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Human Resources Analyst - Substitute Management and Employee Clearance - Human Resources Systems Jobs in Suwanee, GA

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Human Resources Analyst - Substitute Management and Employee Clearance - Human Resources Systems

Gwinnett Daily Post

License and Certification Qualifications: Current professional HR certification issued by HRCI (PHR or SPHR) or SHRM (SHRM-CP or SHRM-SCP) preferred.

Education Qualifications: Bachelor's degree in related field required.

Experience Qualifications: Five years of progressively responsible experience in business administration, human resources, or a related field required. Previous supervisory experience preferred.

Skills Qualifications: High degree of skill in oral and written communication; high degree of skill in organization and problem-solving; demonstrated knowledge and skill with computer software including PeopleSoft and Microsoft Office Suite; ability to prepare comprehensive reports, draft professional business correspondence, and process transactions; ability to multitask; demonstrated ability to effectively analyze information and data, respond to inquiries and requests from other managers, employees, and the general public; ability to maintain a high level of professionalism and confidentiality; ability to analyze existing processes, identify areas for improvement, and design and implement process improvement initiatives; ability to act as a representative of Gwinnett County Public Schools (GCPS) and to establish professional working relationships with outside customers; ability to comfortably conduct presentations to audiences of varying size and organizational makeup; and ability to work across functional boundaries and interact with employees at all levels of the organization.

Primary Responsibilities: Manage the functions associated with the planning and implementation of substitute management operations by providing world-class customer service to local schools by fulfilling substitute needs and oversee the activities and processes associated with unemployment compensation, employment eligibility verification, employee fingerprinting, and criminal background check clearance.

1. Manage substitute processes for the purpose of complying with all district, state, and federal regulations.
a. Supervise and train substitute management team members.
b. Review completed substitute applications and approve job offers for substitutes via the applicant management system, AppliTrack.
c. Review requests for substitute extended pay and ensure all requests are approved by payroll cut-off.
d. Investigate reports received from the Georgia and National Crime Information Centers on criminal background checks for substitutes and take appropriate action.
e. Work with local schools and the Payroll Services Department to ensure timely and accurate substitute payroll and reconcile any substitute payroll discrepancies.

2. Provide world-class customer service to local schools by fulfilling substitute needs.
a. Guide local schools in locating available substitutes for daily and extended substitute assignments.
b. Provide training on how to utilize the substitute management system.
c. Provide Local School Substitute Representatives with the tools and resources necessary to help secure qualified substitutes and fill vacancies.
d. Prepare and facilitate the annual Local School Substitute Representative meetings.

3. Manage the processes associated with the automated substitute placement and absence management system, Absence Management.
a. Field customer issues/questions concerning Absence Management and determine appropriate course of action.
b. Manage the web alert posting process to support local school substitute management needs.
c. Oversee the entry and maintenance of all active campus users and organizational users in Absence Management.
d. Manage the processes associated with implementations, upgrades, and enhancements of the Absence Management system.
e. Manage the reporting processes in Absence Management and provide reports to leadership as requested.
f. Ensure all data in Absence Management is accurate and work to resolve any technical issues.

4. Manage the internal investigations process related to alleged substitute misconduct.
a. Oversee the Substitute Assessment Forms process and completion of all supporting documentation.
b. Work with local schools to gather information supporting the alleged substitute misconduct.
c. Review investigation reports prepared by the Coordinator and ensure recommendations for action are appropriate.
d. Verify the maintaining of reports for tracking internal investigations and ensure incidents are reported in the HR Case Summary database as appropriate.

5. Oversee the Substitute Teacher Orientation sessions and processes regarding orienting new substitutes to the district.
a. Facilitate regular Substitute Teacher Orientation sessions to ensure substitutes are provided with the tools and resources to successfully serve the local schools.
b. Develop, maintain, and revise communication materials for Substitute Teacher Orientations.
c. Ensure all new substitutes complete new hire data packets and complete necessary fingerprinting/criminal background checks in compliance with state and federal regulations and district policy.

6. Coordinate the functions involved with substitute management reporting.
a. Generate and analyze substitute management reports in Absence Management.
b. Create and generate new reports as needed to meet the needs of substitute operations.
c. Provide substitute data for the monthly Board reports in an accurate and timely manner.

7. Manage the functions associated with maintaining the district's substitute teacher, paraprofessional, and clinic worker training programs.
a. Ensure the training programs and applicant data exports run smoothly and that applicants are able to complete the training in a timely manner.
b. Ensure world-class customer service is provided to all applicants during the training process.
c. Monitor and update the substitute training programs to align with current operations and implement improvements in the user experience.
d. Work with the Media Services and Technology Training Department to implement training functionality improvements.

8. Coordinate the functions associated with maintaining an active substitute pool.
a. Ensure applicable retiree and part-year employees are processed in an accurate and timely manner.
b. Facilitate the substitute mass termination process to maintain an active substitute pool.

9. Develop and implement recruiting plans designed to increase the substitute pool.
a. Coordinate the participation and representation of the district at various job fairs and expositions to recruit qualified substitute employees.
b. Track recruitment activity and metrics to determine future recruitment planning.

10. Develop and publish substitute management communication materials for the district.
a. Oversee the preparation and dissemination of information and materials regarding substitute employment.
b. Maintain substitute management information on the Substitute Center website and update content as needed.

11. Manage the administration of unemployment compensation processes.
a. Analyze unemployment claims and data in the unemployment database and provide reports to leadership as requested.
b. Maintain an understanding of all rules, regulations and laws related to unemployment compensation, stay abreast of changes, and ensure that existing practices or processes are compliant and recommend changes where appropriate.
c. Serve as the backup for unemployment hearings and compile necessary documentation for unemployment hearings.
d. Serve as the district representative, as needed, for unemployment related matters and Department of Labor hearings and communications.
e. Contribute to the continuous improvement of the unemployment compensation process.

12. Manage the I-9 (E-Verify) Employment Eligibility Verification process.

13. Manage the criminal background check process.
a. Oversee the annual criminal background check process for all existing employees through which 20% of the employee population completes the criminal background check process each year.
b. Oversee the issuance of employee photo identification cards for district employees.

14. Ensure world-class customer service is provided by the Substitute Management and Employee Clearance Office.
a. Assist staff in resolving complex issues.
b. Research, review, and respond to customer inquiries in an accurate and timely manner.

15. Manage the continuous improvement efforts for all departmental processes

16. Perform other duties as assigned.

Physical Demands:
While performing the duties of this job, the employee is frequently required to sit for extended periods of time. The employee is also required to talk, hear, stand, and walk. The employee may be required to use hands to finger, handle, feel, and/or reach. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Oct 05, 2021. Gwinnett County Public Schools Jobs from Gwinnett Daily Post

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