administration issues. Performs a variety of administrative and auditing functions to ensure the integrity of confidential data entered into theHuman Resources Information System (HRIS) systems.. Responsible for responding to HRConnect - HRIS Center of Expertise (COE) requests as escalated to our COE. Assists in the maintenance of the HRIS COE articles on the HRConnect knowledgebase. Utilizes integrated computer software application (Lawson) to perform data entry and verification of employee information entered; and to audit all HRIS system transactions submitted by users from across the Health System to ensure the integrity of data compliance with policies and procedures. As such, works with managers to correct errors and identify the need for additional training to reduce future errors. Provides guidance and back-up assistance to the HRIS COE staff..
All functions are performed in accordance with established departmental and organizational policies and procedures. Demonstrates and models outstanding customer service and the key behaviors outlined in the Hospital's Core Success Factors in all interactions.

Responsibilities:
  • 1. Effectively communicates with and serves as a liaison between individuals from ITS, Payroll, Budget,HR and departments across the Health System to ensure data integrity, troubleshoot problems and correct discrepancies. Ensures timely and accurate processing of employee and payroll information. Follows established procedures, as required, to ensure timely resolution of issues and processing of HR information.
  • 1.1. On a daily basis, audits all employee personnel actions (PAs), whether submitted by manager through Manager Self-Service (MSS) and HR department staff through Lawson, ensuring information submitted is accurate and authorized by appropriate management levels.
  • 1.2. Notifies managers of problems, required approvals, and takes corrective action as necessary within one (1) business day of receipt as observed by the Director.
  • 1.3. On a daily basis, runs the Lawson update programs and other related jobs that update Lawson. Produces a variety of PA audit reports, identifies and notes problem transactions on various error reports (PA100, PA113, PA111, YNC36, etc).
  • 1.4. Responsible for triaging escalated HR Center of Expertise and Corporate HRIS tickets to other HRIS staff as required. Responds to HRConnect tickets within established timeframes.
  • 2. Enters employee information into Lawson for select types of transactions that are not available to managers to process through MSS. Corrects data integrity issues identified through audits. Maintains source documents and records not processed through MSS, in an orderly manner prior to and following data entry to ensure the efficient retrieval.
  • 2.1. Data enters employee information into Lawson within time frames established by the Director with 96% accuracy.
  • 2.2. Verifies all data entered into the system on a weekly basis as observed by the Director.
  • 2.3. Performs data entry and/or participates in process for mass actions in support of other HR functions, as required.
  • 2.4. Runs audit reports and ensures processing is accurate. Correcting errors as identified.
  • 3. Develops and maintains working knowledge of HR policies and procedures and expert end user skills of the HRIS systems.
  • 3.1. Maintains resources of HR policies and procedures, Compensation Guides, position control procedures, etc. and effectively utilizes to ensure the data, compliance with policies and procedures, and as a research tool to troubleshoot and resolve issues.
  • 3.2. Assists Managers and Corporate HRIS staff with inquiries about MSS Personnel Actions and Position Control which involves detailed research and history correction.
  • 3.3. Provides HRIS assistance and support to all levels of management across the Health System, and to HR functional users regarding use of MSS, Lawson and ESS applications.
  • 3.4. Participates in testing for upgrades and program changes in Lawson for the Health System
  • 3.5. Identifies improvements to HRIS processes and documents changes as they occur to promote smooth operations as noted by the Director.
  • 4. Responsible for updating HRIS knowledgebase articles on HRConnect. Responds in writing or on the telephone to all valid requests for employment verification to ensure information provided is within Health System guidelines, referring inquiries to the automated employment verification system. Provide assistance to staff inquiries on setting up verification access.
  • 4.1. Creates and maintains HRIS knowledgebase articles on HRConnect as required.
  • 4.2. Serves as a resource to YNHHS employees and third parties utilizing the system for employment verification.
  • 4.3. Creates and maintains HRIS knowledgebase articles on HRConnect as required.
  • 4.4. Responds, in writing, within three (3) days of receipt, to all requests for employment verification from all regulatory agencies and immigration letters as observed by the Director.
  • 5. Ensures confidentiality and security of all employee information..
  • 5.1. Ensures confidentiality and security of all employee information. Handles Personnel Actions and automated data in a sensitive manner to ensure information is maintained with the utmost confidentiality. On a daily basis, when processing Personnel Actions and performing data entry tasks, ensures that computer screens and employee data are not visible when leaving the work area as observed by the Director. Logs off computer terminal when not inquiring or processing information. Assures confidentiality of employee information in conversation and not leaving employee information in the form of paperwork or on-line screen display exposed to the casual observer. On a daily basis, stores secures all reports and documents in appropriate storage area and logs-off all computers prior to leaving the work area as observed by the Director.
  • 6. Performs other Corporate HRIS related duties as assigned by the Director in order to contribute to the efficient operation of the department..
  • 6.1. Works overtime or adjusts personal schedule when requested to accommodate workload 80% of time as noted by Director.
  • 6.2. Performs other job related duties to ensure efficient operation of Department as noted by Director.

    Other information:

    EDUCATION:

    High School Diploma or equivalent, supplemented by computer related courses..

    EXPERIENCE:

    Three (3) to five (5) years of clerical experience, specifically data entry. Demonstrated Customer Service experience in a high volume environment.

    LICENSURE:

    N/A

    SPECIAL_SKILLS:

    Excellent written and verbal communication skills; excellent interpersonal and organizational skills; with attention to detail. Ability to communicate effectively with all levels of the organization. Must be able to manage high volume of communications through email and phones in a professional manner. Excellent keyboarding (50 - 60 wpm) skills; strong working knowledge of Microsoft Windows operating system, Intermediate skills in Microsoft Word and Excel. Ability to learn specific database applications. Ability to understand, utilize and assist departments with Manager Self Service and Human Resource databases (HRDB and Lawson). Knowledge of department and organizational policies and procedures, and ability to develop strong knowledge of organizational structure and reporting relationships. Knowledge of math and basic accounting. Skilled in use of operating and troubleshooting basic office equipment (e.g. copier, fax, calculator, multi-featured telephones, etc.)
    ACCOUNTABILITY:

    Incumbent is accountable for accuracy and timeliness of own work and provides back-up assistance to HRIS COE staff, as needed. Ensures the confidentiality and security of all information relating to work. Responsible for completing data research and making system corrections in a timely and accurate manner. Performs system testing and documents results, noting problems as they arise. Demonstrates key behaviors outlined in the hospital's Core Success Factors. Monitors quality/accuracy of employee information maintenance. Performs accurate data entry of confidential employee information. Accurately corrects personnel actions history after conducting thorough research on issues. Processes sensitive information within department guidelines of accuracy and timeliness. Assists departments with inquiries related to Manager Self Service and the Human Resources database system. Runs various Personnel Action programs to move data into Lawson based on established schedule. Works closely with Recruitment and Budget Departments to resolve transaction and process issues
    COMPLEXITY:

    Position requires the ability to multitask, solve technical problems, anticipate potential problems and work towards error prevention in order to maximize customer satisfaction.
    PHYSICAL_DEMAND:

    Primarily sedentary work sitting within typical office setting without exposure to adverse environmental conditions. Requires occasional ability to lift, push and pull objects such as files and office supplies up to 30 pounds and/or continuously up to 10 pounds; and occasional moving about on foot to accomplish tasks, walking long distances or moving from one work site to another. Continuous use of telephones requiring ability to hear and speak to convey detailed or important instructions accurately, loudly or quickly; and continuous use of computer and other office equipment requiring fingering and excellent keyboarding skills.

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    Job Info

    Job: 6775

    Department: HRIS
    Category: Info Tech Svc (its)
    Status: Full Time
    Shift: DAYS
    Hours: 40.00

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