HR Specialist

Job Title: HR Specialist

Regular or Temporary: Regular

Salary Range: Commensurate With Experience
Location: Tyler, TX

The HR Specialist has responsibilities coordinating several key areas within TJC Human Resources including: Leaves of Absence administration, Workers’ Compensation administration, as well as HR data management and reporting. Responsible for TJC personnel files and considered the Custodian of Records.
ESSENTIAL FUNCTIONS and DUTIES
Leaves of Absences

• Administers all aspects of staff and faculty leaves of absences (LOA) to include tracking of employees and the time used, managing medical documentation and leave decisions, payment for benefits while on LOA, entering HRIS updates, and the tracking and approval of requests for reasonable accommodations under ADA.

• Provides individual case management for sensitive accommodation and disability life events.

• Manages all aspect of accommodations, leave of absence and disability including the development and implementation of processes and procedures.

• Responsible for leave of absence case management including overlap into and/or from Workers’ Compensation cases.

• Consults, advises, and participates in the administration of time off programs in alignment with policies and plan documents, process and procedure documentation, and compliance with applicable legal and regulatory requirements.

• Maintains reasonable communication with employees on leave and the employee's managing department to facilitate a smooth and timely return to work.

• Maintains the confidentiality and integrity of the employees' medical documentation and leave information.

Workers’ Compensation – administer program and files

• Receive and process accident reports and workers’ compensation claims. File all insurance forms and reports including wage statements, first report of injury, supplement report, and job information in a timely manner.

• Establish and maintain contact with injured employees and provide assistance with claims and obtaining health care.

• Communicate with workers’ compensation insurance carrier, doctors, nurses, departments, and health care providers to enable appropriate processing of claims.

• Work closely with department staff and managers to facilitate reporting work-related illnesses and injuries.

• Compile, maintain, and file all reports, records, and other documents as required including Workers’ Compensation records and confidential medical certifications.

• Coordinates with departments to determine if light duty work is available within their medical restrictions.

• Coordinate claims with departments and with TPA/Claims Adjuster on medical claims, loss time claims, and other related Worker’s Compensation procedures.

• Prepares and maintains summary reports and statistical information related to injured employees.

HR Data Management & Recordkeeping

• Responsible for processing confidential employee information and for maintaining employee records on a Human Resource Information System (HRIS).

• Responsible for the accuracy of personnel data at the time of entry and on an ongoing basis.

• Resolves questions and problems related to source documents, data entry, and HR actions for assigned schools/departments from employees, hiring managers, and HR staff.

• Researches unclear information.

• Maintains and files employee documents into an electronic document system.

• Handles employee information with strict confidentiality.

• Assists with research and responses for Open Records Requests.

• Responsible for ensuring that all paper and electronic records within the assigned area are maintained, managed, and stored properly.

• Advises HR staff in proper records management techniques.

• Prepares data and assists with the submission process for state-mandated reporting cycles.

• Assists with the development of HR metrics reporting procedures to analyze, test and implement new technical solutions,

• Ensures the highest level of accuracy for data entered into HR data systems to ensure successful data audits and payroll processing.

• Sets up and maintains electronic-time-reporting functions for employee and supervisor access.

• Assists benefits staff with annual benefits rate updates as needed and reviews updates for accuracy.

• Ensures system compliance with data security and privacy requirements

COMPETENCIES

• Experience using Human Resources Information Systems (HRIS), preferably Ellucian Banner.

• Must be proficient with Microsoft Office, including Microsoft Excel, Outlook, and Word, email and other software applications as required.

• Knowledge of pertinent federal and state regulations, filing and compliance requirements affecting leaves of absence and Workers’ Compensation.

• Maintain strict confidentiality in verbal and written communications

• Must be accurate and thorough.

• Demonstrate excellent organizational and problem-solving skills.

• Ability to exercise sound judgment in prioritizing and time managing work

• Meticulous attention to detail and the ability to maintain the highest level of confidentiality.

• Effectively deal with multiple and changing priorities as well as demonstrate initiative; able to undertake prompt, appropriate action to correct any inaccuracies.

QUALIFICATIONS
Required Education/Experience

• Associate’s degree and three (3) or more years’ experience in leave administration, Workers’ compensation administration and/or HRIS data management or equivalent combination of education and experience.

• Superior customer service skills, with effective communication skills, both verbal and written.
• Attention to detail and accuracy.
• Strong analytical and problem-solving skills.

Preferred Education/Experience

• Bachelor’s degree in Human Resources, Business Administration or related field.

• Five (5) or more years’ experience with leave administration, Workers’ compensation administration and/or HRIS data management.

• Broad working knowledge of federal, state, and local leaves and disability laws.
• Bilingual English/Spanish, written and verbal.

EXPECTATIONS

• Perform other duties as assigned.

• Will have contact – in person, by email, or by phone – with staff, students, and the general public.

• Must exhibit a sensitivity to and an understanding of the diverse academic, socio-economic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.

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NOTE: With or without reasonable accommodation, the individual in this position must possess the competencies and must be able to perform the essential functions and duties of the job as described above - including essential tasks requiring specific physical demands. The position description is not inclusive of all responsibilities and expectations and may be amended with or without prior notice.

Job Type: Full-time