Senior Representative, Employee Records

JOB SUMMARY
Under general supervision of the Employee Records Manager, the Employee Records Sr.

Representative performs a wide variety of clerical, analytical and technical work for the Employee Records department.

ESSENTIAL FUNCTIONS
Update, track and maintain status measures of full and part-time staff (i.e. official transcript receipt, contract remittance, credentialing forms, etc. ) in system of record and in employee’s personnel file.

Keep Employee Records Manager abreast of any problems or concerns associated with employee paperwork.

Assist employees with Employee Records information and refer complex problems or questions to supervisor for resolution in accordance with departmental procedures.

Assist current and former employees with change of address, phone number, change of name, and make the appropriate changes in system of record.

Complete employment verifications requested from an employee or lending company.

Analyze applicant and/or employee paperwork for possible discrepancies (i.e., insufficient education documents, work authorization documents, lack of required federal documents, etc. ) and communicate discrepancies to the appropriate hiring supervisor for resolution.

Log and track all correspondence to ensure receipt of documents/information.

Prepare employment contracts and letters of agreement for all full-time and temporary employees hired each month.

Assist the Employee Records Manager with annual faculty contract preparation and distribution functions, and the preparation of the monthly personnel agenda.

Perform administrative and clerical duties for the Employee Records department; including but not limited to: preparing, indexing, filing, maintaining, retrieving and storing personnel records on a computerized imaging records system, and tracking of all new full-time hire paperwork.

Assist in the preparation, handling, retrieval, and storage of personnel records/documents (imaged/hardcopy) on the computerized Records Imaging System or current record filling system.

Review and analyze imaged documents ensuring accuracy and conformance to established standards and quality are maintained.

Maintain accurate indices to ensure the Employee Records department is sufficiently controlled and secured, including manual logs of file retrievals and returns, etc. Forward and track personnel files (imaged or hardcopy) requested by authorized personnel in accordance with established policies.

Provide system generated reports as needed or requested.

Perform other duties, tasks and assignments as required.

QUALIFICATIONS
Education & Experience
 

• High School diploma or GED required.
  
   
• Associate’s degree preferred.
  
   
• 2 years related experience required.
  
   
• 1 year experience imaging/scanning documents preferred.
  
   

Licensing & Certification
 

• Valid Texas Driver License

Special Skills
 

• MS Office Suite
• Information Management Systems
• Employee Records Processes and Policies

Competencies
 

• Delivering High Quality Work
• Accepting Responsibility
• Serving Customers
• Supporting Organizational Goals
• Driving Continuous Improvement
• Acting with Integrity
• Thinking Critically
• Managing Change
• Communicating Effectively

Working Conditions
General Office. Must be able to perform all job requirements with or without reasonable accommodations; remain in a stationary position during shift; move items weighing up to 25 pounds; position self to operate job equipment; apply established protocols in a timely manner. Must access, input and retrieve information from technology devices; communicate with others to accomplish job requirements. May be required to work after hours to include weekends and holidays.

SECURITY SENSITIVE:
This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215