What are the responsibilities and job description for the Records Management Specialist position at Winston-Salem State University?
Position Details
Classification Information
Position Classification Title
Human Resources Specialist
FLSA
Non-Exempt
Position Class
11804
Position Overview
Position Summary
Are you detail-oriented and passionate about ensuring the seamless flow of Human Resource processes? Capable of communicating effectively, both verbal and written, when interacting with employees, managers, and HR staff, all while maintaining a positive and effective working relationship. Do you have data entry and MS Excel Skills?
We are seeking a proactive individual to join our team to take charge of accurate and timely system data entry for all employment actions. You will serve as the Records Management Specialist to provide specialized HR functions and services with process management for employment-related actions, including new hires, promotions, transfers, special payments, separations, etc., for SHRA, EHRA non-faculty, Faculty, student employees, and temporary staff. Responsible for coordinating cross-unit HR operation tasks to ensure accurate system entry and timely payroll processing, as applicable to the action. The employee will be responsible for supporting the HR operation units by completing and processing data entry actions for Talent Acquisition, Position Management, and Benefits. Strong attention to detail is required to complete actions accurately and by all related payroll deadlines.
The employee will apply knowledge of policies, procedures, precedents, and best practices affecting personnel actions in the HR enterprise systems. The employee will analyze and explain policies and procedures related to electronic records, benefit coding, salary adjustments, credentials, and various personnel action workflows. They will ensure daily employment and payroll reports are run to validate that prior-day data entries are accurate for final processing. Make appropriate corrections where indicated data error exists. Process salary adjustments, new hires, reappointments, reinstatements, separations, and education records with HRIS.The employee will be responsible for ensuring employees’ credentials are established timely for a smooth onboarding process through the various campus offices’ access requests. The employee will monitor and perform a daily review of the various systems for HR specific actions for completion or notification sent to the appropriate team member for management and scanning files into the Xtender system according to the State Disposition and Retention Policy. They will support the HRIS Analyst with system changes mandated by the Change Advisory Board (CAB), SFTP third-party systems, and monthly HR DataMart submissions and error corrections. And function as the backup to the HR Assistant to complete front office administrative duties, such as, but not limited to, new hire activities, conducting background checks, collecting reference check forms, degree verification, E-Verify (I-9), and compliance actions for foreign national employees.
The employee will apply knowledge of policies, procedures, precedents, and best practices affecting personnel actions in the HR enterprise systems. The employee will analyze and explain policies and procedures related to electronic records, benefit coding, salary adjustments, credentials, and various personnel action workflows. They will ensure daily employment and payroll reports are run to validate that prior-day data entries are accurate for final processing. Make appropriate corrections where indicated data error exists. Process salary adjustments, new hires, reappointments, reinstatements, separations, and education records with HRIS.The employee will be responsible for ensuring employees’ credentials are established timely for a smooth onboarding process through the various campus offices’ access requests. The employee will monitor and perform a daily review of the various systems for HR specific actions for completion or notification sent to the appropriate team member for management and scanning files into the Xtender system according to the State Disposition and Retention Policy. They will support the HRIS Analyst with system changes mandated by the Change Advisory Board (CAB), SFTP third-party systems, and monthly HR DataMart submissions and error corrections. And function as the backup to the HR Assistant to complete front office administrative duties, such as, but not limited to, new hire activities, conducting background checks, collecting reference check forms, degree verification, E-Verify (I-9), and compliance actions for foreign national employees.
As the gatekeeper of our HR records processes and systems, you will perform a variety of routine, complex, and technical duties, including completing all data entry employment actions for the HR Operations team. Serves as the lead for the Office of Human Resources (OHR) ticketing system, Teams group, SharePoint site, and Adobe Sign Forms/OHR account administration. Ensure all actions are captured for the payroll.
If you thrive in a fast-paced environment and love being the backbone of organizational efficiency, this opportunity is tailor-made for you!
Primary Function of Organizational Unit
The Office of Human Resources delivers professional HR services and programs to the Winston-Salem State University campus. The staff, composed of experienced and knowledgeable/credentialed HR professionals, administers human resource programs for SHRA and EHRA non-faculty staff and institutional administrators, temporary and student employees, and faculty (benefits administration). In addition, the office is responsible for the institution’s programs in benefits, staffing and talent acquisition, classification and compensation, employee relations, training, professional development, performance management, leave administration, position management, and unemployment compensation.
Position Information
Position Number
070336
Competency Level
Contributing
Working Position Title
Records Management Specialist
Building and Room No.
Anderson Conference Center, Suite 119 – 601 Martin Luther King Jr. Dr.
Work Hours: From [time] to [time] on [days] of [week]
8:00 am - 5:00 pm, some weekends and after hours
Hours per week
40
Months per year
12
Appointment Type
Permanent Full-Time
If Time Limited.
No
Appointment Length.
12
DHR Assigned Fields
FTE
1
Requirements and Preferences
Position required to work during periods of adverse weather or other emergencies
Not Mandatory
Position required to work On-Call/Emergency Callback
No
Minimum Experience/Education
Graduation from a four year college or university; or an equivalent combination of training and experience.
Preferred Years Experience, Skills, Training, Education
- Proficient knowledge of modern principles and understanding of personnel administration and terminology related to employment actions such as new hires, promotions, transfers, and separations.
- The ability to interpret Federal, State, and University statutes, policies, and guidelines, and apply them to various process transactions.
- Working experience in human resources at an institution of higher education a plus.
- 1-3 years of experience handling a high volume of data entry transactions with proven accuracy, preferably in an area within human resources. Strong demonstration of entering data accurately and efficiently into computer systems like Banner or similar HR software.
- Familiarity and basic knowledge of Microsoft Office Suite applications. Capable of using common spreadsheet, word processing, report, and file maintenance programs. Requires the ability to read and complete data entry from a variety of correspondences, personnel forms, and reports to perform daily duties.
- Competent in managing multiple tasks, prioritizing workload, and meeting deadlines in a fast-paced manner. General time management and mental and physical organization skills that support the ability to focus, have clarity, and use strategy to fulfill duties and tasks successfully.
- Proficient troubleshooting skills to resolve issues or problems by analyzing to record and deliver information, explain procedures, to follow oral and written instructions.
- Must be able to communicate effectively, both verbal and written, for interacting with employees, managers, and HR staff. Maintain effective working relationships as necessitated by work assignments.
- Must be adaptable to performing under stress and when confronted with unexpected interruptions or urgent situations.
- Understand the importance of maintaining confidentiality and handling sensitive employee information responsibly and professionally.
- Have a four-year college/university degree and two years of experience in administering a personnel program for a work unit or in a personnel office with duties related to the area assigned to this position or an equivalent combination of education and experience.
Required License or Certification
None
Valid US Driver's License
No
Commercial Driver's License Required
No
Physical Required
No
List any other medical/drug tests required
Posting Details
Posting Details
Posting Number
SPA00974P
Internal Posting Only
No
Time Limited Position
No
Appointment Length
12 months
Salary
$34,320.00 - $45,230.00
Open Date
02/13/2025
Close Date
03/05/2025
Open Until Filled
No
Special Instructions Summary
Please Note: A criminal background check will be conducted on candidate finalist prior to the offer of employment.
If no applicants apply who meet the required competency and T&E requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Resumes will not be accepted in lieu of completing an electronic application. The application must be competed in full detail (including work history) for your qualifications to be considered.
Failure to complete the application completely may result in you not being considered for the vacant position.
Your application for the position will not be complete until you receive an online confirmation number at the end of the process of applying for a position.
Winston Salem State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran and National Guard.
If you have general questions about the application process, you may contact Human Resources at OHR@wssu.edu. Individuals with disabilities requiring disability-related accommodation in the application and interview process, please call 336-750-2834
Key Responsibilities and Related Competencies
Key Responsibilities and Related Competencies
Competency
Applied Knowledge - HR Programs and Organization
Describe the specific job duties related to this competency
- Knowledge of HR theories, best practices, trends, methodologies, and laws are applied consistently in various situations. Comprehension of how internal and external priorities affect the organization’s mission and goals.
- Responsible for supporting the HR operation units by completing and processing data entry actions for Talent Acquisition, Position Management, and Benefits. Strong attention to detail is required to complete actions accurately and by all related payroll deadlines.
- Apply knowledge of policies, procedures, precedents, and best practices affecting personnel actions in the HR enterprise systems. Analyze and explain policies and procedures related to electronic records, benefit coding, salary adjustments, credentials, and various personnel action workflow.
- Ensure daily employment and payroll reports are run to validate that prior-day data entries are accurate for final processing. Make appropriate corrections where indicated data error exists.
- Process salary adjustments, new hires, reappointments, reinstatements, separations, and education records with HRIS.
- Responsible for ensuring employees’ credentials are established timely for a smooth onboarding process through the various campus offices’ access requests.
- Monitor and perform a daily review of the various systems for HR specific actions for completion or notification sent to the appropriate team member for management.
- Assess individual and business needs and advise direct supervisor accordingly.
- Records management by scanning files into the Xtender system according to the State Disposition and Retention Policy.
- Provides support to the HRIS Analyst with system changes mandated by the Change Advisory Board (CAB), SFTP third-party systems, and monthly HR DataMart submissions and error corrections.
- Function as the backup to the HR Assistant to complete front office administrative duties, such as, but not limited to, new hire activities, conducting background checks, collecting reference check forms, degree verification, E-Verify (I-9), and compliance actions for foreign national employees.
Percentage Of Time
20
Competency
Customer Service
Describe the specific job duties related to this competency
- Demonstrates advanced interpersonal skills that translate to internal and external clientele. Able to explain the application of HR processes and procedures using sources departments and employees can reference.
- Develops and maintains a collaborative work relationship with campus administrative office staff, employees, and internal HR colleagues. Responds promptly and accurately to our customers based on established policies and procedures.
- Point of contact to answer questions regarding the status of submitted employment-related actions, and where needed provide instructions to the department representative on the correct business process, as related to the inquiry.
- Delivers support for educational and professional credentials verification for all new hire SHRA and EHRA non-faculty employees.
- Aid with completing employment verification requests on time, typically within one business day of receipt of the request.
- Provides customer service to the front office walk-in and telephone inquiries ensuring to direct traffic to the appropriate HR personnel.
Percentage Of Time
15
Competency
Information/Records Administration
Describe the specific job duties related to this competency
- Responsible for the personnel records management function for Human Resources. This includes process for new hires, reappointments, funding changes, salary changes, position title changes, assignment extensions, separations, and FTE changes.
- Utilize Banner HR and Webfocus (e.g., WSSU and UNC Shared Services reporting systems) to maintain and monitor data for employment-related actions.
- Create and maintain SHRA, EHRA non-faculty, and student digital personnel files, including filing and purging documents, retrieving and re-filing files as requested, and archiving and purging inactive files following the State Disposition and Retention Schedule.
- Coordinate varied record processing activities requiring application and some interpretation of procedures, policies, laws, and regulations.
- Review information for completeness and accuracy using specified guidelines. Prioritize new hire setup and position changes based on the payroll deadline schedule, and New Employee Orientation, when applicable.
Percentage Of Time
30
Competency
Program / Project Administration
Describe the specific job duties related to this competency
- Performs daily tasks for employment, system, and records management to meet established deadlines and customer needs. Using best judgment when analyzing and interrupting the various personnel transactions and problems.
- Program management to prioritize new hire setup and position changes based on established payroll deadlines. This includes employment actions for new hires, reappointments, fund changes, salary changes, position title changes, assignment extensions, separation, and FTE changes.
- Generate daily, weekly, and/or monthly reports for employment and leave coding to validate entry accuracy that maintains system data integrity.
- Work in consultation with other HR team members to ensure records management functions are accomplished.
- Daily review and assignment of the HR ticketing system actions. Handle tickets that fall directly under the positions area of management and send immediate notification to HR team members for those that fall within other areas of review.
- Work collaboratively to support HRIS Analyst duties in a backup capacity in HR technical actions, including, but not limited to HR DataMart, FileZilla SFTP Transfers, Legislative Increase, when applicable, Annual Leave Roll, and Fiscal Year Roll.
Percentage Of Time
15
Competency
Communication - Verbal / Written
Describe the specific job duties related to this competency
- Must be able to communicate effectively, both verbal and written, for interacting with employees, managers, and HR staff. Maintain positive and effective working relationships as necessitated by work assignments.
- Listen and confirm understanding of the customer inquiry or issue, and then communicate appropriate information related to employment, records management, and/or data reports in a concise and clear manner.
- Capable of explaining HR processes and procedures utilizing available resources that the customer can reference.
- Expertly composing and communicating instructions required to resolve an issue or initiate an action in a written format that is professional using language appropriate for the customer’s understanding and necessary action.
- Responsible to inform administrative offices and units (e.g., Payroll, Budget, Talent Acquisition, Employee Relations, and Classification and Compensation) when additional information and clarification are needed to complete the required employment action in the system.
- Notify direct supervisor when communication may require further review before responding to the customer.
Percentage Of Time
15
Competency
Coordination - Work
Describe the specific job duties related to this competency
- Other duties as assigned.
Percentage Of Time
5
Salary : $34,320 - $45,230
