File Clerk - 190 days

Gadsden Independent School District (NM); Santa Teresa (NM); On-site; USD 32,000 - 42,000; Full time

Job summary

Gadsden Independent School District (NM) is seeking an HR Records Clerk to support daily human resources operations and maintain confidential personnel files. The role involves scanning, filing, and organizing employee documents, while ensuring accuracy and compliance with district policies.

The position requires a high school diploma or GED and 1–3 months of related clerical experience or training. You will work under general direction with opportunities to collaborate across HR and district

Qualifications

• High school diploma or GED required.
• 1–3 months related clerical experience and/or training, or equivalent combination of education and clerical experience.
• Ability to read and comprehend simple instructions, short correspondence, and memorandums.
• Ability to write simple correspondence and effectively present information to customers, clients, and employees.

Responsibilities

• Provide support for daily HR operations and respond to routine HR inquiries.
• Maintain and organize personnel files, ensuring records are accurate, complete, and compliant with policies.
• File, scan, upload, and organize employee documents in personnel files.
• Review documents for accuracy and update personnel files as new documentation is received.
• Maintain physical and electronic employee records with confidentiality.
• Retrieve and distribute personnel records and documents as authorized.
• Assist with preparation and filing of employment contracts, letters of reemployment, evaluations, and related documents.
• Ensure confidential employee information is accessed and released only to authorized individuals.
• Respond to requests for personnel documents and help locate, retrieve, and verify information in employee files.
• Collaborate with HR staff and other departments to ensure timely processing of documentation.
• Provide clerical and administrative support to HR, including copying, scanning, sorting, and distributing documents.

Education

High school diploma or GED

One to three months related clerical experience and/or training

Job description

Responsibilities

• Provide support for daily human resources (HR) operations. Handle routine HR inquiries and provide responsive and knowledgeable assistance to employees.
• Complies with the state approved Code of Ethics of the Education Profession and upholds and enforces department/unit procedures, administrative directives and state statutes concerning the confidentiality of all staff information.
• Promotes positive community relations through effective communication with prospective employees, Gadsden Independent School Employees, and community members.
• Work under general or specific direction, but performs assigned duties with considerable independence as to work methods and priority of assignments.
• Maintains and organizes personnel files for all employees, ensuring all records are accurate, complete, properly filed, and maintained in accordance with district policies and applicable regulations.
• Files, scans, uploads, and organizes employee documents into the appropriate personnel files, ensuring records are accessible and properly maintained.
• Reviews documents for accuracy and completeness and ensures personnel files are updated as new documentation is received.
• Maintains both physical and electronic employee records, ensuring proper document retention, organization, and confidentiality.
• Retrieves, copies, and distributes personnel records and documents as authorized by the Associate Superintendent for Human Resources or designee.
• Assists with the preparation, organization, and filing of employment contracts, letters of reemployment, employee acknowledgment forms, evaluations, and other personnel-related documents.
• Works under general or specific direction while exercising considerable independence in organizing files, prioritizing assignments, and completing assigned duties.
• Ensures personnel records are handled securely and that confidential employee information is accessed, maintained, and released only to authorized individuals.
• Responds to requests for personnel documents and assists Human Resources staff with locating, retrieving, and verifying information contained in employee files.
• Works collaboratively with Human Resources staff and other district departments to ensure personnel documentation is processed, filed, and maintained in a timely manner.
• Provides clerical and administrative support to the Human Resources Department, including copying, scanning, sorting, and distributing documents as needed.
• Performs other duties as assigned.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or general education degree (GED) and, One to three months related clerical experience and/or training; or equivalent combination of education and clerical experience.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Physical/Mental Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Maintains emotional control under stress.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.