Human Resources Information Systems (HRIS) Position Control System Administrator (Immediate Opening)

IDEA Public Schools - Weslaco, TX3.2

Full-time
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At IDEA Public Schools, we believe in college for ALL and we are committed to ensuring that all of our students graduate from college. IDEA Public Schools has grown from a small school to the fastest-growing network of tuition-free Pre-K-12 public charter schools in the United States sending 100% of our students to college. 50% of our students graduate from college in 6 years – that’s 8 times the national rate for students in our communities!

IDEA was founded in 2000 as a single school with 150 students in the Rio Grande Valley. When interest exceeded building capacity, to meet the demands, IDEA’s co-founders committed to serving more students in the Rio Grande Valley of Texas and beyond. We now serve nearly 45,000 students across Texas and Louisiana. By 2022, IDEA will serve 100,000 students. Be on the lookout for IDEA schools opening near you—with continued growth in our current regions and new launches in Tarrant County (Fort Worth/Arlington), New Orleans, Houston (2020), Permian Basin (2021), and Tampa Bay (2021)!

When you choose to work at IDEA, you are part of our IDEA Team and Family. You will work alongside team members who set and reach ambitious goals every day, are excited to continue to grow with IDEA, and work relentlessly to make college for all a reality.

To learn more about IDEA, check out this video.

Team Mission:
The Human Resource Information System (HRIS) team establishes and maintains employee data across the life cycle: recruitment, selection, onboarding, development, recognition and termination and actively support achieving IDEA's strategic business objectives. HRIS team maintains accurate employee data and is always looking for ways to improve services. HRIS team champions a culture of continuous improvement and data driven decision making by increasing employee accessibility to answers and information.

Role Mission:
The HRIS Position Control System Administrator is responsible for developing, updating, and maintaining position and employee assignment (position control) information which includes: position classification, budget, accounting, district people data structure, among other information. The HRIS Position Control System Administrator is primarily responsible for the strategic ongoing configuration, maintenance, reporting, and reliable operation of our employee position allocations including ongoing audit, workflow and process tracking, position setup.

Additionally, the System Administrator must handle the tactical day to day pieces of position control, including: manage employee rollover as it relates to position control, track information across multiple schools years and Tyler Munis Instances, maintain and audit position information across employee groups and the full employee life cycle (New Hire Onboarding to Exit), and provide for internal and external complex reporting needs. The HRIS Position Control System Administrator is responsible develop, implement and maintain district people data structure. The people data structure drives district internal reporting including retention, principal, and teacher dashboard, employee security access, email distribution groups, and others.

The System Administrator will be responsible to support, plan, and lead various cross-functional projects broad in scope and impact for IDEA Public Schools like the annual employee rollover process and budget projection process. In addition, the System Administrator will be responsible for providing assistance to end users via training, guidelines, and other methods.

Accountabilities

Manage position control maintenance, configuration, and reporting in our Business / HR Information System (TylerMunis). Ensure reliable position assignment:
Develop and implement system setup, and checks and controls to improve data accuracy. Provide tangible examples of progress/improvement. Participates in the budget process; ensures that all positions budgeted are also appropriately entered in the position control system; ensures changes made to positions during the budget process are updated in the budget system; generates reports to verify employees and positions are assigned to the appropriate school site or department.
Works with and provides assistance to department and site management on position control matters; generates specialized reports; compiles data on staff projections for each department/sites; prepares reports for site and department; notifies payroll of employee and position status changes.
Develop and facilitate training and develop end-user documentation aligned to organizational best practices
Keep up to date knowledge of the system and gather best practices from other organizations and systems (benchmark). Provide recommendations to improve services and operations.
Understand customer needs, and requirements and gather customer feedback to improve services.
Troubleshoot system issues for specific employee or employee groups and work with vendor, other systems and team to solve and determine root causes
Develops, calculates and maintains position control tables; responsible for processing information from the position control system into the budget system and ensuring both are appropriately updated for any changes. Develop and maintain reporting to ensure all stakeholders have the information needed to perform their jobs
Provide subject matter expertise to support the upgrade process for Tyler Munis to ensure that all position control business needs are met
Develop and implement action plans for upgrades, new features, and shifts in configuration working with vendor and multiple internal stakeholders
Develop, implement and maintain district people data structure that drives all district internal reporting including dashboard and metrics, as retention, principal, teacher, and others. The people data structure also drives employee security access, email distribution groups, and others

Ensure that 100% of Positions are created and approved in a timely manner in support of department-wide goal of having 100% of new hire and current employees’ information entered into the system on time.
Work with the Business Office Departments to create and maintain positions for multiple school years. Align the creation with the organization needs to setup new employees and employees changing positions for their start date or first professional development date. Develop and implement progress reports focused on accuracy and timeliness. Some of the setup includes:
Job Classes (create new, update pay codes, maintain descriptions with structure changes)
Locations (create Work Locations based on Org Codes assigned by Budget and Finance, Create Location Permissions built on Department Levels at Campuses and HQ). Example: From Idea Sports Park College Prep and Academy, I have to create the Sub Departments for Facilities, CNP, Operations, Transportation. These then have to be communicated to HRIS, IT, Tyler and Frontline to update necessary information for Reporting, Visibility permissions for Frontline and Tyler, and email distribution lists
Allocation Codes (create based on the new location for shared (split funded by %) positions. Mostly Ops Staff, Manual Trades, All HQ shared positions). These can sometimes be up to 6 different GL strings and percentages when creating for Computer Techs and other similar HQ Positions. Each year, percentages need to be updated based on the maturity/growth of the Campus.
Salary Tables (I am responsible for updating each table with necessary changes in Min Mid and Max, duplicating for each new fiscal year and updating calculations based on the updated work calendars, as well as creating new for shifts in days or change in Calendars/Salary Table relations)
Identify all new hire and employee changes (workflow, & report), conduct daily position roster audits to identify employee changes and data accuracy opportunities
Create positions aligned with the IDEA staffing model, budget, and data governance rules before employee needs to be setup in the system (at the position posting or intent to hire).
Identify process and systems gaps to increase efficiencies and data accuracy. Collaborate with multiple cross-functional stakeholders to improve services
In partnership with the Budget Office, review and process off-cycle position requests. Verify that employees are assigned to positions on time and accurately.
Responsible for maintenance, configuration (system setup) and electronic workflow tracking
Ensure a smooth transition for annual employee system rollover, Including creating new locations/school codes, employee positions, on a timely manner

Improve services and customer experience:
Develop and deploy at least 4 system improvements that improve customer service and/or experience
Improve the data integration across employee information systems
Develop business partnerships with key stakeholder to inform system improvements through gathering business requirements
Process all employee tickets (Zendesk) within 3 business days
Communicate service impact incidents and develop action plans to identify and address root causes.
Partner and collaborate with external organizations, such as our substitute management vendor, to define and execute processes and system setup and day to day operations.

Ensure 100% of employee HRIS data accuracy across systems and employee life cycle
Develop reports to identify and track data accuracy issues throughout the process. Conduct weekly data accuracy audits, identify, address and communicate results to stakeholders.
Identify data quality issues. Identify root causes and develop action plans to improve it systematically.
Analyze data, compare with historical information, and provide insights. Develop a Data Governance plan.
Support the development and implementation of an employee data governance model that identify data owners and develop monitoring tools as employee data accuracy audit reports and data reviews.
Support the development and implementation a Data Quality Management system to identify and correct data accuracy issues across the system and process. Develop a data accuracy baseline and goals for each month, quarter, and year. Identify root cause issues and develop and implement action plans to address them.
Lead efforts to improve employee data and information flow across our systems including Cornerstone, Frontline, Tyler Munis, JobVite and others. Increase data automation and minimize manual entry.

Develop data insights and predictive analytics to improve key organizational metrics, including off cycle employee requests, budget alignment, and trends in FTE allocation
Identify business opportunities, propose and implement improvements for key business goals, like FTE allocation, off-cycle position requests, etc. using trend analysis, predictive analytics, and employee projections
Provide specific examples of improving key organizational metrics.
Develop at least 3 data analyses aligned to our organizational goals to provide additional insights to our leadership.

We look for Team and Family who embody the following values and characteristics:
Believes and is committed to our mission and being an agent of change: that all students are capable of getting to and through college
Has demonstrated effective outcomes and results, and wants to be held accountable for them
Has a propensity for action, willing to make mistakes by doing in order to learn and improve quickly
Works with urgency and purpose to drive student outcomes
Thrives in an entrepreneurial, high-growth environment; is comfortable with ambiguity and change
Seeks and responds well to feedback, which is shared often and freely across all levels of the organization
Works through silos and forges strong cross-departmental relationships in order to achieve outcomes
We believe in education as a profession and hold ourselves to high level of conduct, professionalism and behaviors as models for our colleagues and students.
Supervisory Responsibilities

Manages 1 Intern

Qualifications:
Education: Bachelor's degree required
Experience: Three or more years of professional experience, preferably in a role that involved system administration
Preferred experience in Human Resources functions
Experience in K-12 education and Payroll (strongly preferred)
Experience working in central office supporting multiple sites, locations and regions with different needs and requirements (Strongly Preferred)
Experience in the design, planning and implementation of Enterprise Resource systems, including HRIS (Preferred)

Knowledge and Skills:
Principles and practices of position control management; District Procedures, rules and regulations governing position control;
Federal, state and local laws, regulations and guidelines governing the budget process;
District organization, operations, policies and objectives;
District budget management and associated timelines.
Payroll rules for multiple employee groups
Perform a variety of technical duties concerning position control tracking and management including the preparation/posting of related budget and accounting documents;
prepare clear, concise and accurate correspondence, reports and other written materials; organize, set priorities and exercise sound independent judgment within areas of responsibility;
Strong understanding and ability to use Excel or other data tools to analyze data and provide appropriate visualizations and insights.
Ability to work across diverse teams in a high-growth organization
Strong customer service and influence skills
Strong understanding of process flow in an integrated and automated HR system
Excellent problem solving and judgment skills, with a high level of attention to detail and accuracy
Strong written and verbal communication skills, ability to train users across the organization in multiple sites, and functions
Strong ability to work in multiple tasks and projects and complete projects on-time
Strong ability to manage multiple databases, identify potential issues
Experience in development, generation and reporting of data analytics and dashboards
Experience developing mathematical models and predictive analytics
Experience in developing and implementing data quality governance and data quality management processes and systems

Compensation:
Salaries for this role typical start between $48,650 and $60,812, commensurate with relevant qualifications and experience. This role is also eligible for a performance bonus based on individual organizational performance and goal attainment.

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