5401 Human Resources Records Technician


TITLE Human Resources Records Technician




IMMEDIATE SUPERVISOR Assistant Director of Human Resources, Compensation and Information Management

MAJOR ADMINISTRATOR Director of Human Resources


The Human Resources Records Technician processes personnel actions for all campuses for faculty and staff, creates and maintains personnel files, and maintains the data integrity of the information in the employee database and employee personnel files. The Human Resources Records Technician evaluates personnel action forms, reviews for compliance with laws, regulations, and policies, determines the appropriate processing and coding for the personnel action based on the employee classification and various payroll and budget designations, and enters the information into the database. The Human Resources Records Technician initiates and monitors the property clearance process, assists with manual and automated salary increase processes, distributes salary notifications as required, and prepares the board resolutions concerning academic and non-academic personnel actions for the Springfield campus for the Board of Governors approval.


Education: A high school diploma or its equivalent is required.

Experience: A minimum of two years of work experience with database and record keeping of comparable complexity is required; experience in human resources or payroll data entry and record keeping is preferred.

Skills: Excellent communication and problem solving skills are required. Must have the ability to organize large volumes of work, work independently, evaluate and determine the correct course of action among many, process, code, and enter large volumes of information with accuracy and attention to detail within payroll deadlines, and make good decisions. A working knowledge of Word and Excel is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

Other: During certain time periods, it may be necessary to work more than forty hours in a week to complete work by payroll deadlines.


1. Ensures the accuracy and completeness of information contained in University personnel records and the Human Resource/Payroll database by understanding the nature of the various types of personnel actions and the associated processing implications.

2. Reviews all personnel actions (new hires, status changes, supplemental pay, terminations, resignations, retirements, salary adjustments, reappointments, and summer school appointments) for compliance with various laws, regulations, and policies, codes personnel actions so they can be processed correctly, and creates, maintains, and updates records in the Human Resource/Payroll database for all employees (full time and part time faculty, full time and part-time staff, and graduate assistants).

3. Creates and maintains personnel files for all employees by reviewing, scanning, and indexing employment documents (applications, resumes, transcripts, I-9s, letters of recommendation) for inclusion in personnel records.

4. Ensures that all outstanding debts are cleared and all University property is returned by employees leaving the service of the University by identifying those terminating employees who need to participate in the property clearance process, overseeing the clearance process, and creating the termination record.

5. Provides information to the Board of Governors regarding all Springfield campus personnel actions by tracking and compiling all personnel actions monthly, correctly classifying and organizing personnel actions, preparing the Human Resource section of the Board resolution, and summarizing the curriculum vitae for new faculty that accompany the Board agenda.

6. Assists with manual and automated salary updates to the Human Resources database and providesemployees with accurate information about their current employment status by reviewing salary increases for accuracy and preparing and distributing employee notifications as needed.

7. Supports the Department of Human Resources by maintaining the confidentiality of personnel actions, coding position requisitions in the applicant tracking system, providing guidance and information to individuals with questions about employment actions, and assigning and monitoring work of part-time employees working on Records projects.

8. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

9. Contributes to the success of the Office of Human Resources by providing information about Human Resource policy and procedures, acting as a back-up for other positions as needed, working cooperatively with other departments, and performing all other duties as assigned.


The Human Resource Records Technician is supervised by the Assistant Director of Human Resources, Compensation and Information Management and provides functional supervision for assigned staff.




Factor 1: Educational/Experience Requirements of the Job

Level 5 - 680 Points: A combination of education and experience equivalent to a Level 5 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.

Factor 2: Complexity and Technical Mastery

Level 4 - 370 Points: In addition to considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events, the job requires specific professional skills and/or skills in managing a wide variety of complex processes.

Factor 3: Responsibility for the Work of Others

Level 3 - 60 Points: Supervision of one student or part-time worker or graduate assistant, where the nature of supervision is largely confined to scheduling and assigning tasks and reviewing completed work. The incumbent may provide input into the staffing and evaluation processes, but the final decisions are made by other supervisors. The incumbent does not perform a full range of supervisory activities and spends relatively little time performing supervisory functions.

Factor 4: Guidelines

Level 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.

Factor 5: Contacts

Level 4 - 205 Points: The purpose of interactions is to solve recurring and structured problems, to provide specialized or technically precise information to others, and/or to plan or coordinate work efforts with other employees. Contacts involve cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public.

Factor 6: Work Impact

Level 4 - 475 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, and the services, information, or products provided have significant effects on the welfare of the affected groups.

Factor 7: Physical Effort and Work Environment

Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.