Human Resources Records and Systems Specialist

Laredo College; Laredo (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

Laredo College is seeking a Human Resources Records and Systems Specialist to manage personnel records, electronic document management, and HR information systems. You will safeguard confidential files, support audits and compliance, and help with workflow automation across Neoed, SoftDocs, Banner, and related systems.

The role emphasizes accuracy, data integrity, and professional service to employees, supervisors, and departments, with opportunities to contribute to process improvements and

Qualifications

• Associate degree in Business Administration, HR, Information Systems or related field.
• Two years of experience in records management, HR support, database management, or related area.
• A valid Texas driver’s license.

Responsibilities

• Maintain official personnel records and ensure retention in accordance with laws and policies.
• Organize, index, file, retrieve, and maintain electronic personnel records and systems.
• Audit personnel records for accuracy and compliance; support reports and data requests.
• Assist with HR systems administration, maintenance, and support (Neoed, SoftDocs, Banner).
• Create and update electronic forms, workflows, and automated processes.

Skills

Records management

HR support

Information systems support

Document management systems

Workflow automation

Data analysis

Reporting

Open records requests

Education

Associate degree in Business Administration, HR, Information Systems or related field

Bachelor’s degree (preferred)

Tools

Neoed

SoftDocs

Banner

Electronic records management systems

Workflow automation tools

Job description

Essential Duties and Responsibilities

The Human Resources Records and Systems Specialist provides specialized support for Human Resources records administration, electronic document management, workflow automation, and Human Resources information systems. This position is responsible for maintaining and safeguarding personnel records; supporting records retention and compliance activities in accordance with federal and state laws, Texas State Library and Archives Commission (TSLAC) guidelines, and College policies; assisting with the administration, maintenance, and operation of Human Resources systems including Neoed, SoftDocs, Banner, and related applications; supporting electronic forms, automated workflows, and performance management processes; providing technical assistance to employees, supervisors, and departments; supporting reporting, audits, compliance reviews, and open records requests; and participating in technology, digitization, and process improvement initiatives. The position serves as a technical resource to Human Resources staff while ensuring the accuracy, confidentiality, security, and accessibility of Human Resources information.

Characteristic Duties and Responsibilities

1. Maintain official personnel records and related documentation in accordance with records retention requirements, TSLAC guidelines, applicable laws, and College policies.
2. Organize, index, file, retrieve, and maintain electronic personnel records and document management systems.
3. Conduct periodic audits of personnel records to ensure accuracy, completeness, and compliance.
4. Assist with records retention, archival, digitization, inventory, and records disposition activities.
5. Provide customer service and assistance regarding Human Resources records, forms, processes, systems, personnel records request, and related inquiries.
6. Assist with the administration, maintenance, and support of Human Resources systems and technologies, including Neoed, SoftDocs, Banner, and other assigned applications.
7. Create, update, and maintain electronic forms, workflows, and automated business processes within assigned systems.
8. Support employee performance evaluation processes and related system functionality.
9. Assist with system testing, implementation activities, upgrades, enhancements, and process improvement initiatives.
10. Provide technical assistance and training to employees, supervisors, and departments regarding Human Resources systems and processes.
11. Assist with preparing reports, data requests, and other information for operational, compliance, and administrative purposes.
12. Review and audit employee data and documentation for accuracy and completeness.
13. Support internal audits, accreditation reviews, compliance reviews, and open records requests by gathering and organizing required documentation.
14. Develop and maintain procedural documentation, user guides, and records management procedures.
15. Identify and recommend improvements to records management, workflow processes, and Human Resources business operations.
16. Monitor and follow up on assigned Human Resources processes and documentation to support timely completion and compliance requirements.
17. Assist with the planning, coordination, setup, registration, and operational support of Human Resources-sponsored programs, activities, and events, including but not limited to Fall Convocation, Spring In-Service, graduation, employee recognition events, and other departmental initiatives.
18. Perform other related duties as assigned.

NOTICE: Required Documents

To be considered for this position, you are required to upload your unofficial transcript(s). In addition, if a license or certificate is required for this position, upload proof of your current license/certificate.

Required:

• Associate degree from an accredited institution of higher education in Business Administration, Human Resources, Information Systems or related field.
• Two (2) years of experience in records management, Human Resources support, database management, information systems support, document management systems, or a related area.
• A valid Texas driver’s license.

Preferred:

• Bachelor’s degree from an accredited institution of higher education in Business Administration, Human Resources, Information Systems or related field.
• Experience with NEOED, Soft Docs, Ellucian Banner, electronic records management systems, workflow automation, report preparation, and data analysis.
• Professional certifications related to Human Resources, records management, information systems, or document management.

• Knowledge of records management principles, records retention requirements, electronic document management systems, and Human Resources practices and procedures.
• Knowledge of office technology, enterprise software applications, databases, and workflow automation tools.
• Ability to maintain confidential and sensitive information with a high degree of accuracy and discretion.
• Ability to analyze information, prepare reports, audit records, and organize large volumes of documentation.
• Ability to learn and support Human Resources systems, including Neoed, SoftDocs, Banner, and related applications.
• Ability to develop and maintain electronic forms, workflows, and business processes.
• Strong customer service, interpersonal, oral, and written communication skills.
• Ability to establish and maintain effective working relationships with employees, supervisors, departments, vendors, and the public.

Introductory Review Period

All hires are subject to a 90 day introductory review period.

Supervision Exercised

Student employee(s).

Supervision Received

Human Resources Coordinator; Executive Director of Human Resources.

Physical Requirements

While performing the duties of this job, the employee is regularly required to sit. The employee is occasionally required to stand, walk, stoop, kneel, or crouch. The employee must occasionally lift and/or move items weighing up to 50 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

Work is performed in a standard office environment. Work-inside a well-lighted and air-conditioned area most of the time. The noise level in the work environment is usually quiet to moderate.

Safety

Required to work safely and follow safety rules. Report unsafe working conditions and behavior. Take reasonable and prudent actions to prevent others from engaging in unsafe practices.

Special Conditions

Immediate supervisor may assign other duties. May be required to work outside regular working hours, as needed. May be required to work at a different college work site or campus as needed.

EEO Statement

In compliance with Title VI of the Civil Rights Act of 1964, Executive Order 11246 and Title IX of the Education Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973, Laredo College is open to all persons regardless of race, color, religion, sex, age, marital status, disability, or national origin who are otherwise eligible for admission as students. Furthermore, Laredo College is an Equal Opportunity Employer and no applicant or employee will be discriminated against because of race, color, religion, sex, age, marital status, disability or national origin. This institution will not enter knowingly into any contractual agreement for services or supplies with any firm failing to follow fair employment practices.

Foreign Degrees

Foreign degrees require an evaluation for United States equivalency from an approved stated education agency or having membership with the National Association of Credential Evaluation Services (NACES). Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached to your online application at the time of applying. For your convenience, we have provided the following links to assist you in complying with this requirement. However, you may use any other certified transcript evaluation service. http://tea.texas.gov/Texas_Educators/Certification/Out-of-State_Certification/Foreign_Credential_Evaluation_Services/ http://www.naces.org/members.htm

Disclaimer

The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. LC reserves the right to add, change, amend, or delete portions of this job description at any time, with or without notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by LC as its discretion to enable individuals with disabilities to perform the essential functions.