Records Clerk - Human Resources

DESCRIPTION

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.