Employment Records Specialist

Department:                                 Human Resources

Position Control Number:          0121-005

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:                             January 15, 2025                           

Closing Date:                               January 22, 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 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.

An Equal Opportunity Employer

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.