HR Records Specialist

Location:MargaretH Molloy AdministrationBuilding, 602 E 22nd St, Tucson, AZ 85713

Classification: Salary, Non-Exempt
Supervisor: HR Information Manager
Supervises: HR Data Entry Clerk Receptionist

JobSummary:

As a member of the Human Resources (HR) department, reporting to the Human Resources Information Manager (HRIM), the HR Records Specialist (HRRS) performs complex work of moderate difficulty in human resources records administration including data entry, records monitoring, records reporting, analysis, and file maintenance in the HR information System (HRIS) and electronic HR shared file system. In addition, the HRRS supports the HR department with clerical support, front desk reception, coordination of meeting rooms, virtual meetings, and work on special projects or committees. The HRRS completes routine and non-routine activities regarding confidential and sensitive information with accuracy in a fast-paced environment. Conducts work with internal and external contacts. Independent judgment is required to plan, prioritize, and organize diversified workload. The HRRS works in a fast paced, compliance driven environment and requires strong communication, accuracy, attention to detail, good judgment, professionalism, and confidentiality.

Benefits:

• Paid Leave - 26 paid holidays (time off aligns with most school districts), 5 days paid vacation after one year and up to 20 days each year thereafter, and 8 days paid Personalleave first year, 9 days each yearthereafter, up to 5 days paid Sick leave each year.
• Insurance benefits - dental, Flexible Spending Accounts, Health Reimbursement Arrangements, Health Savings Accounts, PPO medical (3plans), Vision, and Supplemental Life coverage for self, spouse, and child ($25,000 basic life and Accidental death and disability providedby employer)
• Retirement Plan - Agency contribution after years of services and hours eligibility criteria are met.Employee 401k deferral once eligibility is met.

Minimum Requirements:

• Possess an associate degree from a recognized educational institute in the field of Human Resources, Business, Records Management or agreed equivalent that supports high quality implementation of our program as determined by the agency.
• Three (3) years HR data entry or HR data management experience.
• Demonstrated proficiency using Office 365 (Outlook, Teams, OneDrive, Word, Excel, Powerpoint)
• Submit a current AZ Department of Public Safety Level One Fingerprint Clearance Card prior to start date.
• Read, write, and speak English and Spanish (bilingual)

Other Requirements (post hire)

• Must be able to travel to and from various sites as needed.
• Must be able to travel outside assigned area in company-owned vehicle. This travel could begin before daylight hours and continue after sundown in some situations.
• Provide proof of immunizations: COVID 19 vaccination, MMR (Measles, Mumps, Rubella), Tdap (adult Tetanus, Diphtheria, Pertussis), and a clear Tuberculosis skin test or chest X-ray.
• Able to pass a company paid physical exam prior to starting work.
• Able to pass a criminal background check.
• Must be able to prove the right to work in the USA by providing appropriate documents to complete the Federal I-9 form.

Competencies:

• Customer Service
• Confidentiality
• Communication
• Ethical Practice
• Thoroughness and Attention to Detail
• Leadership
• Technology
• Accountability & Dependability
• Stress Tolerance

Desired Qualifications:

• Possess a bachelors degree from a recognized educational institute in the field of Human Resources, Business, Records Management, or agreed equivalent that supports high quality implementation of our program as determined by the agency.
• SHRM certification.
• Five (5) years experience in a position in human resources or similar work.
• Three (3) years experience supervising staff.
• Three (3) years experience working with client permission in Paycom.

Work Environment:

• Administrative office setting

Physical Requirements:

• Sitting for long periods
• Viewing computer monitor and repetitive keystrokes on keyboard for more than 30 minutes at a time
• bending, reaching, stooping, kneeling
• lifting up to 25lbs

Job Duties and Responsibilities:

HR Support:

• Managethe activitiesand coverage of the agency reception area including interactions with external and internal stakeholders and customers.
• Ensure appropriate routing of incoming telephone calls.
• Lead and ensure accuracy and organization of paper and electronic personnel records.
• Create documents and correspondence using Office 365 applications or Adobe software programs, type accurate meeting minutes or notes, prepare notices, edit materials, conduct mail merges, and provide overall assistance to the HR department with word processing activities as necessary.
• Providework direction and training to HR data entry clerks.
• Reserve rooms for meetings and cars for off-site travel, for Human Resources Department as needed.
• Maintains high standards of confidentiality of all employee records and information.
• Performs other duties as assigned.

Supervision:

• Supervise assigned staff by providing direction, input, and feedback using tools and resources provided in the agencys performance planning, supervision and evaluation system.
• Provide a minimum of one supported supervision meeting per month to assigned staff. Use reflective practice supervision and coaching strategies with consistency and equity to create a learning environment that supports development while maintaining accountability for performance.
• Support and monitor assigned staff in professional achievement or personal growth through the professional development system including attainment of required education or certifications.
• Identify self-growth, development goals, and strategies for achievement with support and input from supervisor.
• Commit and participate in consistent and planned meetings with supervisor to further professional growth by seeking feedback, reflecting on and assessing own practice, and taking advantage of opportunities to improve skills and knowledge.

Record-keeping, Monitoring, and Reporting:

• Perform a wide range of duties relative to the maintenance and processing of personnel actions, employee records, and personnel reports. Maintain complete and accurate HRIS and electronic personnel files using computer, scanner, or other data entry devices to enter or upload data from source documents into the HRIS and/or electronic storage files using approved and standardized naming protocols.
• Conduct on-going monitoring of own work and work of others in the HRIS for accuracy, completeness, and quality. Prepare corrective documents and submit for approval and processing. Report systemic issues and recommendations for improvement to the HRIM and HR director.
• Record and distribute meeting notes and summaries for HR led meetings (HR department, HR Group, Personnel and Employee Development Committee etc). Maintain electronic folders with current and historical reports and documents for ease of reference.
• Create, edit, and run reports from the HRIS per schedules or as requested and distribute to planned recipients such as meeting group or committee members or as requested.

Leadership, Management, and Teamwork:

• Participate on the Human Resources and Administrative Services Unit (ASU) teams and contribute to the decision-making process for program improvement, strategic initiatives, professional development, budget, governance, and agency self-assessment.
• Participate on the Administrative Services Unit team and contribute ideas and input for integrated policies, procedures and services.
• Participate and provide clerical support to the HR Group. Prepare and distribute agendas meeting materials, meeting minutes, and schedule meetings through Outlook and Teams.
• Develop understanding of human resources compliance requirements including best practices through subscription and/or membership in associations and establishment of good working relationships with internal and external stakeholders.
• Develop and maintain understanding of the Office of Head Start Performance Standards and the implications and interactions with HR systems and practices. Communicate ideas, trends, and issues with the Supervisor.
• Keep up to date on workflows and processes for other HR positions and serve as backup as assigned.
• Make prudent use of resources by monitoring consumption, minimizing waste, and offering suggestions for improving program efficiency.
• Help with process of uploading new/updated department documents to the Information Portal as needed.
• Provide staff support to the Personnel and Employee Development Committee.
• Work independently and within a team on special nonrecurring and ongoing projects.

Responsibilities for all Child-Parent Centers, Inc.:

• Understand and model the agency's vision, mission, and philosophy within the agency and the community.
• Demonstrate approachability, ownership, accountability, and life-long learning.
• Use the agency's communication and problem-solving approach.
  • Seek perspective of others.
  • Identify emerging issues and contribute new knowledge.
  • Work to de-escalate when emotions and stakes are high.
• Maintain professional behavior and relationships with internal and external stakeholders.
• Use agency systems and technologies to accomplish work.
• Maintain a high level of attendance to support ongoing service delivery.
• Recognizes children's safety as the first responsibility of all staff and acts swiftly to ensure no child is unsupervised.
• Implement agency policies and procedures for safeguarding confidential or sensitive information about employees and/or program participants. Restrict access to paper or electronic documents to those with a need to know.
• Performs other duties as assigned.

Please Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that arerequired of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. This job openingis intended to provide information about the position for employee recruitment purposes only and is not intended to be the basis of anyemployee contract.

Child-Parent Centers, Inc. is an Equal Opportunity/Affirmative Action Employer.
Public and In-house Recruitment