HR Records Specialist

4 weeks ago

Chicago, United States VetJobs Full time
Job Description

Under supervision, ensures HR actions are accurately recorded and documented, and performs various HR administration tasks for the Department of Human Resources, and performs related duties as required.

ESSENTIAL DUTIES
  • Works as a liaison for City departments electronically tracking and accepting HR transactions, scanning and storing supporting documentation for archival purposes, and provides assistance in the navigation of the City's HRIS computer system.
  • Maintains, appraises, revises, and issues work histories for current and former City employees in response to requests from HR liaisons, City employees, Labor Relations, Union(s), Pension Board, and Freedom of Information Act requests by deducting time for break in service, deducting time from employees' continuous service and time in title.
  • Initiates and conducts final and extensive audit of HR actions (e.g., appointments, promotions, separations, leaves of absence, incidents, and other personnel transactions) ensuring they are accurate and documented properly.
  • Utilizes a document management system to retrieve, store, and save secured documents and records
  • Reviews personnel policies and procedures pertaining to the application of HR laws, union regulations, and City HR rules for employment actions affecting separations, hires, terminations, and reinstatements of "At Will" and "Shakman Covered" employees.
  • Interprets and applies resolutions for Court ordered and Personnel Board settlement agreement orders and for Union arbitrations to individual employment records.
  • Ensures HR actions comply with the Family Medical Leave Act (FMLA), Victims Economic Security and Safety Act (VESSA), and Health Insurance Portability and Accountability Act (HIPAA).
  • Instructs on the application of civil service practices under the City's system of HR administration that is based on merit principles, personnel rules, and the use of job codes and employment statuses.
  • Converts microfiche and microfilm records to a digitized format for archival purposes.
  • Coordinates work efforts with City departments on matters relating to employment records for classifications, employee selection, transfers, and documentation for other areas of personnel administration.
  • Performs varied HR administration tasks including the auditing of city-wide payroll reports to ensure accuracy for management review.
  • Maintains databases to track HR hiring transactions, monitors control logs, and disseminates HR notifications to City departments.
  • Gathers and provides documents and records in response to requests from the City's auditing team, as required.
Additional duties may be required for this position.

Certificates/Security Clearances/Other

THIS POSITION IS IN THE CAREER SERVICE

Location: City Hall, 121 N. LaSalle Room 1100, Chicago, IL 60602

ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.

The City of Chicago is an Equal Employment Opportunity and Military Friendly Employer.
City of Chicago

Additional Qualifications/Responsibilities

Qualifications

Three years of paraprofessional work experience in the field of human resources/personnel administration; or an equivalent combination of training and experience.

Preference will be given to external candidates possessing the following:
  • A Bachelor's degree or higher from an accredited college or university
  • Previous work experience using Human Resources Management Systems (Oracle, Peoplesoft, etc.)
  • Previous work experience using Human Resource Management Systems to review, verify and process various HR transactions (e.g., appointments, promotions, separations and etc.)
  • Previous experience working with human resource laws and regulations such as FMLA, VESSA, ADA, and HIPAA
  • Previous work experience using data from union agreements (arbitrations/settlements, etc.) to modify employment records.
  • Previous work experience using document management systems (DMS)
  • Previous work experience using microfilm, microfiche, and/or imaging.
  • Proficiency in Microsoft Word, Excel and Outlook

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