HR Records Coordinator

Overview

GENERAL

SUMMARY:

Under general direction of the Assistant Manager, HR Operations is responsible for the maintenance, coordination, review, organization, creation, retrieval, and updates of all Board employee and retiree records. Monitors and adheres to records retention schedules. Oversees record retention compliance for I-9 form, enters and updates data in our HRIS System, performs data integrity checks, and establishes controls for all records activities.

Ensures proper integration and monitoring of effective systems of administrative control for safeguarding all records including time sensitive responsibilities.

• Responsible for entry of all new hires and terminations in our HRIS system; verifies and updates changes to personal, job, and position control data; ensures all supporting documentation is complete and in compliance with Board policies and procedures.
• Responsible for reviewing, approving, and processing all Personnel Actions.
• Responsible for following retention schedule for paper and electronic I-9s. Maintains and audits I-9 records to ensure compliance with the U.S. Citizenship and Immigration Services Department requirements.
• Responsible for entering shift changes and pay rule changes.
• Responsible for creating employee files and maintaining daily filing; ensures necessary controls are in place to protect sensitive and protected health information in accordance with local, federal, Board policies and procedures.
• Performs data checks and quality control audits on a bi-weekly basis to ensure that the integrity of employee information is maintained and to ensure compliance with local and federal laws and Board policy requirements.
• Serves as a resource to the HR Department and partners with the respective team to troubleshoot and resolve any data and records inconsistencies.
• Applies established records retention periods to all records throughout the department; utilizes the Board’s Records Management System to inventory and transfer inactive records to centralized Records Center and to handle necessary retrievals.
• Responsible for preparing and scanning deferred pension, retiree, and beneficiary documentation into digital records; performs required quality control audits to ensure compliance with established quality assurance standards for long-term and permanent records; and indexes and uploads to the Content Management System.
• Assists with updating departmental content online, including benefits forms, HR forms, and Board policies.
• Provides support and assists with coordinating annual external audits of pension and payroll records; provides requested information in digital and/or hard copy format; and responds to questions from both internal and external auditors.
• Responds, researches, retrieves, and provides information in response to internal and external requests for employee records, including requests made under the Public Information Act; responds to employment verification requests.
• Prepares and maintains Standard Operating Procedures (SOP) and necessary documentation for areas of responsibility.
• Provides key support to HR projects as directed by the HR Records and Policy Manager, including but not limited to, research and analysis, testing, documentation, and end-user training.

• Completion of high school curriculum or equivalent.
• Three (3) years of experience in human resources, records, or information management including experience working with electronic records and document scanning technology.
• Any equivalent combination of education and/or experience may be substituted for the above.
• Possession of a valid Class C driver’s license.

• Intermediate level skills in Microsoft Word, Excel, and PowerPoint.
• Ability to develop and maintain HR recordkeeping systems.
• Knowledge of current rules, regulations, laws, principles, and practices related to HR records and information management.
• Knowledge of electronic records / document management.
• Knowledge of the principles, equipment, and techniques of document scanning technology.
• Knowledge of general human resources administration theory, principles, and practices.
• Ability to…