Job Description
The Health and Human Services Commission is seeking a highly qualified candidate for the Human Resources II – Records Specialist position. Performs human resources records management and technical assistance work. Work involves assisting in the administration of a human resources records management program and ensuring compliance with state and federal employment laws, regulations, and policies. Assists in completion of special records management assignments. Maintains workload and program statistical reports. Works under general supervision with latitude for the use of initiative and independent judgment.
Essential Job Functions
Reviews incoming employment documents completed by newly hired employees and their supervisors for completeness and accuracy of information and for compliance with federal, state, and Health and Human Services (HHS) mandates, policies, and procedures. Utilizes a computerized database system to verify employee identification numbers, social security numbers, agency hire/rehire dates, state agency names, and other employment data. (15%).
Notates which required documents have been received in the electronic Records Management System (RMS) database. Notifies supervisors of missing, incomplete, or incorrect New Hire documents. Monitors due dates to ensure missing or corrected documents are received. (10%)
Inputs I-9 data into the E-Verify system. Coordinates with employees, hiring officials, and management to ensure adherence to E-Verify policies and procedures. (20%)
Audits Master Personnel Files to identify missing and/or incomplete employment documents for previously hired employees. Notifies supervisors via e-mail of missing, incomplete, or incorrect employment documents. Monitors due dates and prepares an Excel spreadsheet listing employees with missing/incomplete documents. (10%)
Researches records management issues. Retrieves/copies employment records that have been scanned. Mails, e-mails and faxes documents to approved individuals. (5%)
Utilizes the electronic content management application (OnBase) to ingest master personnel file documents. (20%)
Clarifies records management policies and procedures for HHS agency supervisors, managers, and staff. Assists in completion of various records management special projects. (10%)
Collects and reports statistics, including those related to incoming documents processed by the Records Management Section's employees. (10%)
Knowledge Skills Abilities
Knowledge of:
- HHS agency and human resources policies, procedures, and practices.
- Time management principles and practices.
- Current records management administration and maintenance policies, procedures, and practices.
Skill In
- Using a personnel computer, MS Office Applications, and human-resources related software applications.
- Handling multiple tasks and prioritizing
Ability To
- Correctly enter data into an electronic database and scanning system.
- Meet specified deadlines.
- Research record management issues, organize efficiently, learn scanning techniques, problem solve records issues and follow detailed, complex instructions.
- Explain the day-to-day activities of the section to new staff members.
- Prepare and maintain records, files, and reports.
- Explain policies and procedures to staff and members of the general public.
- Be courteous and respectful in all interactions with clients, peers, coworkers, vendors, contractors, and any other people the employee meets during their job.
- Maintain confidential and sensitive information and to communicate effectively
Registration Or Licensure Requirements
N/A
Initial Selection Criteria
Experience in human resources preferred.
Experience with use of computer programs and systems and databases.
Experience with employee and human resources records management.
Experience working with CAPPS HCM or other HR/payroll administration software preferred.
Additional Information
Salary Note: The salary offered will follow HHSC starting salary guidelines.
Must be eligible to become a Texas Notary Public.
Position is eligible for part-time telework up to four days per week subject to telework policy.
MOS Code
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 42A, 42B, PS, 120X, HRM10, 0111. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
I-9 Form - Click here to download the I-9 form.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
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