Records Specialist

Overview

Employment Records Specialist (Administrative)

Department:
Human Resources
Position Control Number:
FLSA Status:
Non-Exempt; position is eligible for overtime
Safety Sensitive Designation:
This position is designated as safety-sensitive.
Random Drug/Alcohol Test:
Yes
Opening Date:
September 30, 2025
Closing Date:
October 14, 2025 at 11:59 PM

This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and minimum qualifications of this job. The incumbent(s) may be required to perform job-related responsibilities and tasks other than those stated in this job description. Nothing in this job description restricts managements right to assign or reassign job-related responsibilities and tasks to this job at any time.

Certain functions are understood to be essential; these include but are not limited to, attendance, getting along with others, working a full shift, and dealing with and working under stress. Any essential function of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA).

Reasonable accommodation for the specific disability will be made for the incumbent/applicant only to the extent medically and reasonably feasible.

An Equal Opportunity Employer

Responsible for assisting in the administration of the Human Resources Office in the processing and maintenance of employee personnel records, new employee in-processing, and orientation.

• Receives and processes all employee status change requests and HR actions submitted via the Human Resources Information System (HRIS); reviews for accuracy and completeness.
• Verifies data on employee status change requests and HR actions for accuracy and compliance with policies and procedures; forwards to supervisor for review as needed.
• Researches and resolves any issues resulting from errors on status change requests and HR actions; communicates solutions to appropriate staff.
• Maintains a computerized listing of positions within Pulaski County and current incumbents within those positions; researches and resolves discrepancies.
• Establishes and maintains personnel files ensuring accurate storage of employee data.
• Researches and implements changes to Human Resources record-keeping processes and procedures mandated by statute or policy.
• Verifies new hire HR actions to ensure the position was advertised and the employee hired was an applicant for the appropriate position; verifies appropriate documentation was received and entered into the HRIS system.
• Develops and conducts portions of new hire orientation, reviewing the completion of employment forms and the Pulaski County Personnel Policy.
• Schedules all new employees for orientation by contacting appropriate departments and ensuring proper notifications are sent to the employee and supervisor; schedules Zoom meetings and sends invitations.
• Assigns new hire checklists in the HRIS and ensures timely completion of required forms and documentation.
• Reviews employee Employment Eligibility Verification Form (Form I-9) and supporting documentation to ensure compliance with applicable laws and regulations; confirms eligibility for employment using the E-Verify system.
• Compiles data and prepares bi-annual EEO-4 report; forwards to supervisor for review.
• Prepares various statistical and narrative reports utilizing the HRIS and Payroll systems, employment records, the internet, and other sources.
• Provides information and answers questions for employees regarding the use of the HRIS system, completion of employment forms and documents, completion of HR actions, and other similar inquiries.
• Ensures that confidential information is maintained and transmitted in a secure and legally compliant manner.

• Compiles records needed to respond to Freedom of Information Act requests related to employee records and files.
• Completes requests for information related to unemployment insurance claims; forwards to supervisor for review as required.
• Completes special projects in the direction of the Human Resources Director or supervisor.
• Performs other related duties as required.

None

Work is performed in a smoking-restricted office environment.

REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES:

• Good knowledge of personnel record-keeping practices and procedures.
• Some knowledge of the requirements of the HIPAA privacy and security rules.
• Good knowledge of office practices, procedures, equipment, and terminology.
• Good knowledge of Human Resources Information Systems.
• Good knowledge of Microsoft Office software, including Word, Excel, and PowerPoint.
• Good knowledge of basic mathematics.
• Ability to establish and maintain detailed and accurate records and files.
• Ability to establish and maintain effective working relationships with other County employees.
• Ability to…