HR Records Coordinator

2 weeks ago

Harrisburg, Pennsylvania, United States Metasys Technologies, Inc. Full time

JOB DESCRIPTION
Position Overview

The HR Records Administrator is responsible for a variety of tasks centered around the collection, organization, filing, validation, retrieval, summarization, and distribution of HR-related documentation.

These tasks support multiple business processes, including but not limited to:

  • Processing of applicants.
  • Managing the employee lifecycle from onboarding to offboarding.
  • Addressing inquiries from external entities, including regulatory bodies.
  • Assisting workforce requests for support (employment verification, etc.).
The HR Records Administrator plays a crucial role in managing, prioritizing, and responding to requests that involve HR records.
This position entails the daily handling of sensitive information pertaining to applicants and employees.

All responsibilities must be executed in accordance with the organization's security protocols to ensure the confidentiality and integrity of the records.

Key Responsibilities
Create, organize, validate, and maintain employee files.
Act as the primary point of contact for all personnel records.
Ensure that personnel files are comprehensive and adhere to the organization's standards.
Collaborate with others to digitize paper documents.

Oversee the digitization of various electronic documents (including those recently scanned).

Confirm that digitized documents are properly integrated into the UKG HRIS and are accessible and searchable within the system.

Generate, review, analyze, complete, and audit a high volume of new hire documentation, including I-9s, E-Verify, and retention of employment eligibility forms in a compliant and timely manner.
Responding to Inquiries
Clarify human resources policies and procedures.
Produce employee letters and documentation as required, utilizing HRIS, Word mail merge, or Adobe PDF.
Timely respond to employment verification requests.
Assist in gathering data for compliance audits (UHY, 401(k), etc.).
Records may include mail and correspondence.
Additional Duties
Receive, open, and process incoming mail.
Inform relevant staff of actions needed in response to mail.
Other assigned tasks.
Review, prioritize, and coordinate the resolution of Help Requests.
Assess 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 pertinent information.
Identify and enlist the assistance of other HR Team members as necessary to ensure timely responses.
Escalate unresolved issues that exceed the designated timeframe.
Skills & Qualifications
Required:
Proficient in Outlook, Excel, Word, and Adobe PDF.
Ability to effectively present information and address inquiries.
Capability to identify problems, gather data, establish facts, and draw valid conclusions.
Strong problem-solving skills, including the ability to identify and resolve issues promptly.
Excellent written and verbal communication skills across all staff levels.
Strong organizational skills, with the ability to prioritize and plan work activities efficiently.
Detail-oriented, accurate, and thorough, with a focus on quality control.

Dependable, able to follow instructions, respond to management guidance, and improve performance based on feedback.

High level of initiative and self-motivation.
Ability to thrive in a fast-paced environment while managing multiple competing tasks and demands.
Previous experience handling highly confidential records and files.
Experience in help desk or customer support roles.

Preferred:
Familiarity with UKG and CostPoint systems.

Proficient in reading and interpreting information; presenting numerical data resourcefully; and effectively gathering and analyzing information.

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