Data Management Specialist (Talent Acquisition)

Primary Purpose:
Receives, processes, and maintains physical and electronic files and records for applicants and employees of the district. Monitors access to human resource (HR) records and maintains proper security and confidentiality.  Under direct supervision, perform data entry and corrections including personnel records and Public Information Management System (PEIMS) data.  Prepare, process, and receive purchase requisitions for department expenditures, including travel.

Qualifications:
Education/Certification:

• High school diploma or GED
• Associates or Bachelor’s degree (preferred)

Special Knowledge/Skills: 

• Proficient skills in keyboarding, word processing, and file maintenance 
• Effective communication and interpersonal skills 
• Ability to perform basic math skills 
• Ability to use personal computer and software to develop spreadsheets, databases and do word processing 
• Excellent organizational skills 

Experience:

• One to two years clerical, data entry and file maintenance experience

Major Responsibilities and Duties: 
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. 

File Management:

1. Maintain electronic files for all employees and applicants, including receiving and routing of changes (e.g., name, address changes).
2. Receive and process applications, including verifying completeness of files and notifying those not selected for employment.
3. Prepare correspondence, forms, manuals, schedules, and reports for the department director and other department staff members.
4. Enter and update employee information in a central database.
5. Manage annual employee verification of salary, receipt of handbook, and release of directory information. 
6. Respond to requests for verification of employment as needed.
7. Administer the records storage and destruction process of personnel records following established records retention schedule and requirements of the Texas State Library and Archives Commission. Assist with the purging of records and coordinate imaging of inactive HR records.

Budget and Payroll:

1. Prepare and submit information required for processing employee payroll, and work cooperatively with payroll and other department staff to ensure accuracy of leave reports, employee pay, substitute pay, degree verification, and experience/service record verification for pay purposes.
2. Verify all salary and supplement pay prior to and following data entry.
3. Process and verify all federal/state reports required for the department.
4. Perform routine bookkeeping for the department and oversee preparation and management of the department budget.
5. Make travel arrangements for the department.

Other:

1. Assist with new employee orientations and serve as backup presenter as needed.
2. Prepare, maintain, Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
3. Greet visitors and assist employees and applicants to complete applications and required paperwork.
4. Maintain a schedule of appointments and assist with scheduling interviews and meetings.
5. Make meeting arrangements for director and department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
6. Receive, sort, and distribute mail and other documents to department staff.
7. Compile, maintain, and file all reports, records, and other documents as required including preparing various federal, state, and local reports.
8. Maintain confidentiality.
9. Follow district safety protocols and emergency procedures.
10. Must be present regularly in person.

Supervisory Responsibilities:

1. None

Working Conditions:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; frequent district wide travel; occasional statewide travel and out-of-state travel

Mental Demands: Work with frequent interruptions, maintain emotional control under stress

Click here to view the job description.

Click here to view the 2024-2025 CISD Compensation Plan.