HRIS Records Coordinator (HRA 1)

HRIS Records Coordinator (HRA 1)

This is a hybrid position offering significant work-from-home flexibility. However, the ability to attend mandatory in-person meetings as needed in Salem, Oregon is a non-negotiable requirement. Any travel, food or lodging expenses will not be reimbursed.

If this opportunity aligns with your strengths, background, and commitment to fostering inclusivity, we encourage you to apply! At Oregon Health Authority (OHA), we value diversity and encourage applicants from all backgrounds and experiences to help us build a stronger, more equitable future for all.

The primary purpose of this position is to support the Oregon Health Authority by coordinating and processing a wide range of personnel transactions with a strong emphasis on managing allowances/differentials and complex compensation changes. This includes, but is not limited to, updates to base salaries, special pay types, job changes, and FLSA designations for more than 5,500 employees. The role ensures all personnel data is maintained accurately, timely, and fully compliant with federal and state regulations, Department of Administrative Services (DAS) rules, agency policies, and multiple Collective Bargaining Agreements. This position serves as a subject-matter resource to HR staff and division representatives by consulting on complex personnel actions, interpreting policy and contract language, and coaching staff on correct procedures and HRIS workflows. The Coordinator performs a wide range of technical and confidential duties involving detailed data entry, personnel action processing, complex compensation changes, record auditing, research, troubleshooting, and problem solving to maintain data integrity and resolve discrepancies. Working collaboratively across HR units and agency divisions, the role functions as a liaison to ensure consistent and efficient processing, support system enhancements, and contribute to ongoing process improvements that strengthen the accuracy, reliability, and effectiveness of the agency's personnel record operations.

Minimum Qualifications: These qualifications must be reflected in your application for consideration.

A bachelor's degree in Human Resource Management, Organizational Behavior or Development, Business or Public Administration, the Applied Behavioral Sciences, Industrial Relations or a job-related course of study determined by the appointing authority; OR

Valid Certification as a Professional in Human Resource awarded by the Human Resource Certification Institute, and one-year Human Resource experience; OR

Three years Human Resource paraprofessional or technical-level experience.

The State Certified Human Resources Professional (SCHRP) certification, awarded by the Oregon Chief Human Resources Office, substitutes for six months of human resource professional-level experience.

Valid certification as a SHRM Certified Professional awarded by a nationally recognized organization, substitutes for one year of human resource professional-level experience.

Valid certification as a PSHRA-CP from the Public Sector HR Association substitutes for one year of professional human resources experience.

Special Requirements: To be hired, you must have a criminal record and background check that meet OHA criteria at the time of hire and throughout employment.

Desired Attributes: The following are desired attributes that we have identified as key to success for this role at OHA. These are the attributes we are looking for in our top candidate. If you have any of these, please let us know in your application.

Experience with:

Attention to Detail and Accuracy

Maintains precise and confidential records for over 5,500 employees.

Ensures all personnel actions comply with complex legal, contractual, and procedural requirements.

Verifies the accuracy of personnel actions, documentation, and HRIS data with a high level of thoroughness.

Identifies discrepancies or data inconsistencies and takes corrective action to support reliable recordkeeping.

Strong Knowledge of HR Policies and Regulations

Understands and applies rules from Collective Bargaining Agreements (CBAs), Department of Administrative Services (DAS), OHA, and state and federal law.

Provides informed consultation to employees, managers, administrative, and executive staff about complex HR policies and their impact to personnel.

Ensures personnel actions and records meet all applicable regulatory and contractual compliance requirements.

Responsible for monitoring policy, CBA and Workday integrations involving compensation changes, job changes, and merit increases to identify data mismatches, resolve payroll-related errors, and ensure smooth and accurate payroll runs.

Excellent Communication and Coaching Skills

Consults and communicates with staff on personnel actions and business processes.

Communicates clearly and diplomatically with employees at all levels.

Coaches staff on correct HRIS workflows, personnel procedures, and documentation requirements.

Provides guidance on navigating complex personnel actions and HR business processes.

Adjusts communication style to meet the needs of diverse audiences across the agency

Analytical and Problem-Solving Skills

Conducts research and resolves complex personnel record issues or historical record discrepancies.

Applies logic and critical thinking to ensure policy compliance and data accuracy.

Troubleshoots system, data, and workflow challenges, identifying root causes and recommending solutions.

Assess records and processes to ensure alignment with HR policy, contract language, and regulatory standards.

Manages the full lifecycle of personnel records audits, including initial audit planning and creation, execution of audit activities, identification and correction of discrepancies, and continued monitoring and processing to ensure sustained data accuracy and compliance.

Collaborative and Team-Oriented Mindset

Works effectively with HR colleagues and division representatives.

Builds cooperative relationships across diverse teams and departments.

Supports teamwork by sharing knowledge, offering assistance, and contributing to a positive work environment.

Collaborates to ensure coordinated and efficient personnel record processing across units/divisions.

Technical Proficiency with HRIS and Recordkeeping Systems

Navigates and manages large-scale HRIS platforms confidently.

Processes personnel actions including complex allowance and other compensation related changes and maintains electronic records accurately and efficiently.

Adapts to new system enhancements or updates and participates in testing or workflow improvement activities.

Utilizes HRIS tools efficiently to manage high-volume transactions and uphold data integrity.

Responds to HRIS-related requests through both the Workday Case Management platform and email including reviewing, researching, and resolving questions about personnel transactions, system processes, and data accuracy, while providing clear, timely guidance to employees, managers, and HR partners.

Preference Statement: Preference may be given to candidates who possess the following job-related knowledge, skills, and abilities.

Experience using Workday HRIS or comparable systems to process personnel actions, compensation changes, job changes, and high-volume record updates with accuracy and compliance.

Strong background in HR records processing and auditing, including reconciling discrepancies and ensuring data integrity across large employee populations.

Demonstrated ability to interpret and apply contracts, policies, and regulations, including resolving conflicting directives to determine correct processing requirements.

Proficiency with Microsoft Office Suite, Teams, Smartsheet, and Excel for documentation, tracking, communication, and workflow management.

Experience creating and maintaining job guides, SOPs, and process documentation, while managing competing priorities and high-volume workloads in a fast-paced HR environment.

Application Guidance

Your candidate profile and application are your opportunity to showcase your skills and interest in this role. Submissions will be reviewed for clarity, consistency, and communication skills, and for alignment with the guidance provided in the below:

Submission Requirements:

Resume Attach your current resume that clearly outlines your education and work experience relevant to this position.

Cover Letter 2 page max A cover letter is required to be considered for this position. It should clearly demonstrate how your background aligns with the qualifications outlined in the "Preference Statement" above. Please attach the required cover letter with your application.

Supplemental Questions Answer all supplemental questions completely and accurately.

Final Check! Before submitting, confirm that all required materials are included, and your Workday Job History is current. The information in your application will be used to complete an Equal Pay Analysis to determine salary placement upon hire. Visit the Equal Pay Analysis Webpage for more information.

How to Apply:

External Candidates: Visit the State of Oregon job opportunities webpage or click the "Apply" tab above to submit your application, following all submission requirements.

Internal Candidates: Current State of Oregon employees must apply through their employee Workday login, following all submission requirements.

After You Apply:

Complete any pending tasks in Workday under "My Applications" prior to the application deadline.

Check your email (including junk folder) and Workday inbox regularly for updates on your application.

Reminders:

Eligible veterans and Oregon National Guard servicemembers (current and former) who meet