Title: Human Resources Coordinator

State Role Title: Human Resource Analyst I

Hiring Range: Up to $65,000

Pay Band: 4

Agency: Dept of Ed Central Operations

Location: VDOE James Monroe Building

Agency Website: doe.virginia.gov

Recruitment Type: General Public - G

Job Duties

This position will provide a range of human resource support for the Virginia Department of Education (VDOE). The Human Resources (HR) Coordinator is highly visible within the HR department at VDOE. This role will be a steward of data throughout the HR organization and will be critical to data hygiene across the team. This role will also be a go-to point of contact for reporting needs. This position serves as a quality control agent ensuring data quality and integrity through accurate entry, creation, updates, and maintenance of personnel electronic employment transactions (i.e., hire, transfer, demotion, promotion, termination, discipline, retirement), position data, and Personnel File maintenance. The position also assists with new employee orientation and employee offboarding by providing a best-in-class experience regarding departmental policy, procedure and required documentation.

In this role, you will:

• Maintain and update employee records and HR databases with accuracy:
  • Update and verify employee records based on documentation received by HR Generalists, class/comp team, and HR leadership to ensure updates are accurately entered into Cardinal.
  • Enter and verify employee transactions to included but not limited to hires, transfers, promotions, terminations, separations, and internal transfers supervisor updates) etc.
  • Collaborate with HR Generalists to verify prior service and veteran service for new hires.
  • Following the VDOE internal separations process and procedures, ensure separation transactions are keyed in Cardinal HCM timely and accurately.
  • Ensure state employees who transfer out to another state agency are keyed accurately and timely.
  • Monitor the HR box to ensure timely response and documentation of employee transactions.
  • Adhere to established policies, procedures, and state and federal laws related to employee transactions.
  • Following the VDOE internal hiring process and procedures, ensure new hires are keyed in Cardinal HCM timely and accurately.
• Employee onboarding and offboarding
  • Ensure receipt of the complete I-9 forms for each new hire and transfer for classified and wage employees.
    
  • Verify I-9 documents and process in the E-Verify system. Monitor errors and messages in E-Verify for approval.
  • Print out E-Verify summary document for filing.
  • Organize and manage HR documentation and filing systems
  • Ensure I-9 documents are filed in accordance with current filing requirements
  • Notify management of any error or challenges that may be encountered with receiving, certifying, and processing I-9s within 3 business days.
  • Participate in new employee orientation to ensure the successful completion and filing of new hire paperwork.
  • Ensure the timely upload of employee tax forms and direct deposit forms for Payroll Service Bureau processing
  • Participate in new managers/supervisors onboarding to explain the offboarding process and required documentation as specified on the offboarding checklist.
  • Send separation communication and offboarding checklist to employee, supervisors, and other relevant staff.
  • Review and update offboarding checklist as needed to ensure accuracy of information and adherence to established process.
  • Ensure that all required signatures are documented on the offboarding checklist.
    
  • Ensure timely response and documentation of employee onboarding, offboarding, and internal transfers.
    
• Benefits Administration
  • Communicate and administer benefits information to employees, including health, defined contribution plans, and retirement, ensuring compliance with state and federal policies, timely responses within two (2) business days, and thorough documentation of all communications.
    
  • Coordinate Open Enrollment and benefits programs, ensuring eligibility access, accurate record updates, and alignment with agency policies and procedure deadlines.
  • Provide excellent customer service by responding to HR inquiries within 48 hours, delivering clear, professional support to employees, applicants, and stakeholders, and meeting service standards to ensure a positive experience.
    
  • Processing parental leave requests and ensuring parental leave is recorded in Cardinal HCM.
    
  • Ensuring benefits enrollments are keyed in Cardinal in a timely manner.
• Backup Contact for Payroll Service Bureau
  
  • Ensure timely and accurate responses to all inquiries, directives, and updates from the Payroll Service Bureau. Ensure responses to Payroll Service Bureau messages occur within 48 hours.
  • Use the Payroll Service Bureau portal to submit required payroll documents, ensuring completeness, accuracy, and adherence to deadlines.
    
  • Verify that all documents are correctly completed and submitted by due dates. Conduct a final review of each document submission, achieving a 100% on-time submission rate and ensuring documents meet Bureau standards on the first attempt.
  • Ensure corrected PSB documents are resubmitted within 24 hours of notification. Ensure 100% accuracy rate for document corrections on the first submission.

Minimum Qualifications

• Experience in data entry or transactions experience in HR or a related field.
  
• Ability to gather and coordinate a variety of resources, information, and documentation and the ability to independently answer inquiries regarding Human Resources related topics.
  
• Experience with record management tools and techniques.
  
• Experience using automated HRIS applications
  
• Experience processing data and reports using Microsoft Excel.
  
• General knowledge of federal and state laws/regulations related to human resources functions and general familiarity of HR policy and procedure
  
• Strong analytical, problem-solving, and time management skills.
  
• Ability to examine current processes and suggest improvements to increase efficiency
  
• Ability to manage multiple deadlines simultaneously.

Additional Considerations

• Prior experience in Human Resources is preferred.
  
• Prior experience with Cardinal Human Capital Management (HCM) is a plus.
  
• Advanced proficiency in Microsoft Excel preferred.
  
• Experience with federal and state laws/regulations related to human resources functions and general familiarity of HR policy and procedure is a plus.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Pursuant to Sections 2.2-3114 and 2.2-3115 of the Code of Virginia, this position has been designated as requiring you to disclose your financial interests. Financial interests shall be disclosed as a condition of employment and thereafter as required. The mechanism you will use to disclose these interests is called Statement of Economic Interests.

A résumé will be accepted in lieu of a completed state application. Applications submitted via e-mail, postal service, fax or hand-delivered will not be considered. Successful candidates must pass a criminal background check. Commonwealth of Virginia employees may have teleworking options available. Final teleworking agreements will be reviewed and approved upon hire.

Commonwealth’s Alternate Hiring Process:
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to prove their Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor within the Department for Aging and Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs.cpid/PWContact.aspx, or call DARS at 800-552-5019.

Reasonable accommodations are available to persons with disabilities during the application and/or interview process. For assistance call: (804) 225-2021, [TTY: 786-8389]

It is the policy of the Commonwealth and the VDOE that all aspects of human resource management be conducted without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists); sex; color; national origin; religion; sexual orientation; gender identity or expression; age; veteran status; political affiliation; disability; genetic information; and pregnancy, childbirth, or related medical conditions.

If you have been affected by DHRM Policy 1.30 layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card), you must submit the card before the closing date for this position. The Card may be submitted with the state application as an attachment.

Minorities, Individuals with disabilities, Veterans, and people with National Service experience are encouraged to apply. The Virginia Department of Education is an Equal Opportunity Employer and encourages diversity within its workforce.

Supplemental Questions: You may be required to respond to position-specific questions at the end of this application. This information will help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration.

Contact Information

Name: Human Resources

Phone: N/A

Email: humanresources@doe.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.