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ESO Records Specialist

Basic Position Information

Job Code: 5290

Title: ESO Records Specialist

Department: Employment Svcs & Operations

Essential Personnel: N/A

Job Family: Employment Services and Operations

Job Sub-Family: ESO Operations

FLSA Classification: NE

Job Grade: 09

Grade Min: $32,995

Grade Mid: $38,769

UHD Succession Plan: N

Criticality of Position: N/A

Career Ladder: In-Range

Campus Security Authority: Y

Screening Committee: N

Motor Vehicle Record Check: N

Job Summary

The Employment Services and Operations (ESO) Records Specialist processes all records for current and former employees in an accurate and timely manner, in order to maintain their electronic files.

Duties

  • Sets up, controls, and maintains electronic files for all current and former employees
  • Completes verifications of employment from legal and external entities
  • Maintains records for all the units within Employment Services and Operations (ESO)
  • Conducts research to calculate eligible prior state service, leave dates, transferable sick and vacation hours, and longevity pay
  • Performs data entry as necessary
  • Verifies name change requests and maintains the online directory

Marginal Duties

  • Performs all other duties as assigned

Supervisory Responsibilities

Direct Reports:

  • None

Delegation of Work:

  • N/A

Supervision Given:

  • N/A

Qualifications

Required Education:

  • Minimum of 60 hours of completed college course work

Required Experience:

  • Minimum of one (1) year of related job experience

License/Certification:

  • None Required

Preferred Qualifications

  • Experience with Human Resources Management System
  • Experience with document management systems

Knowledge, Skills and Abilities

Knowledge:

  • Knowledge of the basic usage of Human Resources Management Systems.

Skills:

  • Good technical skills, including proficiency in MS Office;
  • Strong problem solving skills;
  • Excellent interpersonal and communication skills

Abilities:

  • Ability to learn new software; ability to effectively communicate with a wide range of individuals and constituencies in a diverse community.

Work Location and Physical Demands

Primary Work Location:

  • Works in an office environment.

Physical Demands:

  • Work is performed in a typical, comfortable interior work environment which does not subject the employee to any unpleasant elements
  • Individual has discretion in relation to walking, standing etc., and has minimal exposure to physical risks.

Position Specific Competencies

Commitment to Excellence - UHD

  • Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
  • Continuously strives to improve work performance.
  • Accepts responsibility for his/her commitments to the university.
  • Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Integrity

  • Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
  • Accepts responsibility for his/her actions.
  • Respects and complies with department and university policies, procedures, and work rules.

Respect and Cooperation

  • Treats others with courtesy, respect, and dignity in the workplace.
  • Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.

Dependability

  • Takes responsibility to accomplish job assignments within reasonable deadlines.
  • Willing to accept new projects and/or commitments.
  • Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
  • Arrives to work on time prepared and ready to contribute.

Proficiency

  • Possesses required job skills and knowledge.
  • Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.

Flexibility

  • Willingly adjusts to changing work assignments or conditions.
  • Open to changes in operational procedures, technology, and/or organizational structure.
  • Views changes as opportunities for learning and professional development.
  • Displays a positive attitude to encourage others.
  • Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Focus on Customer Service

  • Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
  • Respectfully ascertains customer's needs and determines appropriate response.
  • Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
  • If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
  • Follows up with customers on outstanding requests in a timely manner.
  • Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.

Computer/Automated System Proficiency

  • Proficient in the use of university applications or automated systems to perform job duties.
  • Complies with related policies, procedures, and work rules to maintain system security and data integrity.

Research and Analysis

  • Applies knowledge and skills to collect and analyze relevant data and information.
  • Assesses benefits and risks, and prepares comprehensive reports of findings.
  • Submits recommendations for management's review and evaluation.

This job description may not encompass all duties and responsibilities associated with the position.

Last updated 4/27/2022 6:10 AM