Days per Year: 226

Min: $39,776

Mid: $46,791

JOB DESCRIPTION

JOB TITLE: Specialist-HRS Records

REPORTS TO: Director of Compensation, Benefits & Leaves

WAGE/HOUR STATUS: Non-Exempt

PAY GRADE: Para 7

PRIMARY PURPOSE:

The Records Specialist is responsible for generating employee service records, employee verifications, and assisting with multiple surveys and the EEO- reporting. Additional responsibilities include clerical tasks, assisting the Compensation Specialists and Benefit & Leaves Specialists as needed. Maintain and file HR personnel records for employees (including original documents), assist in completing new hire I-9 forms.

All employees of SISD are expected to act with integrity, support and demonstrate our core values, communicate in a clear and respectful manner and seek to continuously improve self-performance and processes.

QUALIFICATIONS:

Required:

• 60 hours from an accredited college or university and 2 years records management or related experience; or
• High School Diploma/GED and 4 years of records management, human resources or a related field

Preferred:

• 60 College hours from an accredited college or university
• Three Years’ experience generating service records, records management, or assisting with or conducting records inventories

SPECIAL KNOWLEDGE/SKILLS:

• Strong attention to detail and accuracy in handling confidential information.
• Ability to understand and apply federal, state, and district policies regarding employment verification, records retention, and service records.
• Proficiency in HR systems such as eFinance, TalentEd, and Laserfiche.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple deadlines, including VOE turnaround times and state-mandated service record timelines.
• Strong customer service skills when interacting with external agencies, employees, and internal departments.
• Ability to maintain confidentiality and safeguard employee information at all times.
• Ability to operate standard office equipment, including computers, scanners and records management applications

MAJOR RESPONSIBILITIES AND DUTIES:

• Complete verification of employment requests for Spring ISD employees via phone, fax, email, USPS mail, or The Work Number.
• Process Public Service Loan Forgiveness (PSLF) forms for Spring ISD employees.
• Create unofficial and official service records for Spring ISD employees.
• Request additional information from Payroll when necessary to complete official service records.
• Responsible for monitoring, evaluating and improving the Spring ISD employees’ files through the records management program (Laserfiche).
• Ensure full compliance with the Texas State Library and Archives Commission (TSLAC) retention laws with confidential documents.
• Provide assistance to departments for information needed from the records management system.
• Submit Archive Record Request Forms to retrieve files from the warehouse when necessary.
• Pull, verify and provide personnel files for audits.
• Complete and submit the monthly Job Openings and Labor Turnover (JOLTS) report to the Bureau of Labor Statistics.
• Search, retrieve, scan, upload, and correctly file personnel documents in Laserfiche.
• Assist with data input of employee information into eFinance as needed.
• Ensure I-9 compliance to meet Equifax deadlines.
• Responsible for completing surveys and EEO- reports.
• Perform all other duties as assigned.

WORKING/SPECIAL CONDITIONS:

The usual and customary methods of performing this job require the following:

Ability to work in a fast-paced, high-intensity work environment efficiently and effectively with frequent interruptions and the ability to maintain emotional control under stress. Job may require prolonged periods of time sitting, reaching and repetitive hand motions; prolonged use of computer. Overtime is required as necessary