Temporary HRIS Data Conversion Specialist

Department

Human Resources

Position Type

Temporary, Part-Time

FLSA Status

Non-Exempt

Reports To

Human Resources Manager

Hourly Rate: $25.00–$28.00 per hour, depending on qualifications and experience

Work Schedule: 25–30 hours per week

Assignment Duration: Temporary assignment not to exceed nine (9) months

POSITION SUMMARY

The Temporary HRIS Data Conversion Specialist provides professional-level project support to the Human Resources Department during the Town's implementation of a new Human Resources Information System (HRIS), NEOGOV.

Under the direction of the Human Resources Manager, this position is responsible for reviewing, organizing, consolidating, and preparing employee information from existing hard-copy and electronic personnel records for migration into the Town's new HRIS.

The position will independently review a high volume of employee records, identify and reconcile information from multiple sources, enter and format data in standardized spreadsheets and templates, and perform quality-control reviews prior to data upload. The position will also track progress, identify discrepancies or missing information, and refer questions or issues requiring HR interpretation to designated HR staff.

The successful candidate will be highly organized, detail-oriented, self-directed, and capable of managing assigned work with limited day-to-day supervision. Because the position involves access to confidential personnel information, the ability to exercise discretion and maintain strict confidentiality is essential.

ESSENTIAL FUNCTIONS

HRIS Data Conversion

· Review hard-copy personnel files and electronic employee records to identify information required for migration to the Town's new HRIS.

· Collect and consolidate employee information from multiple sources, including personnel files, electronic records, existing spreadsheets, forms, and other HR documentation.

· Enter and organize employee information using standardized spreadsheets, templates, and other tools established for the NEOGOV implementation.

· Ensure information is entered accurately and consistently according to established data standards and requirements.

· Prepare data in the appropriate format for upload into the Town's HRIS.

· Assist with data cleanup, standardization, and preparation activities associated with the HRIS implementation.

Records Review and Data Quality

· Compare information across multiple employee records and sources to identify discrepancies, inconsistencies, missing information, or duplicate records.

· Research records as necessary to determine whether additional documentation is available.

· Identify information that requires clarification or HR review and maintain appropriate documentation of outstanding questions or discrepancies.

· Perform quality-control reviews of completed spreadsheets and data sets to identify errors, omissions, inconsistencies, and formatting issues.

· Make appropriate corrections to data-entry errors and document issues requiring further review.

· Assist HR staff with validation and reconciliation of data prior to final HRIS upload.

Project Coordination and Tracking

· Independently manage assigned portions of the data-conversion project.

· Maintain organized tracking tools to monitor records reviewed, data entered, outstanding information, discrepancies, and completed work.

· Establish priorities and manage workload to meet project deadlines.

· Communicate project status, questions, and issues to the Human Resources Manager.

· Assist in developing or refining procedures and organizational methods that improve the efficiency and accuracy of the data-conversion process.

· Identify recurring data-quality issues and communicate trends or concerns to the Human Resources Manager.

Records Management and Confidentiality

· Maintain organized hard-copy and electronic records throughout the data-conversion process.

· Assist with scanning, indexing, naming, organizing, and electronically filing personnel documents as needed.

· Follow Town policies and established procedures for handling, storing, and securing confidential personnel information.

· Maintain strict confidentiality of employee records and information.

· Ensure employee information is accessed, used, and maintained only for authorized purposes.

Other Duties

· Provide administrative support related to the HRIS implementation and employee-records project.

· Assist HR staff with other records-management or data-related projects as assigned.

· Perform other related duties consistent with the scope and purpose of the position.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

· Data entry and data-management practices.

· Records-management principles and practices.

· Microsoft Office applications, particularly Microsoft Excel.

· Basic principles and practices related to maintaining confidential employee and personnel records.

· Methods for organizing, reviewing, reconciling, and maintaining information from multiple sources.

Skilled in:

· Accurately entering and organizing large volumes of information.

· Reviewing documents and identifying discrepancies, inconsistencies, and missing information.

· Using Microsoft Excel to organize, sort, filter, review, and maintain data.

· Maintaining accurate tracking and documentation.

· Managing multiple tasks and priorities while meeting established deadlines.

· Learning and effectively utilizing new software applications and systems.

Ability to:

· Work independently with limited day-to-day supervision.

· Exercise exceptional attention to detail and accuracy.

· Methodically review large volumes of records while maintaining consistent quality.

· Organize work and establish priorities without extensive direction.

· Follow established procedures and data standards.

· Recognize when information is incomplete, inconsistent, or requires further review.

· Exercise appropriate judgment regarding when to refer questions or discrepancies to HR staff.

· Maintain confidentiality and exercise discretion when handling sensitive employee information.

· Communicate effectively, both verbally and in writing.

· Establish and maintain effective working relationships with Town employees and others.

· Adapt to changing project priorities and requirements.

MINIMUM QUALIFICATIONS

Education and Experience

· High school diploma or equivalent

· Two years of progressively responsible administrative, records-management, data-entry, HR, payroll, accounting, or related experience.

Preferred Qualifications

· Experience working with employee or personnel records.

· Experience with HRIS, payroll, benefits, or other employee-information systems.

· Experience with data conversion, data migration, data cleanup, or implementation projects.

· Demonstrated proficiency with Microsoft Excel.

· Experience working with confidential or sensitive information.

· Experience working independently on projects with defined deadlines.

· Previous experience in a municipal, governmental, or public-sector organization.

· Previous experience with NEOGOV or similar HRIS platforms.

NEOGOV experience is preferred but not required.

CONFIDENTIALITY

This position will have access to confidential employee and personnel information, including information contained in personnel files and electronic HR records.

The employee must exercise discretion and maintain the confidentiality, integrity, and security of all information accessed or received in the performance of assigned duties. Unauthorized disclosure, use, alteration, or distribution of confidential employee information is prohibited.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

· Work is primarily performed in an office environment.

· Requires prolonged periods of sitting and computer use.

· Requires frequent use of a computer, keyboard, mouse, telephone, scanner, copier, and other standard office equipment.

· Requires the ability to review electronic documents and hard-copy personnel files for extended periods.

· Requires sufficient visual acuity to read and review documents and computer screens.

· May require occasional lifting, carrying, or moving of personnel files, records, boxes, or office materials weighing up to 25 pounds.

· Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

TEMPORARY ASSIGNMENT

This is a temporary, project-based position established to support the Town's HRIS implementation and associated employee-records and data-conversion activities. The assignment shall not exceed nine (9) months.

Employment is temporary and does not create an expectation of continued employment beyond the established assignment period. The Town reserves the right to conclude the assignment prior to nine (9) months based on project completion, operational needs, performance, or other applicable circumstances.

DISCLAIMER

This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, knowledge, skills, abilities, or working conditions associated with the position. Duties and responsibilities may be modified or assigned as organizational needs require.

Pay: $25.00 - $28.00 per hour

Expected hours: 25.0 – 30.0 per week

Benefits:

• Flexible schedule

Application Question(s):

• Please attach or paste your cover letter here:

Education:

• High school or equivalent (Required)

Experience:

• admin, data-entry, HR, payroll, or accounting: 2 years (Required)

Ability to Commute:

• Carbondale, CO 81623 (Required)

Work Location: In person