Transcript Entry Specialist Jobs in Arizona (NOW HIRING)

Level: Entry                             

Position Type: 40 hours/week - year round                  

Travel %: In-Town

Job Shift: Day (M-F) 7:30am-5:00pm, may work some evenings and weekends 

Job Categories: Administrative Support Worker

Classification: Hourly

Supervisor: Human Resources Records Specialist

Supervises: None

Job Summary:  

As a member of the Human Resources (HR) department, reporting to the Human Resources Records Specialist (HRRS), the Data Entry Clerk Receptionist (DEC) is stationed at the agency’s main administrative office and is tasked with coordinating a broad range of activities for the main lobby including answering the agency’s main telephone line, providing entry and greeting visitors, receiving and sending USPS mail, sorting and distributing internal mail and center run materials to cubbies,  monitoring and entering data into the HR Information System (HRIS) database, preparing staff physical files, and completing other general clerical tasks as required within the department.  Work requires accuracy, attention to detail, good judgment, professionalism, and confidentiality. This position requires in-person work with a high level of attendance to ensure there is coverage during hours of business.

Benefits:

• Paid Leave - 26 paid holidays, 5 days paid vacation after one year and up to 20 days each year thereafter, 8 days paid Personal leave first year, 9 days each year thereafter, up to 5 days paid Sick leave per year
• Insurance benefits - dental, Flexible Spending Accounts, Health Reimbursement Arrangements, Health Savings Accounts, PPO medical (3 plans), Vision, and Supplemental Life coverage for self, spouse, and child ($25,000 basic life and Accidental death and disability provided by employer) Supplemental coverages (Critical Illness, Hospital Indemnity, and Accident Insurance), and pet insurance.
• Retirement Plan - Agency contribution after years of services and hours eligibility criteria are met. Employee 401k deferral once eligibility is met.

Minimum Qualifications:

• High school diploma or GED
• Three (3) years related experience.
• Demonstrated proficiency using Office 365 (Outlook, Teams, OneDrive, Word, Excel, PowerPoint)
• Read, write, speak English and Spanish (bilingual)
• Submit a current AZ Department of Public Safety Level One Fingerprint Clearance Card prior to start date.
• Able to pass a company paid physical exam prior to starting work.
• Able to pass a DES Centralized Background Check prior to starting work.

Competencies:  

• Confidentiality
• Communication
• Ethical Practice
• Critical Evaluation
• Technical Capacity
• Thoroughness
• Customer Service
• Technology

Other Requirements (post hire):

• Must be able to travel to and from various sites as needed. 
• Provide proof of immunizations: MMR (Measles, Mumps, Rubella), Tdap (adult Tetanus, Diphtheria, Pertussis), and a Tuberculosis Self-Assessment.
• Ability to maintain a valid level fingerprint clearance card and annual DES Centralized Background Check.
• Must be able to prove the right to work in the USA by providing appropriate documents to complete the Federal I-9 form.

Desired Qualifications:

• Possess an Associate’s Degree from a recognized educational institute in the field of Human Resources, Business, Records Management, or agreed equivalent that supports high quality implementation of our program as determined by the agency (Official or unofficial transcript must be attached to the employment application).
• SHRM certification.
• Experience working with “client” permission in Paycom.

Work Environment:

• Administrative office setting

Physical Requirements:

Frequently   

• Sitting for long periods
• Viewing computer monitor and typing on keyboard for more than 30 minutes at a time 
• Clerical duties (writing, filing, copying, etc.)

Occasionally

• Standing for long periods (more than 30 minutes)
• Workday beginning prior to 8:00am and/or ending after 7:00pm 

Job Specific Duties and Responsibilities

Data Entry and Receptionist Responsibilities:

• Provide clerical and operational support to the human resources department related to routing phone calls, greeting and assisting visitors or guests, maintaining employee records, implementing the mail system including center run, and completing special projects and assignments. 
• Interact with and communicate information to job applicants, employees, department heads, and public and private agencies as necessary.
• Use templates and/or control logs to prepare forms, merge documents, or notices and submit with source documents to Human Resources Records Specialist for review and approvals
• Creates electronic and hard copy employment files and maintains filing system to ensure files are complete and in proper place for easy access when necessary.
• Complies with agency policies and procedures with particular attention to Personnel Policies and Procedures and the Employee handbook
• Identifies any concerns with HRIS systems that may require new procedures or modification of existing procedures and recommends necessary changes to the Human Resources Records Specialist.
• Performs clerical support to the Human Resources Department including copying, faxing, filing, scanning, sorting, and tracking 
• Opens, date stamps, and distributes daily incoming mail. Prepares and stamps USPS daily outgoing mail and Agency internal mail (center run).
• Receives cash, checks and money orders, issues a receipt, endorses the back of checks accordingly, logs the information in the receipt book, and contacts the Fiscal Department to pick up the money or checks.  Monthly gives them a copy of the receipt book entries.
• Orders and maintains an inventory of forms and supplies used in the HR Department. 
• Takes ID pictures and makes ID badges.
• Performs other duties as assigned.

Supervision:

• Identify self-growth, development goals, and strategies for achievement with support and input from supervisor. 
• Commit and participate in consistent and planned meetings with supervisor to further professional growth by seeking feedback, reflecting on and assessing own practice, and taking advantage of opportunities to improve skills and knowledge.

Recordkeeping, Monitoring, and Reporting: 

• Perform a wide range of duties relative to the maintenance and processing of personnel actions, employee records, and personnel reports. Maintain complete and accurate HRIS and electronic personnel files using computer, scanner, or other data entry devices to enter or upload data from source documents into the HRIS and/or electronic storage files using approved and standardized naming protocols.
• Conduct on-going monitoring of own work in the HRIS for accuracy, completeness, and quality. Prepare corrective documents and submit for approval and processing. Report systemic issues and recommendations for improvement to the HRIM and HR director.
• Maintain electronic folders with current and historical reports and documents for ease of reference.
• Create, edit, and run reports from the HRIS per schedules or as requested and distribute to HR staff or others as directed.
• Monitor accuracy, completeness, and /or expiration dates of employee’s immunizations and fingerprint clearance card information. Send reminder emails to employees on upcoming renewals, enter the new information into the HRIS and files the document in the employee’s electronic file.
• Review, identify, and resolve errors in source documents with document originator. 
• Monitors employment files for accuracy and completeness of files. 

Leadership, Management, and Teamwork:

• Participate on the human resources team and contribute to the decision-making process for program improvement, strategic initiatives, professional development, budget, governance, audit, and agency self-assessment. 
• Participate on the Administrative Services Unit team and contribute ideas and input for integrated policies, procedures and services.
• Develop and maintain understanding of the Office of Head Start Performance Standards and the implications and interactions with HR systems and practices. Communicate ideas, trends, and issues with Supervisor.
• Keep up to date on workflows and processes for other HR positions and serve as backup as assigned.
• Make prudent use of resources by monitoring consumption, minimizing waste, and offering suggestions for improving program efficiency. 
• Help with process of uploading new/updated department documents to the Information Portal as needed.
• Work independently and within a team on special nonrecurring and ongoing projects.
• Perform other duties as assigned by department director, coordinators, and specialists.  

Responsibilities for all Child-Parent Centers, Inc.:

• Understand and model the agency's vision, mission, and philosophy within the agency and the community.
• Demonstrate approachability, ownership, accountability, and life-long learning.
• Use the agency's communication and problem-solving approach.
  • Seek perspective of others.
  • Identify emerging issues and contribute new knowledge.
  • Work to de-escalate when emotions and stakes are high.
• Maintain professional behavior and relationships with internal and external stakeholders
• Use agency systems and technologies to accomplish work.
• Maintain a high level of attendance to support ongoing service delivery.
• Recognizes children's safety as the first responsibility of all staff and acts swiftly to ensure no child is unsupervised.
• Implement agency policies and procedures for safeguarding confidential or sensitive information about employees and/or program participants. Restrict access to paper or electronic documents to those with a need to know.
• Performs other duties as assigned.

Please Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. This job opening is intended to provide information about the position for employee recruitment purposes only and is not intended to be the basis of any employee contract.

Child-Parent Centers, Inc. is an Equal Opportunity Employer.

Public and In-house Recruitment