Pay Grade: 28E

Context of Job:

Under general supervision of the HR Operations Manager, the HR Data & Records Specialist provides guidance to and develops and maintains strong professional relationships with the University of Delaware’s Human Resource business partners, Human Resources liaisons, managers, business officers, and the greater University community. This position provides guidance and compliance for four different collective bargaining agreements policies. The HR Data & Records Specialist ensures timely and efficient auditing and approval of personnel transactions as well as troubleshooting issues highly sensitive in nature that involve an employee’s pay and benefits. The position requires a high level of independent judgment to resolve records systems problems, monitor data for system integrity, and audit and approve confidential and time sensitive data. The HR Data & Records Specialist will also be responsible for organizing and filing paperwork based on an electronic filing system, as directed by the HR Operations Manager. This includes maintaining the archive database. Additionally, they will offer advice to all departments regarding active records management and will coordinate offsite storage transactions such as deliveries, pickups, and dispositions. The HR Data & Records Specialist will be responsible for the addition of new records series to the records retention schedule. This position will oversee safeguarding and updating files, while also ensuring that authorized users can easily access them. The HR Data & Records Specialist conducts searches and investigations within the files to gather information, adds any necessary additional data to file records, and ensures that all files are kept up to date.

Major Responsibilities:

Records Management

• Coordinate HR records management services for the university.
• Perform and/or oversee the data entry of department’s records inventory information into enterprise-level applications to ensure accuracy and compliance.
• Collaborate with University Archives and Records Management to ensure compliance with central records policies and procedures, including participation in annual audits.
• Primary contact for employees requesting access to review their personal file.
• Apply the records retention schedule to inactive records and create destruction authorizations for review and approval.
• Scan required files, documents, and postings to appropriate servers in a timely and accurate manner.

Data Management

• Responsible for all aspects of HR data processing and management including transactions related to general employee data changes, benefits, and compensation updates.
• Initiate, analyze, and audit various personnel transactions including performing complex mathematical computations payments for faculty, staff, and student’s employee merit documents to ensure accuracy, compliance with policy and verify approval for transactions for Fiscal, Academic and AFSCME employees Review transactions for compliance with university compensation guidelines and/or terms set forth in the four different collective bargaining agreements.
• Investigate and resolve form and data errors. Review information such as special increases, promotions, and other negotiated rates to ensure salaries and pay are correct.
• Respond to inquiries in a professional and timely manner via the Team Dynamix ticketing system.
• Ensure proper recording and distribution of incidents in accordance with established policies and procedural guidelines.
• Identify ways to enhance operational effectiveness.
• Follow policies and confidentiality guidelines to safeguard data and information.
• Perform other job-related duties as assigned.

Qualifications:

• Bachelor’s degree and two years related experience, or equivalent combination of education and experience.
• PeopleSoft HRMS experience preferred. Proficiency with Microsoft software.
• Effective verbal and written communication and interpersonal skills. Ability to communicate and interact well with people of all ages and diverse backgrounds.
• Ability to maintain absolute confidentiality with all personnel-related information.
• Ability to work independently and on a team. Strong prioritization, organizational, and attention to detail skills. Ability to make independent decisions.
• Ability to interpret and apply guidelines and procedures.
• Special Requirements: Ability to lift 50 pounds with or without assistance.