Human Resources Records Specialist
Job Description
Duties and Responsibilities
Essential Duties and Responsibilities
The Human Resources Records Specialist will ensure the accurate and timely maintenance of all employee records. This includes updating personnel files, managing HR databases, and ensuring compliance with legal and College standards. The HR Records Specialist will perform regular record audits, generate reports, and other administrative tasks as needed. The role of the HR Records Specialist will also be cross-trained in general HR processes (technical and data entry management) to provide support to the HR department.
Characteristic Duties and Responsibilities
- Responsible for maintaining and updating employee records utilizing the department’s records management system.
- Responsible for securing and protecting the confidentiality of employee records.
- Reviews and maintains personnel records in accordance with College requirements, as well as regulatory requirements including Federal, State, and/or SACSCOC (Southern Association of Colleges and Schools Commission on Colleges).
- Responsible for scanning personnel files and maintaining the electronic records management system.
- Responds to file requests from auditors, employees, supervisors, external entities, and regulatory compliance agencies.
- Follows and maintains records retention program and allows for easy retrieval of employee historical data.
- Provides customer service by communicating effectively both in writing and orally when responding to requests/inquiries.
- Maintains personnel databases, employee records, and ensures data security and integrity.
- Assists the HR team with requests, projects, and reports as needed.
- Assists in College events such as In-Service, Convocation, Graduation, Employee Recognition, etc.
- Performs other duties as assigned by the immediate supervisor, and the respective line of supervision.
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