HR Records Specialist

Description

I) Job Purpose

This position is responsible for providing administrative support for the HR Department. Support may include data entry, receptionist to HR front desk, bookkeeping, accurate recordkeeping, maintaining file documentation, and accurately managing multiple tasks. Excellent customer service is required through the flow of information via in person, telephone, fax, email, memos, letters, etc. Perform a wide range of administrative and office support activities for the department to facilitate the efficient operation of the department.

II) Essential Functions

A) Maintain personnel, benefit, and I-9 files for all employees. This includes maintaining the file room and organizing employee documentation appropriately.

B) Responsible for agency scanning needs, including pulling and prepping termination files for scanning, assisting with scanning training, and pulling records for various reviews.

C) Provide clerical support during special projects as assigned by the supervisor.

D) Serve as a backup to other support staff positions within the department, including front desk support and HR Specialist roles.

E) Perform administrative duties for the front desk, such as prescreening applicants, conducting face-to-face onboarding for prospective employees, processing employee ID badge requests, assisting with department projects, answering, and directing phone calls, receiving visitors, handling clerical tasks, and resolving administrative issues.

F) Operate multiple database systems for the HR department, maintain electronic and hard copy filing systems, retrieve documents from filing systems, update personnel file documentation, enter data, generate reports, participate in database research, and update the agency intranet on HR-related items.

G) Manage recordkeeping, including coordinating and maintaining records for staff on pending documentation, managing terminated employee files, assisting with internal / external audit requests, providing audit findings to management, and coordinating the monthly reporting metrics for the department.

H) Performance standards are performed as applicable with MHMR's We CARE values "We Connect People in Our Community. We Provide Access to Services. We Link People to Resources. We Empower People."

I) Performs other job duties or responsibilities as requested or assigned.

III) Knowledge of Laws, Regulations, Policies / Procedures, Skills, and Abilities

A) Knowledge of letter formats, computer usage, office equipment

B) Ability to maintain confidentiality of HR matters and files.

C) Knowledge of Word Processing

D) Ability to independently plan and organize work.

E) Ability to establish and maintain effective working relations with supervisor, co-workers, other MHMR employees, and staff working for outside agencies.

F) Ability to understand and carry out oral and written instructions.

G) Ability to produce quality work in stressful situations.

H) Ability to communicate effectively in written and oral forms.

I) Working knowledge of office practices, business English, spelling, punctuation, and math computations

J) Ability to provide quality customer service.

K) Ability to learn new software applications.

IV) Internal & External Customer Service

A) This position requires extensive internal and external contacts. The employee will accomplish this with advanced written and verbal skills.

B) Must demonstrate compassion, trauma-informed care, and safety practices including suicide safe care

V) Travel

A) Adhere to MHMR Mileage and Travel reimbursement policy and any other aspect regarding travel.

VI) Equipment Used

A) Utilized as required for position.

Minimum Requirements

VII) Minimum Qualifications

A) Minimum Education : High School Diploma / GED

B) Defined Education : None

C) Preferences : Bachelor's Degree in Human Resources or Business Administration

D) Substitutions : Bachelor's Degree in Human Resources or Business Administration and no prior experience, Associate Degree in Human Resources or Business Administration and six (6) months experience

E) Years' Experience : 2.5 years

F) Defined Experience : Clerical, Administrative, or Human Resources

G) License / Certifications : None

H) Special Courses : None

I) Supervisory Experience : None

VIII) Agency Requirements

A) All staff are required to participate in agency Emergency Preparedness and Environmental Safety programs and may be assigned by their department as a key / essential staff level function during critical events or for the purpose of sustaining business continuity.

B) This position may require temporary or permanent re-assignment to any MHMR Tarrant facility as determined by program needs and / or the Division / Director.

C) Assigned work hours may change as the needs of the agency change.

D) The Functional Title of this position may change as the needs of the agency change.

E) All work will be completed within the scheduled work hours. All non-exempt (hourly) employees are expected to clock in and clock out for each work shift, no work should be done off the clock.

F) MHMR reserves the right to change, add to or eliminate positions as it deems appropriate.

G) Employment is at will, as well as agency needs may change.

H) Agency dress code is to be followed at all times.

I) Physical on-site presence, including regular attendance and punctuality, is an essential function of this position. Any changes or adjustments to your assigned work schedule or shift hours must be approved by your supervisor in advance.

Lifting Requirement 0-15#

Our Benefits :

Our total rewards program offers benefits

• to full time employees beginning 1st of the month following hire date including but not limited to :
• Comprehensive healthcare options (Medical, Dental, and Vision)
• Life insurance and additional supplemental accident and hospitalization plans
• 401a match and 457 deferred compensation plans
• Paid vacation and holidays; varied flexible work environment locations
• Annual tuition reimbursement program
• Student Loan Forgiveness
• Professional development programs and training
• And more.....

Insurance eligibility :

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Additional Information