Human Resources Administrative Specialist

Guilford County; Greensboro (NC); On-site; USD 48,000 - 64,000; Full time

Job summary

Guilford County is seeking an experienced HR Specialist to manage employee files, validate data in the HR system, and lead the transition to an electronic file management system.

Responsibilities include administrative support to the HR Leadership Team, HR budgeting and event support, and ensuring compliance with NC public records laws and county policies.

Qualifications

• Confidential file maintenance and retention per NC law and regulations.
• Strong knowledge of office practices and county procedures.
• Familiarity with NC General Statutes 153A-98 and related HR policies.
• Experience with employment verification and digital tools; high organizational skills.
• Ability to enter data accurately into HR systems and generate reports.

Responsibilities

• Provide administrative support to the HR Leadership Team and assist with HR budgeting and events.
• Lead the conversion of paper personnel records to digital formats.
• Maintain employee records and ensure file contents align with HR system data.
• Assist with contracts, purchase orders, and HR project support.
• Communicate with internal and external stakeholders via multiple channels.

Skills

Confidential file maintenance

Office practices

General Statutes 153A-98

Employment verification

Data entry and HR systems

Analytical and organizational skills

Communication

Education

Bachelor's degree

Associate's degree

High School diploma

Tools

HR system

Document management system

Microsoft Office

Job description

GENERAL STATEMENT OF DUTIES

Performs professional Human Resources work in managing employee files and records in accordance with the NC Public Records Laws and NC Department of Natural and Cultural Resources. In addition, this role provides administrative support to the HR Leadership Team.

DISTINGUISHING FEATURES OF THE CLASS

An employee in this role is responsible for managing and maintaining all employee records and files. This includes but is not limited to verifying file contents, validating file data against the HR system, and maintaining proper file retention standards specific to NC Public Records Law and NC Department of Natural and Cultural Resources. The employee will be tasked with evaluating the existing document management system, processes, and procedures and leading the efforts in implementing and maintaining an electronic file management system.

Duties will include providing administrative support to the HR Leadership Team, assisting with managing the HR budget and providing support for HR sponsored events. The position may provide operational guidance to the other HR Specialist that makes up the HR Administrative Team.

Other duties are specific to Human Resources and require the employee to have knowledge of applicable human resources laws, regulations, and requirements; human resources related programs, policies and procedures; human resources software applications; basic benefit administration; human resources management principles and payroll.

DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include, but are not limited to:

• The position provides administrative support to the HR Leadership Team which includes the HR Director and the two Assistant HR Directors.
• The position will provide budget support and may be responsible for contracts, purchase orders and HR project and event support.
• The position will provide back up support to the other HR Specialist with employment verifications, receiving and directing visitors and answering the main HR telephone line.
• Maintains employee records and files to include verification of file content, validation of file data in HR system, and maintaining proper file retention standards as defined by NC Public Records Law and NCGS 153A-98.
• Responsible for ensuring compliance with internal regulations related to record management, file retention and disposition.
• Responsible for the coordination, planning and execution related to converting paper personnel records to a digital format.
• Evaluates existing document management systems and procedures to determine current effectiveness and efficiency; identifies and recommends improvements.
• Maintains current knowledge of best practices and developments in document management technologies and techniques.
• May be responsible for entering data into HR electronic systems.
• Advanced computer skills to prepare and produce accurate, professional correspondence, reports, forms, and other work products.
• Performs data analysis and processing, requiring comprehensive knowledge of applicable technology, systems, and software applications.
• Prepare reports, summaries, tables, and other materials to clearly communicate data and information.
• Prepares, edits or coordinates development of printed materials that may include public records requests.
• Provides training and guidance as needed to other staff.
• Interpret policies, procedures and regulations for other staff and members of the public.
• Resolves problems and questions by using and interpreting established policies and procedures.
• Responds to and communicates with internal and external stakeholders through a variety of verbal, written, and electronic methods.

RECRUITMENT STANDARDS

Knowledge, Skills and Abilities

• Thorough knowledge of maintaining confidential files and file retention policies as required by the NC Department of Natural and Cultural Resources.
• Thorough knowledge of office practices and procedures.
• Knowledge of County regulations, policies and procedures.
• Knowledge of General Statutes 153A-98.
• Knowledge of employment verification practices, documentation, and applicable requirements. Proficiency in using a variety of software applications and digital tools. Excellent organizational skills and attention to detail.
• Excellent analytical and technical skills.
• Skill in managing a project or program.
• Basic knowledge of accounting practices and principles.
• Ability to enter, update, and maintain information accurately within applicable systems. Ability to independently organize and format materials for clarity, accuracy, and professional presentation.
• Ability to compose and gather a variety of materials independently.
• Ability to communicate effectively both orally and in writing.
• Ability to plan and organize work independently.
• Ability to troubleshoot and investigate issues; excellent and creative problem-solving skills.

MINIMUM QUALIFICATIONS

Bachelor’s degree from an accredited college or university and two years of related experience; OR associate’s degree and four years of related experience; OR High School diploma or GED and six years of related experience.

Preferred Qualifications:

Experience in Human Resources preferred.

Physical Demands

Work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking standing, bending, carrying light items such as papers, books, small parts, driving an automobile or use of a PC or other devices to accomplish work objectives. No specific physical demands are required. Mental demands and normal stress regarding achieving work deadlines are present.

Working Conditions

1. Environment: Work environment involves normal, everyday discomforts or unpleasantness. Work area has adequate light, heat and ventilation; environment is organized and stable.
2. Hazards: Work presents no significant hazards to employees.

May Require Driving

This position may require driving for this position whether driving a County owned or personal vehicle to conduct county business such as but not limited to attending conferences, meetings, or any other county related functions. Motor Vehicle Reports may be verified for valid driver’s license and that the driving record is compatible with the county’s driving criteria.

If a personal vehicle is operated for county business proper insurance is maintained as per Guilford County’s vehicle use policy.

Special Note:

This generic class description gives an overview of the job class, its job functions and recommended job requirements. However, for each individual position assigned to this class, there is available a completed job description with a physical abilities checklist which can give further details about that one specific position. Those documents should be reviewed before initiating a selection process. They can provide additional detailed information on which to base various personnel actions and can assist management in making legal and defensible personnel decisions.