HR Records Administrator

4 weeks ago

Harrisburg, United States InfiCare Technologies Full time
Job DescriptionJob Description

Job Title - HR Records Administrator

Job Location - Harrisburg, PA XX111

Duration X+ Months

Job Description -

The HR Records Administrator performs a wide range of functions focused on collecting, organizing, filing, validating, retrieving, summarizing, and distributing HR-related records. These functions are performed in support of various business processes, including, but not limited to:

Applicant processing.

The employee life cycle from new hire through termination.

Responding to requests from external organizations, including government agencies.

Responding to workforce requests for assistance (employment verification, others).

Most requests received by the HR Team require that some actions be taken with HR records. Consequently, the HR Records Administrator will have significant responsibility for receiving, prioritizing, and responding to such requests.

This role includes the daily and routine handling of highly sensitive information related to applicants and employees. The job responsibilities must always be executed in a manner consistent with the organization's security policies ensuring the confidentiality and security of the records.

Essential Functions

  • Create, organize, validate, and maintain personnel files.
    • Serve as the main POC for all personnel files.
    • Validate that personnel files are complete and comply with the organization's standards.
    • Work with / oversee the work performed by others to scan paper documents.
    • Work with / oversee the work performed by others to digitize various electronic documents (including those that have been recently scanned).
    • Validate that the digitized documents have been ingested in the UKG HRIS and that the documents are readable and searchable from within UKG.
    • Create, gather, review, analyze, complete and audit high volume of new hire paperwork, including I-Xs, E-Verify and retention of employment eligibility forms in a compliant and timely manner
  • Responding to requests
    • Explain human resources policies and procedures.
    • Generate employee letters and documentation as needed either via HRIS, Word mail merge or Adobe PDF .
    • Respond to verifications of employment in a timely manner.
    • Assist in collecting data for compliance audits (UHY, X01(k), others).
    • Records include mail and letters.
  • Other duties
    • Receive, open, and process mail.
    • Notify appropriate staff of actions required in response to mail.
    • Other duties as assigned.
  • Receive, review, prioritize, and coordinate resolution of Help Requests.
    • Review and prioritize requests received via Outlook, the general HR Inbox, and/or the HR Help function in UKG.
    • Maintain a log of issues with priority, status, owner, due date and other appropriate information.
    • Identify and request assistance of other HR Team members as needed to respond in a timely manner.
    • Escalate issues that have not been closed within the prescribed timeframe.

SKILLS & QUALIFICATION REQUIREMENTS

Required:

  • Advanced Outlook, Excel, Word, Adobe PDF skills.
  • Ability to effectively present information and respond to questions.
  • Ability to define problems, collect data, establish facts, and draw valid conclusions.
  • Must be adept at problem-solving, including being able to identify issues and resolve problems in a timely manner.
  • Must be able to communicate clearly, both written and orally, to all levels of staff.
  • Must be able to prioritize and plan work activities as to use time efficiently.
  • Must be organized, accurate, thorough, and able to monitor work for quality.
  • Must be dependable, able to follow instructions, respond to management direction, and must be able to improve performance through management feedback.
  • High degree of initiative and self-motivation.
  • Able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
  • Prior experience working with highly confidential records and files.
  • Prior help desk / customer support experience.

Preferred:

  • Experience with UKG and CostPoint systems.
  • Ability to effectively read and interpret information; present numerical data in a resourceful manner; and skillfully gather and analyze information.

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