Records Assistant

POSITION SUMMARY:

Under the supervision of the Senior Document Management and Verification Partner, the Records Management Assistant provides high quality and diverse administrative support of records management operations. This position ensures the implementation of policies, procedures, tools and standards that drive the quality and effectiveness of all records management operations impacting all phases of the employment lifecycle (recruitment, selection, hiring, performance, succession, development and transition). The Records Management Assistant provides exceptional customer service and serves as a liaison to other departments, staff and customers. Communicates with staff and customers at various levels. Utilizes a variety of technologies in the performance of assigned duties.

This is a 12-month, ACE/AFSCME, Local 2250 Position - Pay Table 700 - Grade 15

Hourly Range: $20.66 - $41.22

CLOSING DATE: January 30, 2024

DUTIES & RESPONSIBILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

• Supports the accomplishment of the Human Resources Division mission and objectives by completing diverse and complex administrative duties that support the employment life cycle and transactional employment functions;

• Establishes and maintains a strong, positive working relationship with all customers and staff to support the delivery of efficient and effective Human Resources services;

• Implements processes, standard operating and administrative procedures, negotiated agreements, local, state and federal regulations;

• Facilitates records management systems to support employees and customers of the Records Management Office to include troubleshooting customer issues and advising Human Resources staff in proper records management techniques and requirements;

• Implements processes, standard operating and administrative procedures, negotiated agreements, local, state, and federal regulations;

• Performs data entry and scanning associated with records management best practices and electronic document management;

• Researches files for requested information and prepares files for auditing/auditors;

• Tracks materials removed from files in order to ensure that borrowed files are returned;

• Drafts and prepares memos, correspondence, forms and other documents, materials and presentations, reviewing for accuracy and completeness prior to submission;

• Supports day to day office functions by scheduling and coordinating appointments and meetings, arranging travel, and processing assigned business actions;

• Answers phone, conducts business using various forms of communications to disseminate information and assist customers;

• Assists with data collection, creates and maintains spreadsheets and accurately compiles, organizes, and prepares information for various projects, reports, meetings and presentations;

• Organizes, prepares and maintains Human Resources records and data related to the various phases of employment; Prepares and processes applicant and employee files and assists with onboarding;

• Assist office and school based staff by responding to general inquiries and provides support related to Human Resources functions;

• Assists with recruitment and selection activities to include but not limited to screening postings, scheduling appointments, coordinating candidate events and selection panels, etc.;

• Completes special administrative projects as assigned;

• Utilizes all Human Resources information technology and adapts to new technologies quickly;

• Reviews and responds to a variety of correspondence and inquiries and maintains a schedule of office appointments, compiling and preparing appropriate files, documents and related materials for file reviews; and

• Performs other duties as assigned.

QUALIFICATIONS:

The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Must have a minimum of two years of records retention and Human Resources related administrative experience, preferably in a high volume office;

• Must be able to multi-task and quickly analyze issues, shift priorities, and cope with ambiguity in a fast paced environment;

• Must be able to interact positively with all levels of staff and a broad base of customers;

• Customer focus and professional;

• Effective communication;

• Accuracy and high quality customer service;

• Learning Agility;

• Drives results; strong sense of urgency;

• Cultural sensitivity;

• Collaborates with others;

• Committed partner, personal credibility;

• Technology utilization and proficiency; and

• Maintains confidentiality

EDUCATION REQUIREMENTS:

High School diploma or GED required. Must have successfully completed classes or course work resulting in proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, etc.) report generating software and other human resource technologies and be skilled in using the Internet for work related research; Or a combination of equivalent years of experience, education and skills that would meet the position requirements.

CERTIFICATION REQUIREMENTS:

None required.

SUPERVISORY RESPONSIBILITIES:

No direct supervisory responsibilities.

PHYSICAL DEMANDS:

The physical demands 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 frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.

WORKING ENVIRONMENT:

The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job. Fast pace work environment, requires multitasking on a routine basis.

ADDITIONAL INFORMATION:

Highly demanding and fast-paced environment; frequently required to work long hours and weekends. Annual leave may be limited during specified timeframes. Local and non-local travel may be required.

Direct Deposit is expected as a condition of new hire employment.

Based on the settlement agreement reached in Administrator, Wage and Hour Division, U.S. Department of Labor v. Prince George's County Board of Education, OALJ Case No. 2011-LCA-00026, PGCPS is ineligible to sponsor foreign nationals for U.S. employment under any temporary or permanent visa program. As a condition of employment, all applicants for employment must be qualified to work in the United States without sponsorship by PGCPS. If you are not work-authorized and would require PGCPS to sponsor you for a work visa you will not be considered for employment.

To submit an application online select apply.

Please complete ALL sections and provide applicable details to ensure full consideration. If you need assistance with submitting your application online, please contact the Employee Support Center & Substitute Services at 301-780-2191.

Appropriate accommodations for individuals with disabilities are available upon request.