HR Records Management Specialist II

TX-HHSC-DSHS-DFPS • Austin, TX

8d • Hybrid

About The Position

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.

Requirements

• Knowledge of HHS agency and human resources policies, procedures, and practices.
• Knowledge of Time management principles and practices.
• Knowledge of 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.
• Skill in Handling multiple tasks and prioritizing
• Ability to Correctly enter data into an electronic database and scanning system.
• Ability to Meet specified deadlines.
• Ability to Research record management issues, organize efficiently, learn scanning techniques, problem solve records issues and follow detailed, complex instructions.
• Ability to Explain the day-to-day activities of the section to new staff members.
• Ability to Prepare and maintain records, files, and reports.
• Ability to Explain policies and procedures to staff and members of the general public.
• Ability to Be courteous and respectful in all interactions with clients, peers, coworkers, vendors, contractors, and any other people the employee meets during their job.
• Ability to Maintain confidential and sensitive information and to communicate effectively.

Nice To Haves

• 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.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• Researches records management issues. Retrieves/copies employment records that have been scanned. Mails, e-mails and faxes documents to approved individuals.
• Utilizes the electronic content management application (OnBase) to ingest master personnel file documents.
• Clarifies records management policies and procedures for HHS agency supervisors, managers, and staff. Assists in completion of various records management special projects.
• Collects and reports statistics, including those related to incoming documents processed by the Records Management Section's employees.

Benefits

• Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1-10 employees