Position Summary

The Opportunity: The Recruitment & Reception Representative (Human Resource Consultant 1) works under the lead of the Talent Acquisition Coordinator and in support of the HR team to provide a wide range of high-volume and fast-paced HR services related to staffing and employment. This position will have the primary responsibility for exceptional customer assistance in providing front desk employment services and recruitment support. Daily duties include, but are not limited to greeting guests to the HR office; responding to phone calls from employees, applicants, and the public; providing triage to the two HR department email accounts and ticketing system(s); supporting talent acquisition and onboarding activities; and routine administrative tasks such as completing verifications of employment, assisting employees with timesheet and payroll issues, opening and distributing mail, and filing paperwork. The incumbent will also assist in employee engagement and recognition events and activities, and provide administrative support for employee training programs and initiatives.

This position requires exceptional customer service skills, careful attention to detail, strong organizational and time management skills, critical thinking aptitude, and outstanding communication competency with the public, applicants, employees, supervisors, management, and HR and payroll staff. Success in this position requires a customer service focused approach; knowledge of typical business and human resource operations, Human Resource and Payroll information systems, staffing and onboarding procedures; and various office and software programs used to manage tasks and information, such as calendars, Microsoft Excel, and other productivity software.

The Human Resource Consultant 1 is an entry-level professional position that works under the general supervision of higher-level human resources professionals. A supervisor or higher-level human resources professional typically reviews work progress and outcomes. Assignments are typically routine and limited in scope, and decisions are consistent with established standards.

The Location: Skagit Valley College is on the traditional and unceded territories of the Coast Salish People’s, especially on Swinomish Indian Tribal Community, Upper Skagit Indian Tribe, Samish Indian Nation, Nooksack Indian Tribe, and Sauk-Suiattle Indian Tribe. Located in a geographically diverse region between the dynamic metropolitan hubs of Seattle and Vancouver, BC, SVC is never far from world-class outdoor recreation, urban arts scenes, and local cultural events. SVC serves our local communities with a campus in Mount Vernon, Oak Harbor on Whidbey Island, and centers in Friday Harbor, a Marine Technology Center in Anacortes, and a Brewing Academy in Burlington.

Mission: Skagit Valley College cultivates student learning and achievement; contributes to the educational, personal, and economic success of students; and promotes equitable and thriving communities.

Vision: The primary focus of Skagit Valley College is student-centered teaching and learning. We are committed to:

• Equitable student outcomes in access, achievement, and community;
• Our Guiding Principles;
• Decisions based on strategy and evidence;
• The development of our employees;
• A diverse and inclusive college community where everyone belongs.

Guiding Principles: Respect, Integrity, Open and Honest Communication, Collaboration,
and Compassion.

About SVC: Established in 1926, Skagit Valley College is a comprehensive community college within the Washington State Board for Community and Technical Colleges (SBCTC) providing associates and bachelor’s degrees, as well as certificates, in high-quality academic transfer pathways, workforce training, basic education for adults, and lifelong learning opportunities. Our equity goals align with SBCTC’s Vision statement; “Leading with racial equity, our colleges maximize student potential and transform lives within a culture of belonging that advances racial, social, and economic justice in service to our diverse communities.”

SVC's commitment to equity and social justice drives our collective work to increase access to higher education, inspire student learning and achievement, and strengthen our diverse community. We embrace equity through our core themes of access, achievement, and community by pursuing the continuous examination and revision of norms, policies, and practices to foster the success of all.

SVC aspires to reflect the diverse racial, ethnic, and linguistic demographics in the district, particularly a growing Latinx population. As an emerging Hispanic Serving Institution (HSI) SVC seeks equity-minded leadership, faculty, and staff that are committed to inclusive practices and diverse environments where students from all backgrounds can thrive via multidisciplinary collaboration and the implementation of an array of services. Candidates representing all aspects of diversity are encouraged to apply. Skagit Valley College offers:

• An unrelenting focus on our mission to improve the lives of our students and to strengthen our diverse community.
• Support for innovative teaching, learning, and scholarship.
• Exciting opportunities for personal and career growth.
• Diverse cultural and environmental benefits of rural, suburban, and urban lifestyles.
• Friendly, supportive, and diverse work environments.
• Excellent benefits include competitive leave packages and an array of health, dental, vision, and retirement plans to meet your current and future needs.

Duties and Responsibilities

Talent Acquisition and Onboarding Support

• Receive, review, and determine course of action for personnel action notices (PANs), and follow-up with supervisors for clarity or missing requirements;
• Initiate new hire onboarding tasks including sending new hire intake correspondence and/or utilizing the onboarding process in NEOGOV/NEOED;
• Schedule in-person onboarding appointments directly with new hires or by utilizing Calendly;
• Initiate background checks for new hires and escalate results to the Talent Acquisition Coordinator or HR Manager for review/action when applicable;
• Help support the HRIS Coordinator with in-person onboarding appointments and in following-up with new hires on paperwork as needed;
• Determine if candidates for temporary appointments are eligible for hire and create temporary appointment notices;
• Assist supervisors and Deans with procedures for hiring part-time staff and associate faculty; escalate to Talent Acquisition Coordinator when needed;
• Assist supervisors with procedures for temporary to non-permanent conversions; escalate to Talent Acquisition Coordinator when needed;

Under the lead of the Talent Acquisition Coordinator:

• Create, maintain, and disable user access to the applicant tracking and onboarding system NEOGOV/NEOED;
• Schedule interviews and communicate with candidates regarding their application/interview status;
• Assist with coordinating interview forums;
• Assist with moving applicants/candidates to hiring managers or committees;
• Assist with the preparation and sending of e-offers, job award letters, and appointment notices such as exempt appointment notices and non-permanent appointment notices;
• Assist with the organization, closure, and retention of applicant and recruitment files, both electronic and paper;
• Assist with entering job announcements into the applicant tracking system NEOGOV/NEOED;
• Assist with preliminary screening of job applicants;
• Assist with writing job summaries, announcements, and advertisements;
• Assist with the preparation of and attendance at local, state, and national recruitment fairs;
• Assist with the posting and advertising of open positions based on sources/recruiting plans identified by the Talent Acquisition Coordinator;
• Assist with developing and maintaining recruitment forms and templates;
• May perform other recruitment, onboarding, and engagement activities in the absence of the Talent Acquisition Coordinator.

Reception and Customer Service

• Provide professional, courteous, and friendly customer service for the Human Resources Office by greeting and assisting in-person guests, and through written communications and phone and video conferencing interactions;
• Serve as the first point-of-contact for inquires; assist when applicable or refer individuals to the appropriate staff person;
• Serve as liaison between employee and payroll by assisting employees with the lost and stolen check process and troubleshooting timesheet and absence issues;
• Assist employees with Employee Self-Service transactions; escalating to IT or the HRIS Coordinator when applicable;
• Triage the department’s two general email inboxes and take lead of the HR ticketing system(s) to ensure tickets get assigned to the appropriate HR staff members;
• Send routine emails such as timesheet reminders and notifications to the HR team;
• Identify non-routine and unique situations and escalate to the appropriate HR team member;
• Under the guidance of a more senior HR professional, interpret and apply laws, Washington state rules, college policies, collective bargaining agreement provisions, and internal office procedures to respond to inquiries and/or initiate appropriate employment and payroll actions;
• Consult with the Human Resources Managers, Director, and/or Vice President on issues that have an impact, that may be precedent setting, or that have unique or unusual circumstances, including potential liabilities to the College;
• Develop and integrate solutions for providing more efficient and/or customer-service focused Human Resource and Payroll services related to the applicant and employment experience.

Front Desk Services

• Respond to requests for verifications of employment;
• Respond to tuition waiver requests;
• Respond to requests for information following department data security procedures;
• Receive, process, route, mail and/or file paper forms, documents, and correspondence according to department procedures;
• Receive, sort, and distribute office mail;
• Help maintain organization of the Human Resources office, supplies, equipment, and file cabinets;
• Pull and monitor daily transactional and other reports as requested;
• May process and respond to unemployment insurance claims;
• Respect and maintain strict confidentiality of visual, verbal, and written information;
• Ensure procedural compliance, work accuracy, and that deadlines are met.

Record Keeping

• Following department procedures, perform filing of a large volume of employee paperwork into appropriate personnel/employment folders and file cabinets;
• Assist the HRIS Coordinator with creating, pulling, and updating personnel files for new employees, terminations, and classification changes;
• Assist the HRIS Coordinator with maintaining the phone directory;
• Under guidance, manage the posting of required employment posters and notices;
• Establish and maintain appropriate tracking systems and tickler files needed to complete work tasks;
• Maintain records and documentation according to state retention guidelines;
• Help provide training and direction for part-time file room support staff;
• Help HRIS Coordinator prepare and log files for archiving in compliance with appropriate record retention rules.

Audits, Tracking and Reporting

• Assist Human Resources Managers and HR staff with logging, tracking, auditing, mailing, faxing, data collection, data entry, filing, and other clerical tasks and project support as needed;
• Receive and log/track performance reviews; communicate with appropriate client-serving HR Manager as needed;
• Log/track PSLF verifications;
• May assist with logging employee leave and workplace injury/illness reports;
• May assist with logging grievances, and tracking timelines and due dates.

Administrative Assistance

• Provide administrative assistance to the HR Managers, HR Director, and HR Vice President (VPHR) regarding budget tracking and reconciliation, purchasing, appointment scheduling, special projects, and related tasks;
• Assist with employee training, such as scheduling in-person training sessions, assisting employees with online training links, and troubleshooting online training access issues;
• Assist with event planning, and employee recognition projects such as years of service awards;
• May assist with processing of employee professional development fund requests;
• May provide confidential support related to labor relations and Title IX including scheduling appointments.

Knowledge, Skills, and Abilities:
Knowledge or understanding of:

• Federal and State employment laws and regulations;
• Human resource management practices and procedures, including employment, compensation, leave, benefits, and reporting practices in a public sector environment;
• Human Resource information systems and applicant management systems;
• Collective bargaining contract provisions;
• Business and office technology.

Skilled in:

• Computer use for communication, data entry, spreadsheets, correspondence, and report creation;
• Productivity software or systems for task and time management;
• Business office phones and use of general office equipment like copy machines, faxes, scanners, and printers;
• Microsoft Excel, and be able to create, maintain, track, and calculate information;
• Microsoft Word, and be able to create, revise, and maintain correspondence, forms, templates, and documentation, and use mail merge functionality;
• Microsoft Outlook, and be able to compose and send emails, and manage calendars.

Ability to:

• Develop positive relationships and effectively interact within all levels of the organization and with external customers by being highly responsive, non-judgmental, and supportive;
• Maintain a professional, positive service attitude under sometimes stressful situations;
• Communicate both orally and in writing to respond to and initiate communication with applicants, employees, other educational institutions, and outside agencies;
• Apply analytic and problem-solving capabilities to accomplish work tasks and perform detailed work with accuracy including use of proper spelling, punctuation, sentence structure and grammar;
• Demonstrate ownership of the work while taking responsibility for resolving errors;
• Work with and maintain the security of highly confidential data;
• Prioritize and manage time effectively to process a high volume of time-sensitive transactions often with interruptions, and adjusting priorities quickly in response to urgent needs;
• Interpret policies, procedures, collective bargaining contract provisions, laws, rules, and work directions provided in verbal and written form;
• Work productively in a team environment while taking the initiative to complete tasks independently;
• Adapt easily to changing business needs, conditions, and work responsibilities;
• Demonstrate a good sense of humor;
• Contribute to equity and inclusion by fostering a climate of multicultural appreciation and awareness, and work effectively with populations representing diverse backgrounds, cultures, life experiences and various learning and working styles;
• Arrive to work at the scheduled time and be reliable in attendance.

Qualifications

Minimum Qualifications:

• One (1) year of professional level human resources, staffing/recruitment, or closely related experience;
• Computer proficiency and demonstrated skills with office phone systems, Microsoft Office programs, and transactional information systems;
• Reception, front desk, or customer service experience.

Desired Qualifications:

• Human resource experience in a higher education or government setting;
• PeopleSoft (preferably ctcLink), NEOGOV/NEOED, and/or PPMS or HRMS experience;
• Knowledge of human resource office practices and procedures, state and federal employment rules and laws, and provisions of negotiated agreements;
• Prior experience preparing and disseminating internal and external communications;
• Experience working in a union environment.

Salary, Benefits, Conditions of Employment, Application Procedure

• Salary is based on Range 47, Step A, $4,093 per month with periodic increments to $5,370 per month. Salary placement is typically made at the starting salary for the range. Placement higher in the range may be considered for qualifications and experience. Salary and benefits are subject to change in accordance with legislative mandates and collective bargaining agreements.
• This position is eligible for overtime pay in accordance with the Fair Labor Standards Act.
• Retirement, medical, and insurance benefits are provided in accordance with state regulations. Additional information on benefits can be found at https://fortress.wa.gov/hca/pebbhealthplan/compare.aspx.

Application Deadline: Priority screening will begin November 17, 2024 Applications received on or before this date will receive first consideration. Applications received after the screening date may be considered until the position is filled.

Please be aware that the College hiring authorities reserve the right to hire one or more candidates and may exercise the option to make a hiring decision prior to the conclusion of the recruitment process. Only candidates selected to interview will be contacted.

Application Procedure:
To be considered for this position, applicants must:

• Meet the minimum qualifications and;
• Submit a complete application to the online recruitment system at www.skagit.eduthat includes the following:
  • The online application, which includes answers to all supplemental questions and contact information for at least three (3) professional references;
  • A current resume; (Attachment: Resume)
  • A cover letter addressing how your education and experience relate to the duties and responsibilities of the position (Attachment: Cover Letter).

In order to be considered for the position, you must complete the online application in full and attach the required supplemental documents. Failure to provide this information may eliminate you from consideration for this position.

Conditions of Employment:

• Prior to employment, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
  
  Additionally, pursuant to RCW 28B.112.080, applicants must declare whether they are the subject of any substantiated findings of sexual misconduct in any current or former employment or are currently being investigated for, or have left a position during an investigation into, a violation of any sexual misconduct policy at the applicant’s current or past employer. By law, post-secondary education institutions cannot hire an applicant who refuses to declare the existence or non-existence of an investigation or findings subject to this statute.

• In the interest of providing a healthy, safe, and secure educational and work environment, and in order to meet the requirements of federal legislation, it is the policy of Skagit Valley College to maintain an alcohol and drug-free workplace for our employees and students.
• If hired you will be required to provide proof of identity and documentation of U.S. Citizenship or appropriate authorization to work in this position as required by the Immigration Reform Control Act of 1986.
• This classification is included in the classified staff bargaining unit, represented by the Washington Public Employees Association, WPEA.

Application Assistance: If you have questions about the position or require special accommodation, you may contact Human Resources at (360) 416-7794, Monday through Thursday, 8:00 a.m. to 5:00 p.m. Pacific Time. SVC complies with the Americans with Disabilities Act. Applicants with disabilities who require assistance with the recruitment process may leave a TDD/TTY message at (360) 416-7718 by the application closing date. Information on SVC's Reasonable Accommodation policy can be found at OPPM 3040.

For questions regarding the online application system, you may call NEOGOV Applicant Tech Support at (855) 524-5627 from 8:00 a.m. to 5:00 p.m. Pacific Time. For best results, apply using one of the following browsers supported by NEOGOV: Google Chrome, Mozilla Firefox, Safari, Microsoft Edge, and later versions of Internet Explorer.

SVC Annual Security Report: The U.S. Department of Education and the federal Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act require all colleges to provide information to current and prospective students and employees about campus safety policies, procedures, and statistics on certain crimes, including hate crimes, domestic violence, dating violence, stalking, and sexual assault. We are required to report our campus security information and statistics in an Annual Security Report, which is updated annually each October. All prospective employees may obtain a copy of the Annual Security Report from the Human Resources Office by calling (360) 416-7794 or by accessing the Report at: https://www.skagit.edu/about/safety-security-parking/

Skagit Valley College is an equal-opportunity employer and is committed to providing equitable opportunities for all groups in terms and conditions of employment and personnel practices.

Skagit Valley College provides a drug-free environment and does not discriminate on the basis of race, color, creed, religion, national origin, sex, sexual orientation, and/or gender identity, pregnancy, genetic information, age, marital status, disability, honorably discharged veteran or military status in its programs and employment. For inquiries regarding non-discrimination policies, contact Carolyn Tucker, Vice President of Human Resources/EEO, 360.416.7794 or carolyn.tucker@skagit.edu. For inquiries regarding sexual misconduct compliance, contact Title IX Coordinator, Sandy Jordan, 360.416.7923 or sandy.jordan@skagit.edu. Mailing address: 2405 E. College Way, Mount Vernon, WA 98273.