Records Management Clerk

Salary Range: 55,613.00 - 63,804.00

Closing Date: 4/7/2025

Job Summary:

The Office of the Chief Administrative Officer (CAO) provides operations support services and business solutions to the community of 10,000 House Members, Officers, and staff. The CAO organization comprises more than 650 technical and administrative staff working in a variety of areas, including information technology, finance, budget management, human resources, payroll, childcare, food and vending, procurement, logistics and administrative counsel.

Responsible for organizing, indexing, storing, tracking, and managing the records function for the Chief Administrative Office, Office of Payroll and Benefits. Performs verification of employment, fulfill Transcript of Service requests, stuff/mail earnings and tax statements, retrieval of records, and other administrative duties as required. May also answer general employee questions regarding payroll and benefits on a back-up basis.

The position does not have day-to-day supervisory/managerial responsibilities.

Primary Duties/Responsibilities:

• Scanning, tracking, indexing, e-file, and permanent storage of payroll and benefit documents.

• Responding in a timely manner to requests for information from external agencies for Transcripts of Service, completion of SF75 forms, and employment verifications.

• Post-scanning quality assurance to ensure batches are legible, correctly processed, and of a high quality.

• Maintain files of original documents filed and labeled correctly for offsite storage

• Maintain scanning equipment by performing basic cleaning and maintenance.

• Maintain confidentiality in all aspects of work.

• Prepare files for transfer to federal records center by labeling, cataloging, boxing, and processing.

• Electronic filing of monthly payroll certification reports.

• Mass mailing of payroll and benefit information to employees on a monthly and ad-hoc basis.

• Prepare quarterly file to send records to the Legislative Resource Center for public record.

• Work additional hours as required during peak processing periods.

Non-Essential/Secondary Responsibilities:

• Support payroll team with phones answering general payroll and benefit related questions.

• Participate in system update and upgrade activities as a subject matter expert.

• Performs other professional duties as assigned.

Qualifications:

• High School Diploma or GED Required. Minimum of 2 years of relevant experience.

• Minimum of 2 years of experience in records management experience and strong aptitude for retaining new information and desire to learn new tasks. Fast and accurate data entry skills for indexing and creating transcripts of service. Great customer service skills for handling phone and email inquiries.

• Working knowledge of federal payroll and benefits programs, including applicable rules, regulations, and enrollment and claims forms.

• Knowledge of records keeping technologies, systems, and best practices for record retention

• Understanding of scanning, copying, fax, and mail machine and basic troubleshooting of such

• Strong time-management skills

• A sense of ingenuity to reinvent processes to determine best method to work.

• Desire to learn and understand other functional areas of payroll and benefits

• Responsive and courteous attitude with internal and external customers

• Strong communications skills (oral and written) and interpersonal skills including the ability to work with all levels of a multifaceted workforce, including senior staff and other high-ranking officials, and resolve conflicts in professional, collaborative manner.

• Excellent attention to detail.

• Adaptability; resourcefulness; good problem-solving skills; ability to analyze problems, evaluate multiple viewpoints and possible solutions and formulate feasible, logical recommendations for action.

• Knowledge of records system conversion desirable

• Consistently demonstrates values and integrity of conduct and work product

• Continued employment is contingent upon satisfactorily completing a criminal history records check (or other applicable security clearance) and a pre-employment drug-test (pre-identified position only).