HR Specialist Records Management - Temporary

Position Description

The City of Seattle believes in the diversity of our people, ideas, and experiences and is committed to building an inclusive culture that is representative of the community we serve. Seattle Human Resources (SHR) provides services for our diverse workforce to ensure employees are recruited equitably, managed fairly, are well-trained, supported, and assigned job duties to accomplish City’s goals. The Service Delivery team supports 700+ employees in 20 unique departments and executive offices.

We have an opportunity for a temporary HR Specialist for Records Management to join our team.

In this role, you will digitize and catalog personnel files so they are accessible in digital format. You will review all personnel files, confidential files, and our HR Business Partners’ working files to create a cohesive structure that is easy to find files for research, public disclosure requests, and employee requests for their personnel files. You will work in tandem with our office maintenance workers to scan files into our network drive and separate them by employee.

You will also prepare files for archiving in the event that we lose access to our digital files. This temporary position is expected to last approximately 9 months.

• Reviewing our current policies and procedures related to records retention and management of personnel, confidential, and working files
• Partnering with the HR Analysts to create a file structure that is easily accessible and navigate and has the documents that are required for us to retain
• Partnering with appropriate subject matter experts to ensure we remain in compliance with digitizing personnel files

• Laws associated with converting paper to digital files in the state of Washington
• Network drives
• Files structures and working with related technology
• HR records management, particularly digital records

• Maintain a strict project deadline schedule
• Adhere to a consistent naming structure
• Critically raise questions that arise
• Maintain a high level of attention to detail
• Maintain confidentiality when dealing with sensitive information

• Digitizing HR files
• A municipal or other public sector setting, particularly in a human resources role
• Providing a high level of customer service
• Working collaboratively as a part of and across a team

In addition to the ability to perform the tasks described above, you will need to possess the below required qualifications:

• A Bachelor’s Degree in Human Resource Management, Business or Public Administration, Social Sciences, or a related field
• One year of progressively responsible experience in administrative support experience which included training and/or experience in the use of personal computers, human resources records, or a related field

• An Associate Degree in Human Resource Management, Business or Public Administration, Social Sciences, or a related field
• Two years of progressively responsible experience in administrative support experience which included training and/or experience in the use of personal computers, human resources records, or a related field

• Three years of progressively responsible experience in administrative support experience which included training and/or experience in the use of personal computers, human resources records, or a related field

This temporary overtime-eligible position is classified as a Personnel Analyst, Assistant and reports to the Manager of the Service Delivery Division. The full pay range for this step-progression position is $37.67 - $43.86 per hour. Temporary employees begin at Step 1 of the step progression, which is $37.67.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact Lindsey King g to request accommodation.

This is an in-person position and employees will be expected to be in office 5 days a week. Individual schedules will be based on agreement between…