Position Summary:
Under the direction of the Senior Document Management and Verification Partner, the Human Resources Junior Partner – Records Management and Verification performs specialized work in the areas of document management, audits, Maryland Public Information Act (MPIA) requests, and employment verifications. The incumbent of this position ensures the implementation of policies, procedures, tools and standard operating procedures that drive the quality and effectiveness of all records management operations impacting all phases of the employment life cycle.
Duties and Responsibilities:
- Provides transactional staffing services to assigned accounts including, but not limited to, screening, supporting interviews, processing documents and personnel actions, maintaining records, and preparing reports;
- Gathers, reviews, compiles, and maintains data from a variety of systems to prepare accurate and comprehensive reports at the direction of the supervisor and/or leadership;
- Resolves frontline employment-related issues and concerns with discretion and maintains confidentiality of sensitive information;
- Provides administrative support to designated functional areas;
- Supports the Human Resources division’s mission and objectives by completing diverse, technical, and complex administrative duties that support the employment life cycle;
- Serves as liaison and support to school/office staff regarding document management;
- Supports leadership in responding to legal requests in a timely manner, to include subpoenas, MPIAs, etc.;
- Assists leadership with the onboarding, orientation and placement of participants in the Summer Youth Employment Programs (SYEP); attends monthly meetings as necessary;
- Completes scanning of personnel files, interview files, form I-9s, etc. into Oracle’s WebCenter;
- Assists in maintaining compliance for the purpose of adhering to federal, state, and local employment laws and the negotiated agreements between collective bargaining units and PGCPS;
- Composes correspondence for the purpose of providing support or conveying information to internal and external customers and staff;
- Provides support and represents PGCPS at placement events and orientation sessions in the completion of the federal form I-9;
- Provides information and guidance to principals, department heads, staff, and employees related to departmental and systemic processes and procedures pertaining to employment verifications and the management of personnel documents;
- Attends and participates in team and divisional staff meetings to assist in continuous improvement of communications, customer experience and planning;
- Adheres to and assists with the development of standard operating procedures for records retirement eligibility, retrieval procedures, communication protocols, records logs, and onsite records staging/holding area;
- Sets priorities in a fast-paced environment to manage onsite file storage and provide support to employees requesting to review personnel files;
- Responds to oral, written, and electronic inquiries in accordance with office, departmental and systemic standard operating procedures;
- Maintains and creates departmental spreadsheets and databases as needed;
- Performs duties with operational excellence and customer experience as a driving focus; and
- Performs other duties as assigned.
Qualifications:
- Knowledge and experience of human resources best practices and principles;
- Experience with Human Resource Information Systems - Oracle preferred;
- Ability to function independently and work within a team;
- Ability to exercise appropriate judgment and discretion in providing administrative and technical support regarding Human Resources within PGCPS;
- Ability to collect, compile and analyze data, assemble information and prepare reports;
- Ability to effectively interpret and communicate human resource policies and procedures;
- Ability to establish and maintain effective working relationships with associates, officials and employees;
- Ability to prioritize, plan, and execute multiple complex and continuing assignments in a timely and efficient manner;
- Ability to maintain confidentiality;
- Ability to travel offsite and work evening and weekend hours;
- Excellent oral and written communication and presentation skills;
- Ability to deliver effective customer experience and take appropriate and immediate action with a primary focus in meeting the customer’s needs and concerns;
- Excellent interpersonal and organizational skills; and
- Must be proficient in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook, etc.) and skilled using the internet for work-related research, as well as Oracle and position control related technologies.
Education and/or Experience Requirements:
Bachelor's degree from a regionally accredited
college or university with major work in human resources, business
administration or public administration;
three (3) years of increasingly responsible professional experience
directly related to human resources administration.
Certification:
None Required.
Supervisory Responsibilities:
No direct supervisory responsibilities.
Physical Demands:
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.
Working Environment:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
Additional Information:
None
