5405 Senior Human Resources Records Technician


TITLE Senior Human Resources Records Technician




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

MAJOR ADMINISTRATOR Director of Human Resources


The Senior Human Resources Records Technician works to ensure the integrity of the information in the employee database and personnel files and compliance with employment laws, regulations, and policies. The Senior Human Resources Records Technician organizes the daily workflow in the Records area, provides oversight and coordination of the personnel file imaging process, provides troubleshooting assistance with payroll, scanning, and other HR processes, implements complex processes and procedures, provides written documentation of HR Records procedures and processes, and provides supervision of the Human Resources Records Technician. The Senior Human Resources Records Technician evaluates personnel action forms, reviews for compliance, determines the appropriate processing and coding for personnel actions based on the employee classification and various payroll and budget designations, and enters the information into the database. The Senior 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 and Experience: A high school diploma or the equivalent and four years of experience administering complex processes or an equivalent combination of education and experience 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. Plans and organizes daily work processes and workflow in the Human Resource Records area by monitoring payroll and board deadlines, beginning and ending of semester work processes, annual events, and ongoing projects, such as imaging and automating various processes.

2. Provides troubleshooting assistance related to payroll processing, scanning, accessing imaged files, and other processes.

3. Works with others in Human Resources, Computer Services, payroll, and other departments to design and implement automated Human Resource processes.

4. Prepares documentation of Human Resource Records procedures and processes and provides training and assistance to end-users in accessing information.

5. Manages and organizes projects such as manual and automated salary increases and the distribution of salary increase notifications to all employees.

6. Utilizes reports and queries to maintain accurate payroll and personnel records.

7. 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.

8. 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).

9. 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.

10. 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.

11. 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.

12. 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, supervising the Human Resources Records Technician and assigning and monitoring work of part-time employees working on Records projects.

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

14. 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 Senior Human Resource Records Technician is supervised by the Assistant Director of Human Resources, Compensation and Information Management and supervises the Human Resource Records Technician.




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 5 - 580 Points: Advanced 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, the ability to work independently and coordinate a variety of activities and events, specific professional skills, and/or skills in managing a wide variety of complex processes are required.

Factor 3: Responsibility for the Work of Others

Level 6 - 270 Points: Supervision of more than one permanent employee, and/or a moderate number of part-time or temporary employees, and/or large numbers of student workers that involves a full range of supervisory responsibilities including staffing the unit, training employees, planning work, and reviewing work and employee performance. The job may require close and/or frequent supervision and considerable responsibility for performance management. At this level, supervisory duties constitute a moderate amount of work time.

Factor 4: Guidelines

Level 4 - 370 Points: The work involves operating under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Supervision is given through statements of departmental, program, or project objectives and available resources. Administrative guidelines are relatively comprehensive, and incumbents need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations the incumbent must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, and incomplete or conflicting data. The incumbent exercises judgment in interpreting the intent of guidelines, methods, and procedures, and determines the best process to achieve objectives.

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 5 - 700 Points: Work activities address conventional problems or situations with established methods supply departments, programs, classes, or units with information, services, or products they use to perform their work and allows departments, programs, or units to function properly. Work products or services directly impact the operation, accuracy, reliability, acceptability, or design of programs, systems, or equipment that affects the operation of individual departments or units. Work activities directly affect the services or products provided by the department, unit, or program, the welfare of staff, students, or others that use the services or products of the department, program, or unit, or the reputation of the department, program, or unit.

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.