Job Details

Salary : $58,110.00 - $71,344.00 Annually
Location : City of San Luis Obispo, CA
Job Type: Regular Full Time
Department: Human Resources
Opening Date: 07/24/2025
Closing Date: 8/11/2025 5:00 PM Pacific
FLSA: Non-Exempt

JOB DESCRIPTION
If you are selected for interviews, they will take place in person on Thursday, August 28, 2025,so please hold that date. If selected to move forward, second round interviews will be held in person, tentatively the week of September 8th.
SUCCESSFUL CANDIDATE
The successful candidate for the Human Resources Information System Technician position is a detail-oriented and analytical professional with a strong foundation in administrative processes and a demonstrated ability to work accurately and efficiently in a data-driven environment. They bring a working knowledge of HR practices and systems, and can confidently navigate complex policies, procedures, and labor agreements when processing personnel actions.

A successful HRIS Technician is someone who thrives on accuracy and organization, takes pride in maintaining data integrity, and can quickly learn and adapt to new systems and tools. They are a clear and proactive communicator, capable of building effective working relationships across departments and responding to inquiries with professionalism and clarity. This individual excels in balancing multiple priorities, consistently meets deadlines, and demonstrates sound judgment in handling sensitive or confidential information.

The selected candidate will be comfortable working both independently and as part of a team, and will approach their work with curiosity, initiative, and a continuous improvement mindset. They will play a key role in supporting the HR team's efforts to streamline processes, improve reporting capabilities, and ensure smooth operations across the City's human resources functions.

JOB SUMMARY:
Performs a variety of administrative functions in support of specialized human resources activities related to processing and maintaining personnel actions in the City's Human Resources Information System (HRIS) database, and performs general clerical tasks related to those functions.

CLASS CHARACTERISTICS:
This is a journey level classification that is responsible for providing specialized administrative support duties for personnel actions and records. Incumbents perform the full range of journey level tasks and are required to have specialized knowledge in the areas of processing personnel actions, maintenance of City records, and the application of laws, regulations, and City procedures to their work. Accuracy and attention to detail is critical in completing work. This position is distinguished from the Human Resources Administrative Assistant in that the latter performs general work related to Human Resources functions, while the HRIS Technician performs specialized work related to the Human Resources Information System.
SUPERVISION

SUPERVISION RECEIVED AND EXERCISED:
Incumbents receive general supervision within a framework of established policies and procedures from the Human Resources Analyst as well as other departmental management, supervisory, professional, or higher-level office support staff.
No direct supervision is provided, however, direction, work instruction and/or review may be provided to less experienced, part-time, or volunteer staff on a project basis.

EXAMPLES OF DUTIES

EXAMPLES OF DUTIES AND RESPONSIBILITIES:
(Any one position may not include all of the duties listed nor do the listed examples include all tasks that may be found in positions of this class.)

• Enters data into HRIS and checks to ensure accuracy of the data that has been input.
• Reviews Personnel Action Forms (PAFs) for accuracy, verifies appropriate supporting documentation is provided; ensures requests conform to current policies, MOU, and resolution provisions.
• Creates and updates standard operating procedure and job aid documentation.
• Develops audit reports to support data integrity within the HRIS.
• Assists with processing cost-of-living or equity adjustments in HRIS.
• Prepares and sorts documents for data entry and spreadsheet upload.
• Participates in and researches organizational needs for the HRIS relating to system upgrades, new product research, and process improvement.
• Assists in various human resource related reporting and tracking including FMLA, OSHA, and ACA.
• Submits and manages Service Requests to HRIS vendor if a problem arises requiring troubleshooting assistance.
• Creates and tracks the status of performance evaluations and goals in the HRIS. Maintains a current tracking system of the performance evaluations that are past due and communicates out to departments.
• Assists with the development of efficient, effective, and user-friendly processes regarding HR functions and systems.
• Creates a wide variety of customized and standard reports and dashboards to satisfy Human Resources needs for information and requests from other departments.
• Writes or assists with writing Business Intelligence Reports and Analysis to extract information from the HRIS system.
• Creates and distributes regular reports for a variety of needs, documents procedures for assignment.
• Tests new releases from the HRIS vendor to ensure modules are working correctly and that existing reports remain unaffected by the release. May participate on work groups to provide input on Human Resources' needs when evaluating proposed changes and/or updates to the HRIS system.
• Assists Human Resources Specialist - Benefits in processing qualifying life event changes for employees and preparing for Open Enrollment.
• Serves as a backup to the Human Resources Specialist - Recruitment for general questions about NeoGov for applicants and hiring managers.
• Resolves discrepancies in information and obtains further information for incomplete documents.
• Assists with coordinating, tracking, and reporting off of training opportunities offered within the Human Resources Information System.
• Coordinates employee performance review process; maintains database information for annual employee performance evaluations; creates evaluation forms and notifies department heads of upcoming annual performance and probationary evaluations.
• Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage including grammar, punctuation, and spelling.
• Maintains strict confidentiality of all sensitive, restricted or controlled documents and information in compliance with HIPAA and other privacy rules and regulations.
• Checks and tabulates standard arithmetic or statistical data; summarizes information and prepares periodic reports.
• Scans and maintains in the employee file all transactions conducted in HR in an electronic document repository system.
• Establishes and maintains office files, including confidential personnel and medical files, following an established records management system.
• Operates standard office equipment, including job-related computer hardware and software applications, printers, scanners, and multi-line telephones.
• Schedules appointments, meetings, and meeting rooms.
• Performs special projects as assigned.
• Performs related duties similar to the above in scope and function as required.

KNOWLEDGE AND ABILITIES:
Knowledge of:

• Applicable City policies and procedures such as Memoranda of Understanding and Resolutions, Personnel Rules and Regulations, the Employee Handbook, etc.
• Techniques for researching and resolving problems and reconciling reports and records.
• Applicable federal, state, and local rules, laws, and regulations affecting personnel actions and reporting.
• Standard office practices and procedures including the use of standard office equipment.
• Correct business English, including vocabulary, spelling, grammar, and punctuation.
• Business letter writing and the standard format for reports and correspondence.
• Word processing, computer spreadsheets and database software, including specialized programs for processing, maintaining, and updating personnel information.
• Record keeping and filing principles and practices.
• Standard arithmetic and basic statistical techniques.
• Techniques for providing a high level of customer service, in person, over the telephone, and in writing.

Ability to:

• Define problems, collect data, establish facts, and draw valid conclusions.
• Enter data into standard formats and produce correspondence and reports with speed and accuracy sufficient to perform assigned work.
• Organize own work, set priorities, work independently on a day-by-day basis, meet critical deadlines and balance multiple objectives.
• Perform a variety of clerical and administrative duties following standard guidelines and using independent judgement on occasion.
• Use functional reasoning and apply rational judgement in performing diversified work activities.
• Review and discuss confidential matters with tact and ensure confidentiality is maintained.
• Compose standard correspondence and reports independently or with brief instructions.
• Interpret, apply, and explain department and City regulations, policies, and procedures.
• Use independent judgement within established procedural guidelines and written directions.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Communicate efficiently and effectively in person, over the phone, and in writing.
• Work in a team atmosphere and develop effective team relationships with City staff at all levels.
• Work occasional overtime, and/or works evening or off-hour shifts.
• Work in a standard office setting, use standard office equipment, and move between various office locations.
• Calculate percentages, fractions, decimals, and ratios; interpret basic descriptive statistical reports and/or formulation data; utilize formulas to make calculations and projections.
• Read printed materials and a computer screen.
• Direct and review the work of staff on a project basis.

TYPICAL QUALIFICATIONS

EDUCATION AND EXPERIENCE:
Two years of college-level coursework in business administration, information systems, or a related field;
and
Two years of experience in data entry and electronic file maintenance, preferably a Human Resources Information System.
or
An equivalent combination of education and experience.
Experience with Oracle Cloud Human Capital Management is desirable.

THIS POSITION WILL BE REQUIRED TO COMPLETE THE FOLLOWING BEFORE A FINAL OFFER IS MADE:

• Live scan Fingerprinting - DOJ & FBI

For a detailed spreadsheet of employee benefits by bargaining group, please view our

Retirement: California Public Employee's Retirement System (PERS). The City participates only in the medicare portion of Social Security.

Health: the City has a cafeteria plan for health, dental and vision insurance and contributes towards medical insurance. Employees may choose from several health insurance options. There are also two dental plans to choose from. See the Benefits Summary link to determine the contribution amount.

Life and Accidental Death and Dismemberment (AD&D) Insurance: group term life and AD&D insurance is provided for all regular employees. The amount of coverage varies depending on the classification. Employees may purchase additional life and AD&D insurance for themselves and their dependents.

Vacation: employees receive 12 days per year increasing to 20 days after 20 years.

Holidays: employees receive 12-13 days per year depending on the classification.

Sick Leave: employees receive 12 days per year.

Administrative Leave: is a benefit available to management employees. The number of administrative leave hours varies depending on the classification.

Flexible Work Schedule: is available to many positions within the City organization.

Long Term Disability Insurance: is available for regular employees. The amount of benefit and contribution by employee varies by classification.

Deferred Compensation: is available for employees to set aside a portion of their salary on a pre-tax basis to supplement retirement.

Wellness Program: offered to help employees gain knowledge, skills and motivation to improve the quality of their lives and well-being.

Employee Assistance Program: a counseling and consultation service designed to help employees and eligible family members with a wide range of personal issues.

Flexible Benefits Program: available to help employees save taxes on: (1) Pre-tax health insurance premium deductions, (2) Unreimbursed/ uncovered medical expenses, and (3) Dependent care expenses.

Tuition Reimbursement: up to $1500 annually for job-related educational costs is available to employees who have passed probation.

Trip Reduction Incentive Program (TRIP): incentives are available for employees who voluntarily participate in alternative forms of transportation to and from work.

Computer Purchase Program: interest-free loans to employees who have passed probation and who purchase computers for personal use with City approved software configuration.

Professional Association for City Employees (PACE): voluntary organization for professional development training classes, monthly membership meetings with a variety of speakers, and social functions designed to facilitate interaction with employees from all departments in a relaxed setting away from work.
01

Which of the following best describes your highest level of education completed?

• Master's degree or higher
• Bachelor's degree
• Associate's degree or vocational equivalent
• Some college
• High School/G.E.D.
• None of the above

02

Do you have two years of college coursework in one of the following subjects?

• Business Administration
• Information Systems
• Other Field - Related
• Other Field - Unrelated
• N/A - No college coursework

03

If you answered "Other Field - Related" or "Other Field - Unrelated" to the previous question, please explain. Otherwise, please put "N/A".
04

How many years of experience do you have in data entry and electronic file maintenance?

• 8 years or more
• 7 years to 7 years 11 months
• 6 years to 6 years 11 months
• 5 years to 5 years 11 months
• 4 years to 4 years 11 months
• 3 years to 3 years 11 months
• 2 years to 2 years 11 months
• 1 year to 1 year 11 months
• Less than 1 year
• No Experience

05

Please explain your data entry and electronic file maintenance experience in detail.
06

Explain your experience working in HRIS software such as Oracle Cloud Human Capital Management, Dayforce, Workday, Paylocity, etc? If you do not have experience working in an HRIS, please put "N/A". (desirable, not required)
07

Do you have professional work experience with Oracle Cloud Human Capital Management? If yes, please explain your experience in detail. Otherwise, please put "N/A". (highly desirable, not required)
08

This position often requires learning new tools and systems quickly. Tell us about a time you had to adapt to a new system, software, or process. What was your approach to learning it? How did you ensure you could use it effectively in your day-to-day work?
09

Describe a time you had to explain a technical or policy-related process to someone unfamiliar with it (such as a coworker or employee from another department). What approach did you take to ensure clarity and understanding and what was the result?
10

Describe a time when you were responsible for maintaining or inputting data in a system (e.g., HRIS, database, or similar). What steps did you take to ensure accuracy and completeness? How did you handle any errors or discrepancies that arose?
Required Question