Human Resources Associate - Employee Records, Gwinnett County Public Schools, Suwanee, GA

Gwinnett Daily Post

License and Certification Qualifications: Current professional HR certification issued by HRCI (PHR or SPHR), or SHRM (SHRM-CP or SHRM-SCP) preferred.

Education Qualifications: High school diploma or equivalent required. Bachelor's degree in related field preferred.

Experience Qualifications: Three years in an office/clerical environment required. Experience involving Optical Character Recognition (OCR) equipment, scanning, indexing, and performing records management tasks preferred.

Skills Qualifications: Ability to communicate with others in an effective and tactful manner; ability to follow oral and written instructions quickly and accurately; ability to scan, index, and retrieve files electronically; ability to maintain confidentiality while working with employee records; ability to work independently; strong organizational skills and the ability to multitask in a high-volume processing environment; ability to write routine correspondence; ability to work as part of a team; flexibility and adaptability to change; ability to represent Gwinnett County Public Schools in a positive and professional manner; strong computer skills with a working knowledge of Microsoft Office required; and knowledge of PeopleSoft preferred.

Primary Responsibilities: Provide assistance in the administration and organization of employee records and verification of work experience; including scanning records using Optical Character Recognition (OCR), indexing, completing quality control functions, assisting with open records requests/subpoenas, and processing verifications of work experience.

1. Ensure employee records are scanned, imaged, and processed legibly and accurately.
a. Receive, organize, and prepare employee records into batches for imaging based on record classification, security level, document, and record types.
b. Complete Optical Character Recognition (OCR) scanning for designated records.
c. Report malfunctioning equipment to supervisor in a timely manner.
d. Request supplies in a timely manner through established procedures.

2. Index records into employee files using appropriate indexing criteria.

3. Work with various staff across divisional lines to provide a quick turnaround for imaging urgent records.

4. Perform quality control functions for employee records and update files as necessary.

5. Process employment verification requests and verify accuracy and completeness.
a. Receive, research, review, and validate employment verification requests, including loan/grant applications, sick leave transfers, and other verification requests.
b. Respond to requesting organizations with proper employment verification in a timely manner.
c. Adhere to guidelines for verifying, processing, and maintaining employment verifications.

6. Ensure world-class customer service is provided by the Employee Records Office.
a. Respond to customer inquiries concerning employment verification issues in an accurate and timely manner.
b. Assist in New Employee On-boarding

7. Perform other duties as assigned.

Physical Demands:
While performing the duties of this job, the employee is frequently required to sit for extended periods of time. The employee is also required to talk, hear, stand, and walk. The employee may be required to use hands to touch, handle, feel, and/or reach. The employee is occasionally required to stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.