POSITION: RECORDS CLERK - HUMAN RESOURCES
This position involves a variety of advanced technical and specialized personnel-related duties associated with the Human Resources Division. Work in this class involves the maintenance of official files and records for government employees and retirees, ensuring that records are accurately filed in accordance with applicable laws and rules and regulations. The employee in this position must maintain strict confidentiality of records and other sensitive information that is submitted to the division for processing. Immediate supervision is received from a higher-level officer.
DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)
- Files sequentially all documents in the employee’s Official Personnel Record (OPR) folder and file in appropriate cabinet;
- Exercises complete confidentiality appropriate to requirements of the job;
- Maintains all government employee personnel records and record room in compliance with rules, regulations and established procedures;
- Enters data or information into a terminal, PC or other keyboard device;
- Maintains and processes documents using the Electronic Resource Program (ERP);
- Retrieves OPR folder when requested;
- Uses computer to maintain record of OPR folders;
- Establish OPR’s for new employees;
- Performs simple filing according to clearly defined categories and classification criteria;
- Serves as an alternate in the absence of and/or lunch breaks for the receptionist;
- Performs other related duties as required.
FACTOR I: KNOWLEDGE AND ABILITIES
- Knowledge of the principles and techniques of filing;
- Knowledge of the capabilities of the general purpose digital computer and its peripheral equipment especially as they relate to record keeping;
- Knowledge of and proficiency in using Microsoft Word, Excel, and other computer applications, as well as the typewriter, the computer and other machines typical to the office;
- Knowledge of basic mathematics;
- Ability to read and comprehend;
- Ability to exercise complete confidentiality appropriate to job requirements;
- Ability to learn personnel policies and procedures through observation, verbal instruction and written source documents;
- Ability to carry out requests accurately;
- Ability to maintain satisfactory working relationships with other employees and the public;
- Ability to work cooperatively with others.
FACTOR II: SUPERVISORY CONTROLS
- Employee works under the supervision of a higher-level officer who assigns duties, describes scope of goals and objectives and furnishes guidance on critical issues;
- Employee receives a general outline of the work to be performed and is generally free to develop their own sequences and methods within the scope of established policies;
- Supervising officer makes periodic checks of the work completed and in progress.
FACTOR III: GUIDELINES
- Federal and local guidelines and procedures as they relate to the maintenance of personnel records must be followed;
- Compliance to HIPAA Federal Laws required.
FACTOR IV: COMPLEXITY
- This is recurring work which involves the confidential safekeeping of personnel records and maintenance of documents for the employment life cycle of the employee within the Virgin Islands Government.
FACTOR V: SCOPE AND EFFECT
- The purpose of this work is to maintain proper control of employees and retirees’ employment records making sure that all pertinent documents are safely filed in the employees’ OPR folder;
- Routine data entry may include routine clerical including the utilization of keyboard to input numerical data and text.
FACTOR VI: PERSONAL CONTACTS
- Contacts are with co-workers, other government employees and retirees requesting to place, review or retrieve documents;
- Contacts are made by telephone or in person.
FACTOR VII: PURPOSE OF CONTACTS
- The purpose of contacts is to retrieve information from, or to place information in the employees or retirees folder.
FACTOR VIII: PHYICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to:
- Sit for long periods of time with intermittent walking, standing;
- Talk or hear within normal range;
- Reach with hands and arms and handle cumbersome awkwardly shaped items;
- Read fine print, and review information on a PC monitor, as well as, hard copy output;
- Lift up to 70 pounds and exert maximum muscle force to lift, push, pull, or carry objects.
FACTOR XI: WORK ENVIRONMENT
- Work environment involves normal everyday hazards or discomforts typical of offices, meeting and training rooms, or libraries.
- Comfortable levels of temperature, ventilation, lighting and sound are inherent in the work environment and exposure to deviations from pleasant environmental conditions is only occasional. The likelihood of injury is remote.
- High School Diploma or GED, and two (2) years clerical experience. (Business Vocational High School preferred.)
- Training in computers, organizing, filing, and maintaining filing systems, and in human resources practices is desirable.
“No person shall be discriminated against in employment or in any educational program or activity offered by the Virgin Islands Department of Education on account of race, color, creed, national origin, sex, handicap or age.”
Complainant may write to:
Division of Human Resources
Division of Human Resources
#2133 Hospital Street
#44-46 Kongens Gade
Christiansted, VI 00820
St. Thomas, Virgin Islands 00802