HRIS Records Coordinator (HRA 1)

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:

1. Attention to Detail and Accuracy

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

• Ensures all personnel actionscomply withcomplex legal, contractual, and procedural requirements.

• Verifies the accuracy of personnel actions, documentation, and HRIS data witha high levelof thoroughness.

• Identifiesdiscrepancies or data inconsistencies and takes corrective action to support reliable recordkeeping.

2. Strong Knowledge of HR Policies and Regulations

• Understands and applies rules from CollectiveBargainingAgreements(CBAs), Department ofAdministrativeServices(DAS), OHA,andstateand 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 monitoringpolicy, CBA andWorkday integrations involving compensation changes, job changes, and merit increases toidentifydata mismatches, resolve payroll‑related errors, and ensure smooth andaccuratepayroll runs.3. 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

4. Analytical and Problem-Solving Skills

• Conducts research and resolves complex personnel record issuesor historical record discrepancies.

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

• Troubleshoots system, data, and workflow challenges,identifyingroot 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.

5. 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.

6. Technical Proficiency with HRIS and Recordkeeping Systems

• Navigates and manages large-scale HRIS platforms confidently.

• Processes personnelactionsincludingcomplex allowance and other compensation related changes andmaintainselectronic records accurately and efficientlyandmaintainselectronic records accurately and efficiently.

• Adapts to new system enhancements or updates andparticipatesin testing or workflow improvement activities.

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

• Responds toHRIS-related requests through both the Workday Case Management platform and emailincluding reviewing, researching, and resolving questions about personnel transactions, system processes, and data accuracy, while providing clear,timelyguidance to employees, managers, and HR partners.

Preference Statement: Preference may be given to candidates whopossessthe 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 conflictingdirectives todeterminecorrect processing requirements.

• Proficiencywith Microsoft Office Suite, Teams, Smartsheet, and Excel for documentation, tracking, communication, and workflow management.

• Experience creating andmaintainingjob 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 toshowcaseyour 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.

• CoverLetter 2page max– A cover letteris required tobe considered for this position. It should clearlydemonstratehow 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!– Beforesubmitting, 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 todeterminesalary placement upon hire. Visit theEqual Pay Analysis Webpagefor more information.

How to Apply:

• External Candidates:Visit theState of Oregon job opportunities webpageor click the “Apply” tab above tosubmityour application, following all submission requirements.

• Internal Candidates:Current State of Oregon employees must apply through theiremployee 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 the qualifications of the position will be awarded candidate preference. To protect your information and ensure correct processing, please follow the instructions forsubmitting your Veterans’ Preference documentation.

• Please download and save a copy of this job announcement and linked position description, as it is not available after the application deadline.

About the Team & Benefits of Joining

We offer a workplace that balances productivity with enjoyment; promote an atmosphere of mutual respect, dedication, and enthusiasm. You will collaborate with a team of bright individuals to work with and learn from.

Ifyou'redriven by the passion to do something meaningful that changes lives, theOregon Health Authority is the place for you.We also offer a competitive benefits package including:

• Excellent, low-costmedical, vision, and dentalcoverage for you and your family.

• Optional benefits like life insurance, disability coverage, deferred compensation, and FSA options for health and childcare.

• Generous paid time off: 11 holidays, 3 personal days, monthly sick leave, and vacation accrual starting at 8 hours/month.

• Potential eligibility for thePublic Service Loan Forgiveness Program.

• Retirement security throughPublic Employees Retirement System(PERS)/Oregon Public Service Retirement Plan(OPSRP).

• Training and development opportunitiesto grow your career with the State of Oregon.

Additional Details

• This announcement is for one vacancy, full-time, permanent, (management service, non-supervisory) and is not represented by a union, HRIS Records Coordinator position (Classification: Human Resources Analyst 1 in Salem, Oregon.

• This is a hybrid position. “Review Section 4: Working Conditions” in the position description (linked above) for more information.

• Employment is contingent upon a criminal records check that meets OHA criteria at the time of hire and throughout employment.

• The salary listed is the non-PERS qualifying range. If the successful candidate qualifies for PERS, the salary range will increase by 6.95%. For more information, see theClassification and Compensationpage.

• The State of Oregon does not request or require your age, date of birth,attendanceor graduation dates from an education institution during the application process.

• This position does not provide visa sponsorship. Within three days of hire, you willbe requiredto complete I-9 documentation and confirm authorization to work in the United States. OHA will useE-Verifyto verify work authorization. If your employment eligibility depends on sponsorship now or in the future, you will not meet the requirements for this position.

• We evaluate candidates based on their own skills and experience. Unless explicitly approved, outside resources – including Artificial Intelligence (AI) tools – are notpermittedduring assessments or interviews. Use of unauthorized resources will disqualify a candidate from further consideration.

Contact Information

Recruiter: Barry Lein

Email:Barry.Lein@oha.oregon.gov

Phone (text friendly): 503-440-6484

Accommodation Requests (ADA): OHA provides reasonable accommodations under the ADA, which may include alternative formats of materials or language support. If you need an accommodation to apply for this position orparticipatein the selection process, please contact the recruiter listed above.