Human Resources Operations & Records Assistant

Nature and Variety of Work

The position requires the performance of the duties normally contemplated for this class under general supervision of a higher professional level. The incumbent treats all personnel and personal related matters as strictly confidential. Confidential information may not be discussed with other County employees including individuals in the Office of Human Resources Management except for work related reasons, under terms and conditions of the Maryland Public Information Act. 
 

Examples of Work

Records Management Support:
 

• Digitization and Organization of Electronic Information
• Assist with archival, disposal, and retrieval of records according to retention schedule
• Research files for requested information and assists in the preparation of files for auditing/auditors
• Compiles various reports from SAP and other database systems to update OpenText
• Create reports to provide to Division leadership on completed assignments
• Creation and updating electronic files

Operations, Customer Service, and Communication:
 

• Provide efficient, accurate, and professional customer service, including but not limited to answering and recording telephone inquiries and/or complaints, addressing email inquiries, greeting and assisting People Operations visitors, and opening and/or distributing mail as needed
• Arrange travel and accommodations for staff attending out of state training and conferences
• Provide administrative support for training and development initiatives as needed and directed by manager
• Assists with preparing and/or purging outdated files for storage and destruction

   
Procurement and Finance Management:
 

• Work with manager to ensure timely processing, payment, and tracking for services managed by the People Operations section
• Uses the County's procurement process to order needed equipment and supplies; receive and verify shipment orders
• Monitors and processes payments for all operational expenditures within the Division working in conjunction with Office of Finance, Office of Management and Budget, Office of Central Services, and Office of Information Technology as needed

Other:
 

• Performs other tasks and duties as assigned, which may not be specifically listed in the position description; however, are within the general occupational category and responsibility level typically associated with the class of work.

Minimum Qualifications

Additional Information

KNOWLEDGE/SKILLS/ABILITIES
 Knowledge of:
 

• Operational characteristics, services, and activities of a records management program;
• Procedures and legal requirements necessary to maintain, archive, preserve, and protect County records;
• Principles, practices, and procedures of automated and manual records management, retrieval, and storage including micro graphics, electronic imaging, automated information retrieval systems, and computer applications and capabilities for use in records and document management programs;
• Procedures, techniques and methods of document preservation; principles and practices used in the development and implementation of classification systems and records retention schedules.

Ability to:
 

• Understand the organization and operation of the County and of outside agencies as necessary to assume assigned responsibilities;
• Understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations;
• Organize, implement, and maintain detailed automated and manual record systems; organize work, set priorities, and provide support to meet records and document management needs;
• Exercise sound, independent judgment; analyze records, document problems, and recommend sound solutions; appraise the value of and legal requirements of County personnel documents for retention purposes;
• Maintain on-line electronic off-site records storage systems and programs;
• Implement and maintain a uniform classification filing system; develop, implement, and maintain an electronic document imaging system;
• Stay abreast of new technologies used to automate systems;
• Develop and present effective training; provide information and organize material in compliance with laws, regulations, and policies; understand legal concepts of document discovery and production of records in response to Public Records Act requests and legal subpoenas;
• Organize, gather and compile data for various legal issues, facts, public records, for the preparation of cases and legal documents to assist County Attorneys;
• Conduct effective interviews to accurately prepare and locate documents;
• Work cooperatively with other departments, County officials, and outside agencies;
• Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, staff, or other agencies on sensitive issues in area of responsibility;
• Interpret and explain records policies and procedures;
• Prepare clear and concise reports;
• Communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work.

PREFERRED QUALIFICATIONS:
 

• Ideal candidates will possess professional records management experience from a public agency with knowledge and experience with federal and state laws, especially Public Records Act and records retention schedules.
• Certified Records Manager's Credential offered by the Institute of Certified Records Managers.
• Must be able to lift up to 50 lbs., occasionally move boxes, supplies, equipment, standing and bending frequently.
• Must have a good driver's record.
•  Must be able to type at least 45 wpm and have knowledge of Adobe, Microsoft suite.
•  Must be able to communicate and relate positively with people.
• Knowledge of the Public Records Act helpful.
• Familiar with automated records and information storage and retrieval systems.

DURATION OF ELIGIBILITY: Candidates will be selected from a temporary register of eligibles, which will become effective approximately four (4) weeks after the closing date. Once a selection has been made, the register will expire.

ELIGIBILITY TO WORK: Under the Immigration Reform and Control Act of 1986, an employer is required to hire only U.S. citizens and lawfully authorized alien workers. Applicants who are selected for employment will be required to show and verify authorization to work in the United States.
This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S., only after an offer has been accepted and the Form I-9 is completed. For information on E-Verify, or if you believe the County has violated its E-Verify responsibilities, please contact the Department of Homeland Security (DHS) at 888-897-7781 or visit their website at dhs.gov