• Job Description

  Req#: 4642754
  GENERAL STATEMENT OF DUTIES
  Performs professional Human Resources work in maintaining and managing employee files and records in accordance with the NC Public Records Laws and Historical Resources.
  
  
  DISTINGUISHING FEATURES OF THE CLASS
  An employee in this role is responsible for managing and maintaining all employee records and files. This includes but is not limited to verifying file contents, validating file data against the HR system, and maintaining proper file retention standards specific to NC Public Records Law and Historical Resources. The employee will be tasked with evaluating the existing document management system, processes, and procedures and leading the efforts in implementing and maintaining an electronic file management system.
  
  
  Other duties are specific to Human Resources and require the employee to have knowledge of applicable human resources laws, regulations, and requirements; human resources related programs, policies and procedures; human resources software applications; basic benefit administration; human resources management principles and payroll.
  
  
  DUTIES AND RESPONSIBILITIES
  Essential duties and responsibilities include, but are not limited to:
  • Maintains employee records and files to include verification of file content, validation of file data in HR system, and maintaining proper file retention standards as defined by NC Public Records Law and NCGS 153-98A.
  • Responsible for ensuring compliance with internal regulations related to record management, file retention and disposition.
  • Completes employment verification requests according to guidelines of the NC General Statutes 153A-98.
  • Responsible for the coordination, planning and execution related to converting paper personnel records to a digital format.
  • Evaluates existing document management systems and procedures to determine current effectiveness and efficiency; identifies and recommends improvements.
  • Maintains current knowledge of best practices and developments in document management technologies and techniques.
  • May be responsible for entering data into HR electronic systems.
  • Complex operation of a computer to prepare correspondence, reports, forms etc. into final form.
  • Performs complex manipulations of the data requiring thorough knowledge of the associated hardware and software utilized.
  • Prepares narrative, statistical or tabular material.
  • Prepares, edits or coordinates development of reports or other printed materials that may include public records requests.
  • Provides training and guidance to lower-level office support staff.
  • Interprets policies, procedures and regulations for lower-level staff and members of the public.
  • Resolves problems and questions by using and interpreting established policies and procedures.
  • Communicates by phone, letter, memo or computer with other staff, agency clientele or members of the public.
  
  
  RECRUITMENT STANDARDS
  Knowledge, Skills and Abilities
  • Thorough knowledge of maintaining confidential files and file retention policies.
  • Thorough knowledge of office practices and procedures.
  • Knowledge of County regulations, policies and procedures.
  • Knowledge of General Statutes 153A-98.
  • Knowledge of employment verification.
  • Working knowledge of a variety of software packages.
  • Excellent organizational skills and attention to detail.
  • Excellent analytical and technical skills.
  • Skill in managing a project or program.
  • Basic knowledge of accounting practices and principles.
  • Ability to key with accuracy at the speed required by the particular position.
  • Ability to use judgement in organizing and establishing arrangement and format of materials.
  • Ability to compose and gather a variety of materials independently.
  • Ability to communicate effectively both orally and in writing.
  • Ability to plan and organize work independently.
  • Ability to troubleshoot and investigate issues; excellent and creative problem solving skills.
  Minimum Qualifications
  • Bachelor’s degree from an accredited college or university and two years of related experience; OR,

  • Associates degree and four years of related experience; OR,

  • High School diploma or GED and six years of related experience.
  
  
  Preferred Qualifications:
  Experience in Human Resources preferred.
  
  
  May Require Driving
  This position may require driving for this position whether driving a County owned or personal vehicle to conduct county business such as but not limited to attending conferences, meetings, or any other county related functions. Motor Vehicle Reports may be verified for valid driver's license and that the driving record is compatible with the county's driving criteria. If a personal vehicle is operated for county business proper insurance is maintained as per Guilford County's vehicle use policy.
  
  Special Note : This generic class description gives an overview of the job class, its essential job functions, and recommended job requirements. However, for each individual position assigned to this class, there is available a completed job questionnaire with a physical abilities checklist, which can give further details about that one specific position. Those documents should be reviewed before initiating a selection process. They can provide additional detailed information on which to base various personnel actions and can assist management in making legal and defensible personnel decisions.

• About the company

  Guilford County is a county located in the US state of North Carolina.

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