RECORDS ASSISTANT

University of Washington - Seattle, WA4.2

Full-time
As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, click here.
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years.

The Human Resources department's mission is to support UW faculty and staff in successfully meeting the goals of the University by providing high quality and responsive human resources support to foster an exceptional work environment that encourages, nurtures and recognizes the professional development of University employees. The department's vision is to create a premier HR organization whose staff members are dedicated to the goal of working together to provide the highest possible quality of services in carrying out its mission.

The UW Operations units within Human Resources provide records management, employee relations and leave administration expertise in conjunction with functional Human Resources units for University clients. This includes administering policy, rules, laws, interpretation, reasonable accommodation, complaint resolution, leave administration, labor relations, performance management and corrective action, workplace violence assessment and response, training, developing service strategies, processes and programs that are responsive to the needs of administration, faculty, and staff to implement best human resources practices for employee relations, employment and related functions.

Campus HR Operations and Services has an outstanding full time opportunity for a Records Assistant.

GENERAL PURPOSE OF JOB:
Accurate records management is a key responsibility of human resources and legal compliance. Under the general supervision of the Office Manager, this position performs a variety of clerical and administrative tasks in support of the University’s human resources responsibilities including application of human resources rules, policies, regulations and procedures, and accurate processing of human resource documents, communications and records, while maintaining confidentiality. This role assists in protecting against undue risk by promoting and following established records collection and retention guidelines.

The Records Assistant provides exceptional customer service and a valuable impression of Human Resources to various customers inside and outside the organization - including current employees, departmental leadership, visitors, and the general public.

RESPONSIBILITIES:
RECORDS MANAGEMENT

Serve as a subject matter expert, providing substantive knowledge in administering transactions associated with the unit’s records-related functions, including but not limited to:

Serve as the point-person in the unit for receipt of public records requests, interpreting requests, and providing responsive documents (in coordination with the office of the VP of HR).
Provide guidance to department personnel on compliance with University’s records management policies.
Support unit in the development and maintenance of records inventories, through documentation and refining of operational policies and procedures related to records.
Provide expertise in the analysis of recordkeeping systems and in the design of alternative systems.
Serve as Records Coordinator and liaison with University Records Management Services.
Official Personnel Files (OPFs) creation for new employees and maintenance of existing files, which includes requesting OPFs from other operations units for employees transferring to Campus, filing of loose paperwork, retrieving information contained in files, searching for data available from electronic sources, and boxing/unboxing various records and files.
Perform the tasks necessary to change the status of OPFs from active to separated.
Manage the yearly audit and transfer of separated files to the Records Management Office.

SERVICE RECOGNITION

Process monthly Service Recognition for non-Medical Centers employees, which often includes 100-200 recipients each month, including:

Review reports.
Print certificates and other documents/mailings via mail merge in Word.
Order gifts through online vendor portal.
Reconcile purchases on a monthly basis.
Communicate and troubleshoot with department coordinators, supervisors, and vendor regarding staff anniversaries and gift selections.

GENERAL CLERICAL SUPPORT and FRONT LINE CUSTOMER SERVICE

Perform other duties as needed in support of the department, including but not limited to:

Front line customer service requiring a high level of discretion and professional decorum. Use judgement in responding to or forwarding client/employee questions, requests for information and inquiries regarding a broad range of HR-related topics.
Quickly identify the needs of queries via email, voicemail, and in-person visitors, providing accurate responses regarding appointments, policies and procedures.
Receive and sign for incoming mail and deliveries, distribute mail to the team and 2nd floor, and assist with various types of outgoing mail.
Provide immediate processing of time sensitive documents which need reporting and tracking.
Track and order office supplies for the unit.
Manage the reception area making sure it is organized and tidy.
Copying or scanning of confidential documents for various internal or external requests.
Faxing documents and sorting of incoming faxes.

REQUIREMENTS:
High school graduation or equivalent AND two years of increasingly responsible clerical experience OR equivalent education/experience.

Additional requirements:
Exceptional attention to detail through accuracy of data entry and information gathering.
Demonstrated ability to work effectively in a high volume environment with strict deadlines.
Displays outstanding customer service for internal and external clients.
Experience maintaining confidential information.
Proficient in Microsoft Word, Excel, Outlook, Adobe Acrobat, and database applications.
Demonstrated ability to perform work independently under general supervision in a team environment.
Ability to complete tasks while receiving interruptions and new demands of work time.
Ability to prioritize and simultaneously manage multiple on-going projects, sometimes with competing interests.
Effective non-verbal, oral, and written communication skills, including the ability to provide clear and articulate responses, adapt messages to various audiences to aid understanding, and provide records management leadership through illustrating subject matter expertise with authority.

DESIRED:
Bachelor’s Degree and one year of experience in records management work.
Experience working in professional office.
Comfort with performing and creating mail merge files.
Demonstrated integrity and initiative.
Flexibility to take on new requests, as well as demonstrate initiative to suggest new ideas for improvements to be made.
Tact in responding to colleagues with competing priorities.

CONDITIONS OF EMPLOYMENT: