1338 Employment Specialist

POSITION IDENTIFICATION

TITLE Employment Specialist

CLASSIFICATION NUMBER 1338

GRADE 42

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Assistant Director of Human Resources, Employment

GENERAL FUNCTION

The Employment Specialist is responsible for the employment process for full-time and part-time support staff positions and full-time and per course faculty positions, including assisting with the review of vacancy announcements using the applicant tracking system, reviewing applications for minimum education and experience requirements of applicants recommended for hire, monitoring reference checks, and extending job offers. The Employment Specialist manages the bid process for bargaining unit employees, coordinates and submits order requests and payment requests for temporary employee services for University departments, responds to unemployment claims and employment verifications, maintains departmental web pages, prepares rosters and conducts training sessions for the applicant tracking system and I-9 and E-verify, and serves as system administrator for the applicant tracking system. The Employment Specialist serves as back-up for submitting cases to E-verify and submits background checks for applicants and employees as needed to support the employment function.  

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor's degree with emphasis in human resources, business administration, management, psychology, or a related field is required.

Experience: At least one year of professional personnel experience involving the recruitment and selection of new employees is required.  Experience in maintaining web pages is preferred.

Skills: Effective verbal and written communication skills are required. Effective interpersonal skills are required. Computer skills are required. Knowledge of relevant employment laws and regulations, including but not limited to Americans with Disabilities Act, E-verify Employment Eligibility verification, and federal and state labor laws is required. The ability to work under pressure and to perform multiple tasks simultaneously is required. Must be detail-oriented and highly organized. The ability to work independently and make sound decisions is required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Coordinates the employment function for full- and part-time support staff and full-time faculty and per course faculty positions by reviewing vacancy announcements in the applicant tracking system, screening applications belonging to recommended applicants for minimum qualifications, monitoring the checking of references, coordinating the employment process with hiring departments (clarifying minimum qualifications, coordinating start dates and recommending starting salaries, coordinating background checks, and following up with new employees), assuring compliance with equal employment opportunity guidelines and procedures, and documenting reasons for non-selection.

2. Serves as the system administrator for the applicant tracking system, including adding and deleting users and coordinating maintenance and resolution of system issues with the vendor.

3. Provides information to applicants and potential applicants about the University and vacant positions by responding to inquiries about vacancies.

4. Coordinates the services of temporary workers by responding to departmental requests for temporary staffing, screening, placing temporary staff, contacting staffing agencies for temporary services when needed, and preparing payment requests for payment of temporary services.

5. Coordinates the employment process for bargaining unit employees by managing the bid process for posting bids, verifying the selected bidder meets the minimum qualifications of the position, and posting awards.

6. Helps to assure the proper utilization of the University's financial resources by monitoring unemployment claims, protesting claims, attending hearings, and submitting payment requests for quarterly reimbursements to the state for claims.

7. Responds to requests for employment and salary information on employees by providing written verification of employment and salary history.

8. Counsels employees and supervisors regarding employment conditions, provides information involving personnel policies and regulations, and attempts to resolve misunderstandings concerning these matters.

9. Provides assistance to the Assistant Director in coordinating employment functions for professional staff positions, i.e., reviewing the vacancy announcement in the applicant tracking system and conducting new employee orientation.

10. Assists in maintaining the Office of Human Resources web pages.

11. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the Assistant Director of Human Resources, Employment.

12. Contributes to the success of the Office of Human Resources by performing other duties as assigned and assisting in other Human Resource areas as needed.

SUPERVISION

The Employment Specialist is supervised by the Assistant Director of Human Resources, Employment.

OFFICE OF HUMAN RESOURCES

REVISED JANUARY 2025

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 3.0 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.

Factor 2: Supervisory Responsibility

Level 1.0 - 50 Points: Typically, little, if any, supervision of others is required. The job may require irregular but occasional responsibility to direct the work of student workers and/or temporary or part-time workers. The nature of supervision is largely confined to assigning tasks to others and does not include a full range of supervisory responsibilities. The amount of time spent on directing the work of others is normally a small portion of total work time.

Factor 3: Interactions with Others

Level 3.0 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.

Factor 4: Job Controls and Guidelines

Level 2.0 - 250 Points: The employee carries out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the employee must select from the most appropriate of several guidelines and make minor adjustments to methods. Unforeseen situations are normally referred to others for resolution. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on the assignment, the employee uses diverse, but conventional, methods, techniques, or approaches. Employees in jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.

Factor 5: Managerial Responsibility

Level 3.0 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.