Assistant, HR Records

Position Overview

The Office of Talent and Culture (OTC) is a catalyst for dynamic cooperation, collaboration, and change throughout the organization. We aspire to be the model for excellence, equity, and leadership in hiring great talent, providing high-quality service, and inspiring an efficient and engaged workforce.

The mission of OTC is to attract and hire great people and encourage them to develop their career and grow with DC Public Schools. We want employees who recognize and embrace the importance of a strong partnership between schools and Central Office. When Central Office runs efficiently, and provides high-quality customer service, our school-based employees can concentrate on educating our children and leading our schools. By working together, we provide all students with a world-class education that prepares them for college, career, and life.

The Office of Talent and Culture is organized into four work groups:

Central Office Staffing and Administration : We manage Central Office staffing and the operational structures within OTC.

Talent Acquisition and Retention : We recruit, select, hire, and retain great people.

Employee Services : We provide employee services related to benefits and compensation, manage our workforce data and systems, and provide world-class customer service.

Labor Management and Employee Relations : We foster an equitable and safe environment for all employees.

The Employee Services (ES) work group supports the work of all school-based and Central Office staff and is comprised of the following four teams:

The Benefits and Compensation team is responsible for the following: administering and encouraging adherence to a consistent grading philosophy; ensuring that DCPS administers compensation policies consistently and pursuant to relevant legislation and collective bargaining agreements; providing support to units during reorganizations, RIFs, and other periods of hire, transfer, promotion, and demotion; conducting classification reviews, administering position audits, and approving position descriptions; offering retirement counseling, guidance, and advanced planning; and administering the agency’s health, life, tax shelter, flexible spending, and supplementary benefits plans.

The Employee Services Communication and Training (ESCT) team manages all Employee Services communications to the DCPS workforce, stakeholders, and external partners, as well as leads the development and implementation of resources, workshops, and events designed to support employee needs. ESCT also manages several customer service and central office performance initiatives for DCPS, including the Employee Services helpline, walk-in visitor reception, fingerprinting, employee onboarding and offboarding processes, licensure compliance, and central office employee performance evaluations.

The HRIS team ensures systems data integrity, processes personnel actions in PeopleSoft, and provides time and labor support to DCPS employees. The team also serves as a key HR partner to external agencies like the Office of the Chief Technology Officer (OCTO), the DC Office of Human Resources (DCHR), and the Office of Pay and Retirement Services (OPRS).

The HR Systems Development team manages the design, development, and overall strategy of the DCPS recruitment/selection application and many other HR data systems. This technical team ensures that data is accurate and integrated between systems. It seeks to use applications and their data to improve and fine-tune processes so that OTC can accomplish its work efficiently and DCPS employees are empowered to easily use these systems.

The Assistant, HR Records will perform a variety of clerical work including coordinating the storage and management of official personnel employee records, scanning and indexing permanent records, assisting the public in the record room and copying permanent records. The Assistant will also perform other miscellaneous duties such as: filing, preparing archival orders, and appointments to various internal and external customers. The Assistant will also answer the Employee Services telephone line and greet visitors.

The Assistant, HR Records will report to the Manager, HR Processing .

Essential Duties and Responsibilities

The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties, and/or skills required. Other duties may be assigned.

Exhibits an understanding of records management, scanning and document preservation, document management software, and the workflow management system.
Ensures compliance with state and federal records management regulatory and policy requirements.
Works closely with Records Specialist and departments/divisions to inform staff on records management guidelines.
Answers internal and external questions regarding OPF records.
Assists with the destruction of records.
Supports incoming employee inquiries via the Employee Services telephone line.
Researches, replies, and resolves employee inquiries and issues promptly and thoroughly, including collaboration across other teams and divisions.

Qualifications

Associate’s degree OR one year of experience.
Previous exposure to or experience in the education sector a plus.
Ability to work independently with minimum supervision.
Records management knowledge, skills, and experience.
Strong understanding of records management best practices.
Exhibit the ability to organize, prioritize, and carry out duties efficiently and within established time-frames.
Exhibit working knowledge of administering an electronic document management system.
Knowledge of customer services ethics, principles and procedures.
Strong communication skills; written and verbal.

Personal Qualities of Top Candidates

Commitment to Equity: Passionate about closing the achievement gap and ensuring that every child, regardless of background or circumstance, receives an excellent education.
Leadership: Coaches, mentors, and challenges others to excel despite obstacles and challenging situations.
Focus on Data-Driven Results: Relentlessly pursues the improvement of central office performance and school leadership, instruction, and operations, and is driven by a desire to produce quantifiable student achievement gains.
Innovative Problem-Solving: Approaches work with a sense of possibility and sees challenges as opportunities for creative problem solving; takes initiative to explore issues and find potential innovative solutions.
Adaptability: Excels in constantly changing environments and adapts flexibly in shifting projects or priorities to meet the needs of a dynamic transformation effort; comfortable with ambiguity and non-routine situations.
Teamwork: Increases the effectiveness of surrounding teams through collaboration, constant learning and supporting others; sensitive to diversity in all its forms; respects and is committed to learning from others.
Dependability: Does whatever it takes to consistently deliver with high quality under tight deadlines; successfully manages own projects through strong organization, detailed workplans, and balancing of multiple priorities.
Communication and Customer Service Skills: Communicates clearly and compellingly with diverse stakeholders in both oral and written forms; anticipates and responds to customer needs in a high-quality and courteous manner.