Human Resources Representative (Confidential Administrative Support II), Human Resources Division

Job Summary:

Under the general direction of the Executive Director of Human Resources (“EDHR”), the individual in the role of Confidential Administrative Support II (CAS II) will provide comprehensive high-level senior administrative, confidential and technical work to support Division of Human Resources. This position serves as a key liaison between the HR Executive Director and internal teams (Classification & Compensation, Employment Services and Staff Development & Enrichment), ensuring seamless operations and exceptional service delivery across HR areas. This position is regularly involved in communications that may affect collective bargaining unit agreements, negotiations, and positions.

Responsibilities include, but are not limited to:

Confidential Support:

• Maintain and organize confidential files and records, ensuring proper handling of sensitive HR materials, including personnel matters related to complaints, grievances, and disciplinary issues in collaboration with HR (e.g., Employment Services, Class and Comp, and Staff Development and Enrichment).
• Involved with grievance responses relating to HR/Employment Services, HR/Classification and Compensation, and HR/Staff Development and Enrichment (gathers correspondence and types grievance response).
• Assists with grievance process in collaboration with HR Employee & Labor Relations (gathers information relating to the collective bargaining represented employee, maintains grievance files).
• Coordinate union-related requests to review personnel files related to collective bargaining, including the approval or denial of access to employee records.
• Respond to general inquiries escalated to the EDHR regarding classification and compensation, employment services, staff development, and other HR-related matters.
• Coordinate and assist with developing and maintaining compliance training materials to ensure accuracy and alignment with state and federal regulations, as well as CSU programs and policies.
• Prepare and disseminate communications, edit/proofread executive summaries that may affect collective bargaining agreements, unit positions, and regulations.
• Stay current with labor laws, employment regulations, and industry best practices to ensure ongoing compliance with maintaining confidential information.
• View and file grievance information that may impact collective bargaining unit positions and negotiations; provide unions and represented members’ contact information in accordance with Senate Bill 270 (SB270).
• Comply with information requests (e.g., Risk Management), including subpoenas, workers' compensation, and safety/incident reports.
• Serve as a backup to coordinate intake/interviews with employee, HR, ELR.
• Maintain official HR personnel files according to policy and records retention and monitor access to personnel files; respond to internal and external audits of official HR personnel records.
• Coordinate the EDHR’s calendar: schedule and manage appointments (1:1, team, committee), performance feedback sessions, prioritizing and managing time-sensitive matters to ensure deadlines are met and critical tasks are addressed promptly.
• Monitor and maintain federal I-9 forms, including those from the Chancellor’s Office, and complete re-verifications; serve as liaison for system access to the I-9 tracker.
• Ensure compliance/regulatory posters are posted as required (state, federal labor law).
• Prepare and revise correspondence, memos, and reports such as congratulatory letters for reaching permanent status, educational milestones, or sentiments of sympathy.
• Register for conferences and prepare travel arrangements for the EDHR, including reconciling travel and related requisitions and reimbursements.
• Assist with conducting internal records audits, communicating findings, and improving process efficiency and visibility.

Technical Support

• Create and run queries in the HR information system(s) to aid in decision-making.
• Audit employee data in HRIS to ensure accuracy with business process guides and HR protocols when data is entered.
• Update and maintain HR website and other related sites for the Division of Human Resources; Ensure information in HR communications, related websites, and social media reflects current and accurate information regarding compliance training.
• Develop and maintain internal performance management tracker of EDHR’s direct reports and team members to ensure timely completion.
• Develop and maintain internal required training tracker of EDHR’s directs and team members to ensure timely completion.
• Develop and maintain internal official personnel file tracker (e.g., access, update, create, and archive records with reference to CSU’s rec