Recordkeeping Coordinator

Venango County

POSITION:                 RECORDINGKEEPING COORDINATOR

                                    TEMPORARY Full-Time, 80 hours per pay

                                    ASSIGNMENT TO LAST APPROX. 12 WEEKS             

DEPARTMENT:         VENANGO COUNTY HUMAN RESOURCES

Venango County Annex Building

                                    1174 Elk St., Franklin, PA 16323

PAY GRADE:             NEHR 5

                                    $14.4889 / hr.

OVERALL OBJECTIVE OF JOB

This position is responsible for the tracking and maintaining of all personnel related documents for the employees of Venango County. This includes ensuring that each individual has a current job description, all required policy acknowledgements, any training documentation, and all other needed personnel related documentation from recruitment to separation included in the individual personnel files. This position is also responsible for a variety of specialized departmental clerical duties and responsibilities within the Human Resource Department.

ESSENTIAL FUNCTIONS OF JOB

1.             Ensures each new hire or promoted employee receives the correct job description and that the signed copy of the job description is returned to Human Resources for placement in a personnel file in a timely manner. 

2.             Maintains a database of all County employees; tracking all new hire paperwork, education documentation, job descriptions, training histories and other personnel information. 

3.             Maintains all County personnel files in the Human Resources office keeping them as up to date and current as possible.  Requests information from appropriate employee or supervisor in regard to any needed personnel documentation.  Oversees an annual archival and file maintenance process.

4.             Manages clearance tracking for all County employees using databases to ensure that all staff have up to date clearances at all times, in accordance with County policy. Notifies appropriate employee(s) or manager(s) to ensure departments stay compliant with clearance requirements.

5.             Records completed trainings in Munis software and physical personnel files.

6.             Posts all non-Human Services positions as requested by hiring supervisors or department managers.  Works with the Assistant Human Resources Director to make any necessary revisions to job descriptions prior to posting jobs.

7.             Maintains all aspects of County door access privileges throughout County facilities.  This includes taking employee photos for use on County photo ID cards, printing and delivering the finished badge, and ensuring that each employee has the appropriate door access privileges. Keeping database of all badges that have been issued, lost, or broken, ensures all separated employees’ access has been deactivated.

8.             Keeps inventory of office supplies for the Human Resource Department.  Orders supplies regularly as needed.

9.             Monitors merit-based employee’s annual evaluations. Prepare, record, track and send forms to appropriate managers on a monthly basis to ensure compliance with Merit System 

10.          Greets and assists general public by taking or providing information, and directing them to proper locations.  Answers telephone and takes messages or transfers calls to proper individuals.  Types letters, reports, memos and other documents as needed.

11.          Composes and sends correspondence to non-selected job applicants.

12.          Assists employees with ESS system, walking employees through how to use the system, reset accounts for locked out employees, respond to all employees’ requests to change and/or add information.

13.          Completes pre-employment process for all non-Human Services hires.

14.          Gathers all necessary documents for personnel related audits and assists with payroll related audits as needed.

15.          Assists with the completion of professional reference checks and other pre-employment checks as necessary.

16.          Schedules and executes new hire orientation presentation.

17.          Administers pre-employment drug screening tests including interpreting results and scheduling further testing if warranted.

 

OTHER DUTIES OF JOB

1.             Attends meetings and/or training sessions as required.

2.             Assists staff with clerical duties in absence of other staff members, or as needed.

3.             Delivers mail to Courthouse or other County offices; occasionally performs errands as needed to carry out essential job duties.

4.             Serves as back-up to the Payroll Coordinator for payroll purposes, including calculating employee time and overall completion of the payroll process.

5.             Performs other job-related duties as required.

6.             Attends meetings and/or training sessions as required.

7.             Assists staff with clerical duties in absence of other staff members, or as needed.

8.             Delivers mail to Courthouse or other County offices; occasionally performs errands as needed to carry out essential job duties.

9.             Serves as back-up to the Payroll Coordinator for payroll purposes, including calculating employee time and overall completion of the payroll process.

10.          Performs other job-related duties as required.

SUPERVISION RECEIVED

Receives occasional instructions and some supervision from department supervisor in regard to daily work duties.

WORKING CONDITIONS

1.             Works indoors in adequate office space, lighting and ventilation, but subject to fluctuations in temperatures.

2.             Works with average indoor exposure to noise and stress, but subject to frequent disruptions.

3.             Below normal indoor exposure to dust/dirt.

PHYSICAL/MENTAL CONDITIONS

1.             Must possess ability to record, convey and present information, explain procedures and follow instructions.

2.             Must be able to sit for long periods throughout the workday, with intermittent periods of standing and walking and occasional periods of bending, twisting, stooping, reaching as necessary to carry out essential job duties.

3.             Dexterity requirements range from coordinated movements of fingers/hands for typewriter and computer, to simple dexterity of feet/legs/torso as necessary to carry out job duties.

4.             Sedentary work, with occasional lifting/carrying of objects with a maximum weight of ten pounds.

5.             Must be able to cope with the physical and mental stresses of the position.

6.             Must be able to move frequently throughout the workday as needed to carry out essential job duties.

7.             Must be able to pay close attention to details and concentrate on work.

8.             Must possess ability to record, convey and present information, explain procedures and follow instructions.

9.             Must be able to sit for long periods throughout the workday, with intermittent periods of standing and walking and occasional periods of bending, twisting, stooping, reaching as necessary to carry out essential job duties.

10.          Dexterity requirements range from coordinated movements of fingers/hands for typewriter and computer, to simple dexterity of feet/legs/torso as necessary to carry out job duties.

11.          Sedentary work, with occasional lifting/carrying of objects with a maximum weight of ten pounds.

12.          Must be able to cope with the physical and mental stresses of the position.

13.          Must be able to move frequently throughout the workday as needed to carry out essential job duties.

14.          Must be able to pay close attention to details and concentrate on work.

15.          Must possess ability to record, convey and present information, explain procedures and follow instructions.

16.          Must be able to sit for long periods throughout the workday, with intermittent periods of standing and walking and occasional periods of bending, twisting, stooping, reaching as necessary to carry out essential job duties.

17.          Dexterity requirements range from coordinated movements of fingers/hands for typewriter and computer, to simple dexterity of feet/legs/torso as necessary to carry out job duties.

18.          Sedentary work, with occasional lifting/carrying of objects with a maximum weight of ten pounds.

19.          Must be able to cope with the physical and mental stresses of the position.

20.          Must be able to move frequently throughout the workday as needed to carry out essential job duties.

21.          Must be able to pay close attention to details and concentrate on work.

QUALIFICATIONS

A.            EDUCATION/TRAINING

            High School diploma or equivalency.

B.            WORK EXPERIENCE

Three years’ working experience in an office environment; human resources experience preferred.  Experience using Microsoft Word and Excel is preferred.

Must not appear on Preclusion Lists as defined by “Pennsylvania’s Medical Assistance Bulletin 99-11-05 Provider Screening of Employees and Contractors for Exclusion from Participating in Federal Healthcare Programs.”
Must successfully complete pre-employment drug screening.
 

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1.             Must be able to speak and understand the English language in an understandable manner in order to carry out essential functions of job.

2.             Must possess good communication and interpersonal skills.

3.             Must possess ability to function independently, have flexibility and the ability to work effectively with clients, co-workers and others.

4.             Must possess ability to maintain confidentiality in regard to client information and records.

5.             Must possess the technical knowledge of operating personal computers and other office equipment with accuracy and reasonable speed.  Comfortable working knowledge of spreadsheet and database applications.

6.             Must possess general knowledge of modern office practices and procedures and ability to apply same to essential duties of job.

7.             Must possess knowledge and ability to practice current and accurate usage of grammar, spelling and filing procedures.

8.             Must possess ability to learn assigned clerical tasks and adhere to prescribed departmental procedures.

9.             Must possess ability to perform simple math calculations with accuracy and reasonable speed.

10.          Must possess ability to learn county and legal rules, procedures and practices as necessary within department.

11.          Must possess ability to be able to handle a variety of clerical duties and switch from one to another throughout the workday.

HOW TO APPLY

Applications are available:

·         Online by visiting Indeed.com

·         In-Person by visiting the Venango County Human Resource Office on the 3rd floor of the Courthouse Annex building located at 1174 Elk Street, Franklin, PA  16323

·         By fax or e-mail.  You must contact the Venango County Human Resource Office by calling (814) 432-9556 or (814) 432-9549 to share your e-mail or fax number.

 

WE ARE AN EQUAL OPPORTUNITY EMPLOYER

VENANGO COUNTY IS A DRUG FREE WORK PLACE

APPLICANTS WHO REQUIRE SPECIAL ACCOMMODATIONS DUE TO A DISABILITY SHOULD CONTACT 432-9552 FOR ASSISTANCE.

 

Deadline To Apply: 03/22/2024 BY 4:00 PM

To apply for this job email your details to Brittany.Boone@venangocountypa.gov