Specialist, Employee Records Management
Job Summary
Assists to ensure compliance of relevant laws, regulations & policies pertaining to maintenance of employee records storage/retrieval, integrity and compliance of digital records, credentialing documentation, and work eligibility validation, as well as migration of documents between information management systems.
ESSENTIAL FUNCTIONS
Assist in maintaining the security and efficiency of record management processes for automating, digitizing, storing, and disposing of current & outdated documents. Ensure the department adheres to document retention schedules.
Collaborate with Records & Retention staff to ensure file structure/maintenance activities are completed in accordance with policy, including classifying and coding, processing, storing, retrieving, parsing, preserving/archiving, data and records, and destroying electronic and paper records.
Ensure employee records are safely and efficiently digitized, stored and disposed of according to policy.
Assist with scanning procedures, function as liaison between Talent Engagement and Records & Retention, and collaborate to develop a secure process for employee access to their digital personnel file.
Assist in testing and quality assurance work as needed to ensure the security and efficiency of employee records management.
Collaborate to build and maintain a searchable user-friendly data warehouse for historical files, reports, and other related content for the department.
Collaborate with Records & Retention staff to develop and maintain department guides on the creation and maintenance of digital files and a physical maintenance structure.
Train new staff on the use of imaging or data entry equipment and ensure that output meets standards.
Perform other duties, tasks and assignments as required.
QUALIFICATIONS
Education & Experience
· Associate’s degree required
· 4 years directly related experience may be considered in lieu of required degree
· Bachelor’s degree preferred
· 4 years experience in records maintenance/scanning required
· Experience in higher education or community college preferred
Licensing & Certification
· Valid Texas Driver License
Special Skills
· MS Office Programs
· Information Management Systems
· Laserfiche Scanning Software
· Rules and regulations of storage and archiving employee records
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
The Organization
Houston Community College (HCC) is composed of 14 Centers of Excellence and numerous satellite centers that serve the diverse communities in the Greater Houston area by preparing individuals to live and work in an increasingly international and technological society. HCC is one of the country’s largest singly-accredited, open-admission, community colleges offering associate degrees, certificates, workforce training, and lifelong learning opportunities.
The Team
Play a central role at HCC as you keep our everyday operations running like clockwork. You’ll get the chance to make things happen and work closely with inspiring leaders across different parts of the institution. Whether your role is supportive, administrative, financial or something else, you’ll be part of a dynamic team that not only provides HCC students with cutting-edge academic and career tools, it also takes care of its people.
Location
Houston is a city with limitless possibilities:
- Fourth-largest city in the U.S. and home to 54 Fortune 500 companies, second only to New York City’s 55.
- Approximately 145 languages are spoken here.
- Overall after-taxes living costs are 5.6 percent below the average for all 308 urban areas recently surveyed.
- Houston is a major-league sports town, and don’t forget the annual Houston Livestock Show & Rodeo.
- The weather is great! Mild winters ensure that outdoor activities can be enjoyed year-round.
- World-renowned medical care. The Houston metro area has long been known for its first-rate healthcare system, with many Houston area hospitals consistently ranking among the nation’s top institutions.
- With over 150 museums and cultural institutions in the Greater Houston area, museums are a large part of Houston’s cultural scene.
- Houston is the Culture & Culinary Capital of Texas with more than 7,500 restaurants and eating establishments covering 60+ cuisines.
If this sounds like the role for you and you’re ready to join an amazing team, please apply right away.
EEO Statement
Houston Community College does not discriminate on the bases of race, color, religion, sex, gender identity and expression, national origin, age, disability, sexual orientation or veteran’s status. The following person has been designated to handle inquiries regarding the non-discrimination policies:
Osvaldo Gomez, Director EEO/Compliance, Title IX Coordinator
Office of Equal Opportunity and Title IX
PO Box 667517
Houston TX, 77266
713 718.8271 or hcc.oeotix@hccs.edu
HCC values its employees and their contributions, promotes opportunities for their professional growth and development, and provides a positive working and learning environment that encourages involvement, innovation, and creativity.
Individuals with disabilities, who require special accommodations to interview, should contact (713) 718-8565.