Employment Records/HRIS Administrative Assistant

Salary : $60,923.00 - $117,458.00 Annually
Location : Columbia, MD
Job Type: Full Time
Job Number: 24-00746B
Department: County Administration
Division: County Admin - Human Resources
Opening Date: 03/07/2025
Closing Date: 3/21/:59 PM Eastern

POSITION SUMMARY/CLASS DESCRIPTION

POSITION SUMMARY
This position supports the County-wide Human Resources Office by carrying senior technical level administrative support work to support the Office. The Office of Human Resources manages on a daily basis, a high level of employment activities and inquiries.

The position will carry out administrative support on a variety of confidential employment activities, procurement, and administrative functions of the office, to include day-to-day oversight of junior support staff. The position carries out office manager functions and assists with critical human resources work including recruitment and employment service activities, administration of employment records including document validation, record keeping and compliance with document retention policies, coordination new hire onboarding and County-wide employee training, etc. The position will also assist with the development and administration of County-wide employee programs, recruitment initiatives, job fairs, etc.

Please note that this position is a confidential position. Confidential employees, due to the nature of their work of handling confidential and sensitive information, are excluded from bargaining unit (union membership).

CLASS DESCRIPTION
Performs senior technical level administrative support work, which may include supervisory responsibility, under general supervision from an administrative or technical superior. Work typically involves administrative, technical and para-legal work providing staff assistance to various Boards; or administrative secretarial or constituent services work assisting the County Executive, the State's Attorney, the Chief Judge of the Fifth Judicial Circuit, Chief of Staff or the Chief Administrative Officer. Assumes responsibility for clerical procedures and office operations; maintains executive calendar and appointments. May supervise a support staff. Work at this level may include independent responsibility for a difficult and complex administrative or clerical process not requiring the attention of a professional or technical expert.
ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following. Other related duties may be assigned.

Human Resources Support

• Coordinates workflow, plans, assigns, and reviews the work of junior support staff, interns, and temporary staffing to ensure deadlines are met in a timely manner. Provides day to day instruction of Project Search, Workforce Development, and HCCC interns assigned to support the Office.
• Ensures employment records and files are properly maintained in compliance with chain of custody and records retention policies.
• Serve as lead support for the digitization and organization of employee records and other records in the Office of Human Resources.
• Coordinates and monitors employment verifications and background screening for employees, and contractors. Assists with the scheduling of exams, tracking of results, and reviews by the Human Resources Administrator.
• Monitors requests and issues employee identification badging for new and existing employees.
• Monitors and tracks inquiries to the Office of Human Resources to ensure timely follow up and resolution of inquiries. HR general email account, forwarding or addressing inquiries as necessary.
• Addresses human resources and related questions through incoming telephone calls, responds to inquiries by various customers (employees, vendors, general public, etc.), directs complex inquiries to the appropriate staff in the Office, and manages mail distribution.
• Assists with the planning and execution of special events such as benefits enrollment; organization-wide meetings; county-wide programs such employee recognition events, job fairs, new employee orientation, training events, etc.

General Administrative Support

• Performs administrative support work for the Office of Human Resources, working and collaborating with coworkers and managers of all levels.
• Provide administrative support to the OHR Administrator including support to committees and Boards by coordinating meetings, schedules, preparing materials and maintaining meeting minutes.
• Performs financial and procurement work for the Office, such as invoice processing, PDQ reconciliation, shopping cart management, and reviewing income and expense data for accuracy using various software and tools (i.e., SAP).
• Oversees the ordering and processing of office supplies, including the submission of supply requisitions to internal departments and outside vendors, receipt and distribution of materials, and reconciliation of invoices with monthly bank statements.
• Schedules repairs for Office equipment and any other office related issues that needs to be addressed.

MINIMUM REQUIRED EDUCATION/EXPERIENCE

Associates degree and four (4) years of related experience, or equivalent combination of education and experience.

ADDITIONAL INFORMATION:

TO APPLY: You must complete an employment application online to be considered for this recruitment. Resumes cannot be substituted for completion of the job application work history. No paper applications will be accepted.

Selected candidates may be subject to drug screening, background screening, and reference checks.

At time of application, please submit a copy of any college degree, coursework, licenses, or certifications that you have referenced on your application. Applicants who have education obtained outside of the U.S. may need to provide proof of the equivalent U.S. education as determined by a foreign credential evaluation service, such as the National Association of Credential Evaluation Services or World Education Services: International Credential Evaluation .

Howard County Government is not sponsoring employees in application of the H-1B Visa or providing an extension of an existing H-1B Visa. All applicants must be legally authorized to work in the United States under the Immigration Reform and Control Act of 1986.

Howard County is an Equal Employment Opportunity Employer, and we are committed to a workplace that values diversity, equity, and inclusion. The County prohibits discrimination on the basis of race, color, religion, age, sex, ancestry, creed, national origin, disability status, genetics, marital status, military service, sexual orientation, gender identity/expression or any other characteristic protected by federal, state or local laws. Applicants requiring accommodations during the hiring process should contact the Office of Human Resources directly at . Requests for accommodations should not be attached to the application.
The following is a summary of the benefits available to Howard County employees who hold full-time benefit-eligible positions. Employees in positions covered by a bargaining agreement should consult their union contract for other specific benefits. Additional details are also available in the Employee Manual and in summary plan descriptions which are available in the Office of Human Resources or at

FLEXIBLE BENEFITS PLAN: Under the County's flexible benefits plan called CountyFlex, employees may elect to enroll in medical insurance plans, dental insurance plans, optional life insurance, dependent life insurance, and healthcare and dependent care flexible spending accounts. Employee contributions to these benefits are made on a pre-tax basis. Information concerning enrollment options, plan rates and a benefits comparison chart are available in the Office of Human Resources.

GROUP TERM LIFE INSURANCE: Employees receive a group term life insurance benefit equal to 2 times their annual salary at no cost. Accidental death and dismemberment coverage is included. The County pays the entire cost for this benefit. Employees may purchase additional coverage under the CountyFlex benefits plan.
PAID LEAVE BENEFITS: Annual and Disability Leaves are accrued over 24 pay periods each year. Personal leave is credited on January 1st each year. Use of Annual, Disability and/or Personal Leave requires supervisory approval.

ANNUAL LEAVE: During the first 5 years of employment, employees accrue the equivalent of 13 days per year. From years 6 through 10, the accrual is the equivalent of 16 days per year. From years 11 through 20, the accrual is the equivalent of 19 days per year. From year 21 on, the accrual is the equivalent of 21 days per year. Annual leave may not be used during the first 6 months of employment. A maximum of 40 days may be carried over from one fiscal year to the next.
DISABILITY LEAVE: Employees accrue the equivalent of 1 day per month (12 days per year). There is no maximum accrual. This leave may be used for the disabling illness/injury of the employee, spouse or minor child or for a serious medical condition approved under F.M.L.A. Absences of over 3 days must be substantiated by a physician's certificate.

PERSONAL LEAVE: Employees receive 6 personal leave days each calendar year to be taken during the calendar year . click apply for full job details