VVSD Transportation Department
Administrative Services Information Systems Coordinator (CC:24109)
VVSD Transportation Department, Chicago, Illinois, United States, 60290
Overview
Administrative Services Information Systems Coordinator LOCATION:
District Administrative Center JOB SUMMARY:
The Administrative Services Information Systems (HRIS) Coordinator maintains, supports, and serves as the main point of contact for the overall administration of the Enterprise Resource Planning (ERP) Information System, and associated applications, modules and protocols for the utilization of these systems, in addition to identifying, planning and leveraging technology solutions to meet the needs of the Human Resources, Payroll, Finance, and end users. The ASIS Coordinator works collaboratively with administrators and other members of the key departments to ensure data integrity and workflows for process improvement opportunities. This position is responsible for data retrieval and analysis of identified state, federal and grant reporting requirements. It is also responsible for the creation and communication of internal data analytics, information and metrics regarding human capital and other resource needs for use by stakeholders in enterprise resource planning and decision making. Essential Functions / Responsibilities
Evaluates Human Resource, Finance and Payroll systems to identify points of improvement. Develop solutions within the ASIS to streamline these processes. Serves as a point of contact and coordinates with vendors and various departments, including technology, regarding user support and problem solving revolving around various human resources and finance systems (ie: ERP solution, time/leave/attendance solutions, employee evaluation systems, online applicant tracking and leave approval systems, and future applications in HR, Finance or Payroll). Performs extensive and complex processing of employee records related to all employment processes, while complying with all District, State and Federal regulations and collective bargaining agreements. Maintains current knowledge of Human Resource operations, collective bargaining agreements, employment-related laws and regulations and District payroll policies. Applies HR functional knowledge to optimize information systems data standards and adheres to legal requirements and reporting requirements (including Illinois School code provisions). Generates regular and ad hoc reports, queries and documents related to HR operations (e.g., staffing by building, assignment notifications, seniority lists, annual notices of evaluation, ethnicity and demographics reports) and conducts information audits as scheduled. Ensures accurate data entry into HR system platforms, including data entry, review, and reconciliation. Maintains up-to-date knowledge of HR systems and suggests improvements to ensure efficient use of HR functions. Communicates with stakeholder users of HR systems regarding software updates, data maintenance, and user support. Produces mandated reports for government entities and outside agencies (examples include Illinois State Board of Education Employee Information System, staff/salary studies, TRS reports, LUDA report, Medicaid reports, BLS reports, Economic Interest Report, and union reports). Assists in development of standard reports for ongoing customer needs and maintains data integrity by running queries and data analysis. Approves and reviews data transfers to other systems including time, attendance, and leave management systems. Provides data and information analytics to administration for use in capacity planning and collective bargaining; maintains confidential queries, records, and databases as assigned. Monitors HR-related processes (e.g., leave accruals, probationary periods, tenure) and makes adjustments in the ERP system to ensure efficient processing of employees according to position requirements. Assists with fiscal year-end processes in ERP. Implements and maintains position control systems in ERP, including inputting and maintaining employee information (salaries, time/attendance, licensure, etc.). Prepares retirement information and answers employee questions related to retirement. Maintains calendars and systems updated for calendaring (e.g., TRS calendars, deductions, open enrollment) and district tax documentation. Assists in monitoring work hours for temporary employees and substitutes. Extracts and analyzes data to support strategic ERP planning. Works with Payroll, Benefits, and Finance to ensure integrated database functionality. Coordinates system rollovers for each new fiscal year for Payroll, Finance and HR. Responsible for fiscal and calendar year-end updates. Establishes timelines and priorities for data processing projects and ensures mandated reports are distributed to appropriate agencies on schedule. Assists with defining and analyzing role-based security for ERP users and applications. Provides training and support for ERP systems and related processes for staff. Oversees development and maintenance of documentation and training materials to ensure data quality and proper ERP use. Performs other duties as assigned. Qualifications
Education Bachelor's degree in Human Resources, Information Technology or related field preferred. Experience Knowledge of HR functional operations and experience with HR information systems required, preferably in a public-school setting (Infinite Visions preferred). Familiarity with Educational ERP data systems and related HR/Finance/Payroll applications; proficiency in Microsoft Office and Google Workspace. Other Skills and Abilities Data compiling, analyzing, processing and database management skills; report writing experience desirable. Knowledge of state and federal regulations and reporting requirements. Excellent communication and interpersonal skills; ability to work with all levels of staff and the public. Ability to analyze facts and present recommendations in writing and oral form. Strong attention to detail and accuracy. Ability to work in a fast-paced environment with frequent interruptions and changing priorities. Work Environment, Physical Activity & Terms
Work is performed in a school/district environment with typical conditions; some duties require travel between buildings with a valid Illinois driver’s license. Critical physical demands include regular communication, vision, hearing, and manual tasks; ability to lift up to 25 pounds on occasion. Terms of Employment: 12-month work year. Salary based on market and district comparisons. FLSA Exempt. Salary Range:
$65,000 to $98,318 Benefits
Medical/Vision and Dental coverage through BCBSIL FSA and Dependent Daycare accounts Life, AD&D, and Long Term Disability insurance IMRF contribution included in base salary 403B Equal Opportunity Employer
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Administrative Services Information Systems Coordinator LOCATION:
District Administrative Center JOB SUMMARY:
The Administrative Services Information Systems (HRIS) Coordinator maintains, supports, and serves as the main point of contact for the overall administration of the Enterprise Resource Planning (ERP) Information System, and associated applications, modules and protocols for the utilization of these systems, in addition to identifying, planning and leveraging technology solutions to meet the needs of the Human Resources, Payroll, Finance, and end users. The ASIS Coordinator works collaboratively with administrators and other members of the key departments to ensure data integrity and workflows for process improvement opportunities. This position is responsible for data retrieval and analysis of identified state, federal and grant reporting requirements. It is also responsible for the creation and communication of internal data analytics, information and metrics regarding human capital and other resource needs for use by stakeholders in enterprise resource planning and decision making. Essential Functions / Responsibilities
Evaluates Human Resource, Finance and Payroll systems to identify points of improvement. Develop solutions within the ASIS to streamline these processes. Serves as a point of contact and coordinates with vendors and various departments, including technology, regarding user support and problem solving revolving around various human resources and finance systems (ie: ERP solution, time/leave/attendance solutions, employee evaluation systems, online applicant tracking and leave approval systems, and future applications in HR, Finance or Payroll). Performs extensive and complex processing of employee records related to all employment processes, while complying with all District, State and Federal regulations and collective bargaining agreements. Maintains current knowledge of Human Resource operations, collective bargaining agreements, employment-related laws and regulations and District payroll policies. Applies HR functional knowledge to optimize information systems data standards and adheres to legal requirements and reporting requirements (including Illinois School code provisions). Generates regular and ad hoc reports, queries and documents related to HR operations (e.g., staffing by building, assignment notifications, seniority lists, annual notices of evaluation, ethnicity and demographics reports) and conducts information audits as scheduled. Ensures accurate data entry into HR system platforms, including data entry, review, and reconciliation. Maintains up-to-date knowledge of HR systems and suggests improvements to ensure efficient use of HR functions. Communicates with stakeholder users of HR systems regarding software updates, data maintenance, and user support. Produces mandated reports for government entities and outside agencies (examples include Illinois State Board of Education Employee Information System, staff/salary studies, TRS reports, LUDA report, Medicaid reports, BLS reports, Economic Interest Report, and union reports). Assists in development of standard reports for ongoing customer needs and maintains data integrity by running queries and data analysis. Approves and reviews data transfers to other systems including time, attendance, and leave management systems. Provides data and information analytics to administration for use in capacity planning and collective bargaining; maintains confidential queries, records, and databases as assigned. Monitors HR-related processes (e.g., leave accruals, probationary periods, tenure) and makes adjustments in the ERP system to ensure efficient processing of employees according to position requirements. Assists with fiscal year-end processes in ERP. Implements and maintains position control systems in ERP, including inputting and maintaining employee information (salaries, time/attendance, licensure, etc.). Prepares retirement information and answers employee questions related to retirement. Maintains calendars and systems updated for calendaring (e.g., TRS calendars, deductions, open enrollment) and district tax documentation. Assists in monitoring work hours for temporary employees and substitutes. Extracts and analyzes data to support strategic ERP planning. Works with Payroll, Benefits, and Finance to ensure integrated database functionality. Coordinates system rollovers for each new fiscal year for Payroll, Finance and HR. Responsible for fiscal and calendar year-end updates. Establishes timelines and priorities for data processing projects and ensures mandated reports are distributed to appropriate agencies on schedule. Assists with defining and analyzing role-based security for ERP users and applications. Provides training and support for ERP systems and related processes for staff. Oversees development and maintenance of documentation and training materials to ensure data quality and proper ERP use. Performs other duties as assigned. Qualifications
Education Bachelor's degree in Human Resources, Information Technology or related field preferred. Experience Knowledge of HR functional operations and experience with HR information systems required, preferably in a public-school setting (Infinite Visions preferred). Familiarity with Educational ERP data systems and related HR/Finance/Payroll applications; proficiency in Microsoft Office and Google Workspace. Other Skills and Abilities Data compiling, analyzing, processing and database management skills; report writing experience desirable. Knowledge of state and federal regulations and reporting requirements. Excellent communication and interpersonal skills; ability to work with all levels of staff and the public. Ability to analyze facts and present recommendations in writing and oral form. Strong attention to detail and accuracy. Ability to work in a fast-paced environment with frequent interruptions and changing priorities. Work Environment, Physical Activity & Terms
Work is performed in a school/district environment with typical conditions; some duties require travel between buildings with a valid Illinois driver’s license. Critical physical demands include regular communication, vision, hearing, and manual tasks; ability to lift up to 25 pounds on occasion. Terms of Employment: 12-month work year. Salary based on market and district comparisons. FLSA Exempt. Salary Range:
$65,000 to $98,318 Benefits
Medical/Vision and Dental coverage through BCBSIL FSA and Dependent Daycare accounts Life, AD&D, and Long Term Disability insurance IMRF contribution included in base salary 403B Equal Opportunity Employer
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