Employment Records Specialist

Department: Human Resources

Position Control Number: 0121-004

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: June 28,2024

Closing Date: July 7,2024 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 management's 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.

EEO/AA/F/M/VET/DISABLED

JOB SUMMARY: 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.

ESSENTIAL JOB FUNCTIONS:

• 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.

SECONDARY DUTIES AND RESPONSIBILITIES:

• 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.

PERSONNEL SUPERVISED: None

WORKING CONDITIONS: Work is performed in a smoking-restricted office environment.

MINIMUM QUALIFICATIONS:

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 conduct research and compile results in meaningful reports.

• Ability to use critical thinking and problem-solving skills to identify and resolve problems and discrepancies encountered.

• Ability to prepare material for oral and written presentations.

• Ability to communicate effectively both in person and in writing.

• Ability to attend work regularly and reliably.

• Skill in the operation of a computer.

PHYSICAL REQUIREMENTS:

• Ability to communicate verbally individually and to groups in person and by telephone.

• Digital dexterity is necessary for keyboard operation.

• Visual acuity is necessary for the use of computer screens.

• Ability to lift and carry loads up to 10 pounds.

• Ability to work in a constant state of alertness and in a safe manner.

• Ability to concentrate for long periods of time.

EDUCATION AND EXPERIENCE:

Completion of college-level course work in Human Resources, Psychology, Sociology, Speech, Communication, or a related field; some experience with the maintenance of Human Resources records, provision of administrative support, or a related area; or any equivalent combination of experience and training which provides the required skills, knowledge, and abilities.

Employment is contingent upon the successful completion of a criminal background check.

This position is safety-sensitive and is subject to random drug and alcohol testing.

Regular and reliable attendance is an essential function of this position.