Analyst of Human Resources Information Systems

About ECC:

Elgin Community College serves over 9000 students at every stage of their educational journeys including university transfer programs career and technical education continuing education classes and adult basic education. As a community we pride ourselves on nurturing a welcoming campus where every personstudents staff members faculty members and campus visitorsfeels valued. The work of each ECC employee is central to the colleges mission and as an employer the college fosters a positive environment through professional challenges excellent benefits and opportunities for recognition and camaraderie.

Work Schedule:

8:00 AM to 5:00 PM Monday through Friday

Rate of Pay:

This position is a grade 214 with a minimum of $58575 and a midpoint of $78100. Salary offer will be commensurate with the education/experience in alignment with the Colleges compensation philosophy and the current CBA if applicable.

FLSA Status:

Exempt

Grant Funded:

No

Job Summary:

An employee in this classification performs work of considerable difficulty designing and maintaining HR information systems. The Analyst is the primary liaison to the system users including HR leadership and staff curriculum users managers and employees. Work is distinguished by the ability to act in the capacity of analyst or project manager as the primary liaison to system users including Human Resource leadership and staff curriculum users managers and employees.

In brief this position exists to:

• Protect investments the college has made in HR technology
• Further automate very complex and paperdriven HR processes
• Improve the quality of HR services and productivity creating collaboration and transparency
• Get consumable data into the hands of executive leaders supervisors and stakeholders for driving action and informing policy decisions while ensuring compliance with regulatory contractual and procedural requirements.

General supervision is received by the assigned manager.

Required Knowledge Skills & Abilities:

• Bachelors degree in Computer Science Business Analytics or related discipline with minimum 3 years relevant work experience and the ability to demonstrate expertise skill or proficiency in data management
• Knowledge of HR Payroll laws regulations and best practices in a union environment
• 3 or more years of report writing and SQL preferably Informer reporting experience as well as Advanced Microsoft Excel Windows MS Office
• Preferred experience with SQL writing scripts or another objectoriented language
• Strong understanding of ERP systems Ellucian Colleague preferred
• Experience creating and implementing test plans to test software upgrades and system patches
• Proven project management experience involving automating business processes and/or systems analysis
• Excellent analytical skills and creative problemsolving skills demonstrating excellent judgment
• Ability to become proficient with new software in a short timeframe
• Excellent interpersonal teambuilding facilitation and presentation skills
• Ability to handle confidential information
• Excellent communication skills with technological translation skills including: translating technical information in nontechnical terms and business requirements into technical specifications
• Ability to create technical specifications and clear documentation
• Ability to multitask in a fastpaced everchanging environment and refocus priorities immediately when circumstances dictate.
• Must be available to work a flexible schedule including evenings and weekends when required by the departments needs.

Desired Knowledge Skills & Abilities:

Perform other jobrelated duties as assigned which pertain to the job description.
Ability to work a flexible schedule which includes days/evenings/weekends as needed by the department.

Essential Duties:

Software implementation projects (business analyst and project manager roles):

o Leads project teams
o Identifies user needs and requirements
o Defines project scope
o Assesses and selects vendors
o Completes detailed user requirements
o Prepares communication plans
o Completes project risk assessments and contingency plans
o Develops and executes testing plans leading end users through the testing to be completed.
o Completes system configuration or works with the vendor to complete configuration
o Prepares system rollout and training plans
o Writes new and updated procedures
o Programs clientside JavaScript HTML and reporting
o Programs WorkForce Software (eTime) scripting language to implement changes required or due to contract language.
o Trains both internal users and users external to HR on various HRrelated applications (Informer eTime Org Chart Imaging TMS etc.
o Manages project budget and vendor relationship
o Assigns and monitors work tasks to other members of the project team to ensure a successful implementation
o Ensures project completes to scope within budget and on time

Maintain upgrade and modify existing HR and Payroll systems and integrations (business analyst and project manager roles):

Upload and maintain all HRrelated documents posted to the ECC website (elgin) and intranet (eNet)
Review current government tax forms (W2 1095C) for changes and program necessary software changes to accommodate them and ensure successful processing printing and mailing.
6 Ellucian/Colleague modules eTime PageUp PeopleAdmin the portal selfservice Web Advisor EllucianGo and interfaces with General Ledger Budget Curriculum Faculty Information Financial Aid Accounts Receivable
Talent Management System manage requirements gathering process develop requirements coordinate vendor/internal development and implementation develop test plan manage testing act as system administrator support users reports and manage issue resolution with vendor/IT program clientside HTML and scripting develop and maintain reports
Applicant Tracking System manage system upgrades and testing manage requirements gathering process develop requirements coordinate vendor/internal development and implementation develop test plan manage testing support users report and manage issue resolution with vendor/IT develop and maintain reports and maintain scripts
eTime manage system upgrades and testing manage requirements gathering process develop requirements coordinate vendor/internal development and implementation develop test plan manage testing report and manage issue resolution with vendor/IT develop and maintain reports update system policy scripts develop training materials and train users provide ongoing support
Informer manage system upgrades and testing manage requirements gathering process develop requirements develop reports manage testing manage report schedules program report JavaScript code develop custom export templates write custom native SQL reports manage issue resolution with vendor/IT develop training materials and train users and provide ongoing support
Imaging (ImageNow) manage requirements gathering process develop requirements coordinate vendor/internal development and implementation develop test plan manage testing report and manage issue resolution with vendor/IT develop training materials and train users and provide ongoing support
Rave Security Alerts (data extract and feed) manage requirements gathering process develop requirements coordinate vendor/internal development and implementation develop test plan manage testing report and manage issue resolution with IT and provide ongoing support
Online Org Chart manage system upgrades and testing manage requirements gathering process develop requirements coordinate vendor/internal development and implementation develop test plan manage testing report and manage issue resolution with vendor/IT develop training materials and train users provide ongoing support
Bottom Line Technologies (paycheck printing)
Network enabling/disabling data feed
eNet content manage all HRrelated documentation that gets posted to the intranet site update the content in the CMS system including necessary HTML changes test and provide ongoing support
All other third party systems and data feeds. (e.g. SafeColleges SkillSoft Employee ID validation etc.

Maintain upgrade and modify existing HR and Payroll systems and integrations (business analyst and project manager roles):

Upload and maintain all HRrelated documents posted to the ECC website (elgin) and intranet (eNet)
Review current government tax forms (W2 1095C) for changes and program necessary software changes to accommodate them and ensure successful processing printing and mailing.
6 Ellucian/Colleague modules eTime PageUp PeopleAdmin the portal selfservice Web Advisor EllucianGo and interfaces with General Ledger Budget Curriculum Faculty Information Financial Aid Accounts Receivable
Talent Management System manage requirements gathering process develop requirements coordinate vendor/internal development and implementation develop test plan manage testing act as system administrator support users reports and manage issue resolution with vendor/IT program clientside HTML and scripting develop and maintain reports
Applicant Tracking System manage system upgrades and testing manage requirements gathering process develop requirements coordinate vendor/internal development and implementation develop test plan manage testing support users report and manage issue resolution with vendor/IT develop and maintain reports and maintain scripts
eTime manage system upgrades and testing manage requirements gathering process develop requirements coordinate vendor/internal development and implementation develop test plan manage testing report and manage issue resolution with vendor/IT develop and maintain reports update system policy scripts develop training materials and train users provide ongoing support
Informer manage system upgrades and testing manage requirements gathering process develop requirements develop reports manage testing manage report schedules program report JavaScript code develop custom export templates write custom native SQL reports manage issue resolution with vendor/IT develop training materials and train users and provide ongoing support
Imaging (ImageNow) manage requirements gathering process develop requirements coordinate vendor/internal development and implementation develop test plan manage testing report and manage issue resolution with vendor/IT develop training materials and train users and provide ongoing support
Rave Security Alerts (data extract and feed) manage requirements gathering process develop requirements coordinate vendor/internal development and implementation develop test plan manage testing report and manage issue resolution with IT and provide ongoing support
Online Org Chart manage system upgrades and testing manage requirements gathering process develop requirements coordinate vendor/internal development and implementation develop test plan manage testing report and manage issue resolution with vendor/IT develop training materials and train users provide ongoing support
Bottom Line Technologies (paycheck printing)
Network enabling/disabling data feed
eNet content manage all HRrelated documentation that gets posted to the intranet site update the content in the CMS system including necessary HTML changes test and provide ongoing support
All other third party systems and data feeds. (e.g. SafeColleges SkillSoft Employee ID validation etc.

Maintenance Upgrade and/or System Modification Tasks:

Systems updates/upgrades
o Leads project teams
o Identify changes to existing procedure integrated systems reporting and/or other impact of software updates
o Test software updates (develop and execute testing plan) leading end users through the testing to be completed.
o Rollout develop golive plan communicate and implement procedural or other system modifications as needed. Train end users as needed.
System modifications/enhancements
o Implement modifications to existing systems:
In order to remain in compliance with new legal requirements (e.g. the HIRE act) administrative procedures and board actions.
In order to implement new programs (such as 457(b) or HR procedures
In order to improve efficiency user experience reporting etc.
o Develops plans for and implements collective bargaining agreement necessitated changes to software processes and reporting. These include such things as key code table updates (salary benefit leave etc) salary changes unit eligibility changes benefit rate changes timekeeping rule changes etc.
Ensure appropriate access rights are in place
Maintain key system codes such as tax tables salary tables benefit rates leave accrual rates SURS deductions and fee schedules. It is critical that this information is entered correctly to prevent payroll or benefit miscalculations that negatively impact the college or employees audit findings or regulatory compliance issues and penalties. Create saved lists and/or files and runs key batch processes such as benefit changes leave accruals salary adjustments employee communications and various contractrelated timesensitive processing.
Updating the federal state and institutional mandated documents (contracts) on the ECC website and internal portal to ensure it is complete and accurate.

Resolve systems issues to keep critical HR and Payroll operations running smoothly

Participates in HR performance improvement team meetings to analyze problems or issues within the department processes and proposes solutions and/or new software.
Primary contact for system endusers of all HR Payroll eTime Imaging Rave systems and distributed reporting.
Escalated point of contact for curriculum manager employee and applicant users of HR systems (HR staff are generally the first point of contact)
Research and resolve system and/or data issues in a timely manner
Track issues for future reference and resolution and maintain documentation
Acts as liaison between ECC and our system vendors to ensure that our software parameters are correct the application is up to date data integrity is not compromised and that the system is online and available for the users.
Report Design & Development

Identify reporting needs write requirements and develop reports necessitated by the college and/or to satisfy government regulations. For example the development of the Unapproved Time Sheets report to identify potential audit concerns related to Financial Aid.
Meet with users to facilitate conversation provide direction and potential options to meet or exceed their needs and translate those needs into business requirements that provide the optimal solution.
Interpret business requirements and translate into technical requirements regarding any database changes and/or define access permissions and then communicate them to IT to implement
Program the report according to the established requirements program special processing JavaScript code and format the output to specifications.
Design and maintain report distribution schedule configuration and automated communications
Assist in setting up tables and defining data fields to ensure proper reporting of data to internal and external customers.
Report Preparation and Analysis

Develop requirements design and develop report program scripting test implement and maintain complex reports for both internal and external stakeholders including:
o ICCB Reports C1/Supplementary Survey C3 Recognition visits
o IPEDS
o Budget Data (used by Finance to build the budget surrounding employees and benefits)
o Audit Data (used by both the Colleges auditors and external auditors)
o Negotiations data requests
o FOIA requests
o Other miscellaneous such as economic interest statement new unit adjunct faculty inactive staff/faculty etc.
Analyze programming changes needed each year in order to stay in compliance with everchanging ICCB MIS requirements. Communicate technical requirements to IT.
Oversee and direct data scrubbing that needs to be performed by system users. Prepare a file for IT to load to Colleague when possible.
Identify define and setup data feeds to various systems (internal and external)
Resource to the HR department for their data analysis (including Finance auditors datavalidation etc) needs
Documentation and Training

Prepare and maintain procedural and system documentation
Train end users
Attend various system training and networking events to keep uptodate with current feature/functionality to share with endusers
Supervision Representation and Backup

Backup for the Senior Director of HRIS in dayday operations including project meetings and Analyst team representation
Supervise the HRIS Data Specialist in the absence of the Senior Director of HRIS (vacation meetings otherwise)
Collaborate with IT and other departments on college/department needs and issues and determining a resolution for them

Other Duties:

Perform other jobrelated duties as assigned which pertain to the job description.
Ability to work a flexible schedule which includes days/evenings/weekends as needed by the department.

Physical Demands:

Light (up to 25 lbs occasionally or 10 lbs frequently)

Visual Acuity:

Close visual acuity (e.g. computer assembly)

Work Environment:

Moderate noise

Environmental Conditions:

Typical office or administrative

Current SSECCA Union Member Information:

Equal Employment Opportunity Statement: