HR Records Management Specialist III

TX-HHSC-DSHS-DFPS • Austin, TX

12d • Hybrid

About The Position

The HR Records Management Specialist III performs human resources records management and technical assistance work. Work involves assisting in the operations of the Health and Human Services (HHS) human resources records management program and ensuring compliance with state and federal eligibility/identification and other employment related laws, regulations, and policies.

This position acts as the main point of contact and processor for employment and salary verification requests, prior state service verifications, and lost wage verifications. Additionally, it serves as the primary backup for handling internal and external requests for human resources information or documents related to the Open Records Act, subpoenas, litigation, civil rights matters, audits, risk management, and investigations. Works under general supervision with moderate latitude for the use of initiative and independent judgment.

Requirements

• Knowledge of HHS agency and human resources policies, procedures, and practices.
• Knowledge of current records management administration and maintenance policies, procedures, and practices.
• Knowledge of The Open Records Act.
• Knowledge of time management principles and practices.
• Knowledge of office procedures; of spelling, punctuation, grammar, and arithmetic; and of business terminology, methods, and procedures.
• Skill in operating personal computers and using MS Office applications, including Excel and Word; experience with human resources software such as Peoplesoft, imaging programs, and a variety of office equipment, including phones, fax machines, copiers, scanners, and shredders.
• 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 prepare and maintain records, files, and reports; to make arithmetic computations; to explain policies and procedures to staff and members of the general public; and to communicate effectively.
• Ability to effectively communicate with superiors, peers, vendors and general public – providing information by telephone, fax, in writing, e-mail, or in person.
• Ability to be courteous and respectful in all interactions with clients, peers, coworkers, vendors, contractors, and any other people the employee meets in the course of their job.
• Ability to keep all HHS human resources information and all information obtained as an HHS employee confidential, except as otherwise required by law, e.g., the Public Information Act.
• Two years’ experience working in human resources or closely related field.
• At least one year experience working in a customer service-related environment.
• Experience in handling and processing confidential records.

Nice To Haves

• Preferred experience involving work related to the Open Records Act and supporting open records requests.

Responsibilities

• Serves as the primary backup contact for and processor of internal and external requests for HR information and/or documents required for resolution of Open Records Act, subpoena, litigation, civil rights, audit, risk management, and/or investigation matters.
• Coordinates the HHS Human Resources Office's efforts in retrieving human resources related information and/or documents maintained at the HHS Employee Service Center, HHS Payroll Office, and/or HHS Time, Leave, and Labor Office, e.g., training transcripts, job applications, interview and selection records, Equal Employment Opportunity (EEO) documents, job performance records, worker's compensation information and documents, payroll records, time/ leave/labor records, and unemployment insurance records.
• Processes employment/salary verification requests, lost wage verification requests, and prior state service verification requests.
• Research records management issues. Clarifies records management policies and procedures for HHS agency supervisors, managers, and staff.
• Maintains workload statistical reports.

Benefits

• 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: Mid Level
• Education Level: No Education Listed