Job Summary

Assists to ensure compliance of relevant laws, regulations & policies pertaining to maintenance of employee records storage/retrieval, integrity and compliance of digital records, credentialing documentation, and work eligibility validation, as well as migration of documents between information management systems.

ESSENTIAL FUNCTIONS

Assist in maintaining the security and efficiency of record management processes for automating, digitizing, storing, and disposing of current & outdated documents. Ensure the department adheres to document retention schedules.

Collaborate with Records & Retention staff to ensure file structure/maintenance activities are completed in accordance with policy, including classifying and coding, processing, storing, retrieving, parsing, preserving/archiving, data and records, and destroying electronic and paper records.

Ensure employee records are safely and efficiently digitized, stored and disposed of according to policy. 

Assist with scanning procedures, function as liaison between Talent Engagement and Records & Retention, and collaborate to develop a secure process for employee access to their digital personnel file.

Assist in testing and quality assurance work as needed to ensure the security and efficiency of employee records management.

Collaborate to build and maintain a searchable user-friendly data warehouse for historical files, reports, and other related content for the department.

Collaborate with Records & Retention staff to develop and maintain department guides on the creation and maintenance of digital files and a physical maintenance structure.

Train new staff on the use of imaging or data entry equipment and ensure that output meets standards.

Perform other duties, tasks and assignments as required.

QUALIFICATIONS

Education & Experience

·         Associates degree required

·         4 years directly related experience may be considered in lieu of required degree

·         Bachelors degree preferred

·         4 years experience in records maintenance/scanning required

·         Experience in higher education or community college preferred  

Licensing & Certification

·         Valid Texas Driver License

Special Skills      

·         MS Office Programs

·         Information Management Systems

·         Laserfiche Scanning Software

·         Rules and regulations of storage and archiving employee records

Competencies 

·         Delivering High Quality Work

·         Accepting Responsibility

·         Serving Customers

·         Supporting Organizational Goals

·         Driving Continuous Improvement

·         Acting with Integrity

·         Thinking Critically

·         Managing Change

·         Communicating Effectively

Working Conditions

General Office.  Must be able to perform all job requirements with or without reasonable accommodations; remain in a stationary position during shift; move items weighing up to 25 pounds; position self to operate job equipment; apply established protocols in a timely manner.  Must access, input and retrieve information from technology devices; communicate with others to accomplish job requirements.  May be required to work after hours to include weekends and holidays.

SECURITY SENSITIVE:  This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215