Employee Services Liaison (HUMAN RESOURCES REPRESENTATIVE)

Job Responsibilities

30% Under direction, serves as an Employee Services Liaison performing complex and specialized technical human resource functions for the Department of Innovation & Technology (DoIT):
⦁    Provides advice and interpretation to management and staff regarding position funding, vacancy reconciliation, personnel actions and other human resources administration functions.
⦁    Communicates and works directly with supervisory staff to prepare Personnel Action Request forms (PARs).
⦁    Monitors and tracks requests to ensure timely completion and submission of required documents.
⦁    Utilizes and updates the DoIT Hiring Portal ensuring appropriate steps in the process are documented and verified.
⦁    Consults with Human Resources (HR) management staff regarding complex HR issues. 
⦁    Completes special projects or requests from the Employee Services Manager, Human Resources Director and other HR Managers. 
⦁    Utilizes the State of Illinois Alphabetic Listing of Position Titles and DoIT organizational charts in performance of duties.

25% Communicates and works directly with divisions/groups within DoIT to prepare Personnel Action Request forms (PARs):
⦁    Independently obtains all requisite documentation, approvals, and verifications required for personnel actions.
⦁    Provides guidance and direction to management and staff regarding HR processes, policies and procedures.
 

Job Responsibilities Continued

20% Updates and maintains the DoIT HR database with employee and position information in a timely manner:
⦁    Pulls and prepares reports.  
⦁    Updates and maintains vacancy tracking spreadsheet daily.   
⦁    Communicates and works directly with divisions of DoIT to review and analyze organizational structure to optimize resources.
⦁    Initiates modifications needed to reflect changing priorities involving staffing and budget.

10% Liaises with supervisors regarding various human resources issues arising from on-boarding and off-boarding activities:
⦁    Initiates Employee Entrance and Exit forms. 
⦁    Monitors email for responses from supervisor to ensure timely processing of documents and/or paperwork by mandated timeframes.

10% Provides assistance to the Employee Services Manager and Employee Services Lead regarding audit requests: 
⦁    Assists in gathering data and information to fulfill audit requests. 
⦁    Prepares required audit documents, reports and spreadsheets

5% Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

1. Requires knowledge, skill and mental development equivalent to completion of four (4) years college
2. Requires one (1) year of professional experience, preferably in human resources

OR

1. Requires satisfactory completion of an agency approved training program.

Specialized Skills

1. Requires one (1) year of professional experience in position funding and vacancy reconciliation.
2. Requires one (1) year of professional experience in onboarding and offboarding procedures.
3. Requires one (1) year of professional experience providing advice and interpretation to hiring managers regarding human resources functions

Preferred Qualifications (In Order of Significance):

1. One (1) year of professional experience in position funding and vacancy reconciliation.
2. One (1) year of professional experience in onboarding and offboarding procedures.
3. One (1) year of experience providing advice and interpretation to hiring managers regarding human resources functions
4. One (1) year of experience providing data for audit requests
5. Extensive knowledge utilizing Microsoft Office Suite applications including but not limited to Visio, Teams, Outlook, Word, Excel, and SharePoint.
6. Ability to remain organized while multi-tasking and prioritizing a high volume of work.
7. Ability to analyze and diagnose administrative issues and coordinate efforts to resolve.
8. Ability to maintain satisfactory working relationships with others.
9. Developed verbal and written communication skills to present information to others with clarity and precision.

Conditions of Employment

NOTE: Applicants must possess the ability to meet ALL of the following conditions of employment, with or without reasonable accommodation, to be considered for this position.

1. Requires the ability to verify identity.
2. Requires employment authorization to accept permanent full-time position with the State of Illinois
3. Requires the ability to pass a position specific, agency required background check.
4. Requires self-disclosure of criminal history.
5. Requires the ability to work outside of normal hours to meet deadlines.
6. Requires the ability to work overtime including scheduled, unscheduled, short notice, evenings, weekends, and holidays.
7. Requires the ability to travel.
8. Requires the ability to use agency supplied equipment such as laptop, personal computer, work cell phone, etc.
9. Requires the ability to attend seminars, conferences, and training to remain current on methods, tools, ideologies, or other industry related topics relevant to job duties.
10. Requires the ability to lift and carry objects or equipment weighing up to 10 pounds. This is considered sedentary work as defined by the U.S. Department of Labor (20 CFR 404.1567(a)). Sedentary work involves lifting no more than 10 pounds at a time and requires occasional lifting, carrying, walking, and standing.

The conditions of employment listed are incorporated and/or related to any duties included in the position description.