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University of Rochester Records Management Clerk - 216507 in Rochester, New York

Records Management Clerk

Job ID



Central Administration

Full/Part Time


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Part Time 20 hours Grade 007 HR Admin Svc & Employment


Position Summary:

With general direction and detailed knowledge of record retention policies as well as legal guidelines will oversee and maintain the University personnel records and processes associated with personnel records.


Records Management Personnel File

  • Responsible for assisting Sr Hr Asst with maintaining over 40,000 personnel records including active, terminated and retired employees at all levels of the University to include: staff, faculty, coaches, residents/house staff, post docs, etc

  • File all relevant personnel action forms in employee files including hire/termination paperwork as well as personnel action change forms once the action has been completed by the Service Center.

  • File all personal data information including changes in the personnel file.

  • File all letters from departments, employment verifications completed, performance evaluations, benefit letters, etc in the personnel file.

  • Ability to look up employees in Peoplesoft database if information is needed from the system

Other Files

  • Creates files for residents and any other employees as needed. DE does this now.

  • Maintain an I9 file separate from the personnel record as required by federal guidelines.

  • Maintain all tax information (W4/IT2104) in a separate file from the personnel record. Payroll keeps these now

  • Maintain archive files for termed and retired employees.

  • Follows the established purge process to eliminate files in time frames outlined by U of R policy as well as federal and state statutes.

Customer Service – Pulling Files for Others

  • Pull files for HR and Payroll staff, maintaining a record of who has the file and updating the record when the file is returned.

  • Responding quickly to requests and offering updates when issues arise.

  • Pull files regarding employee and supervisory request to view files. Coordinate this with appropriate HR Field Office Rep. Files should not be requested by employee or supervisor directly.

  • Utilizing courier system to distribute personnel files to remote HR areas, maintaining confidentiality by always using a sealed envelope labeled Confidential with the recipients name and interoffice mail address on the envelop.

Problem Solving

  • Completes all employment verifications not processed through the work number, which includes subpoenas, credentialing, other verifications. Val would keep this

  • Acts as the lead in the record room. delete

  • Directs the work of Students and temporary staff in the absence of the Sr HR Asst assuring their compliance to general work rules as well as policies and procedures regarding records management process.

  • Recognizes and helps to solve processing issues. Refers question to Sr HR ASST. management when necessary

  • Participates in routine departmental meetings to highlight issues, suggest resolutions and understand the entire process.

Special Projects

  • Trains new staff and students

  • Maintains a growing knowledge of the day-to-day duties and tasks to be completed and is capable of training others

  • Participates in discussions regarding the effort to eliminate paper records and transfer them to electronic files

  • Accepts new tasks or responsibilities in a positive manner

  • Offers suggestions, potential solutions, and new ways of doing work to improve customer service and department operations

  • Participates on teams and in staff meetings

  • Creates and maintains an accurate and up to date procedure manual for daily tasks.

Departmental Back-Up

  • Provides back-up for other HR Team Assistants as necessary. Delete

  • Is the back up for the Sr HR Assist regarding subpoena and unemployment requests.

Personal Accountability

  • Committed to the mission of the department and the University

  • Maintains confidentiality

  • Takes responsibility for own work and provides support to others in accomplishing their work

  • Is punctual and reliable completing work by established deadlines

  • Follows break schedules and lunch schedules so as not to ensure proper departmental coverage.


Associates degree and 2 years experience in Human Resources or a related field; or an equivalent combination of education and experience.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled