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HR Records Manager

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Please see Special Instructions for more details.

Interested applicants must submit a cover letter which addresses how professional experiences align with identified competencies of the position, as identified in posted job description; a current resume; and the names, addresses, and telephone numbers of three (3) professional references. References will not be contacted without prior notification of candidates. If you have questions, please contact Shevaun Festervand, Shevaun.Festervand@colostate.edu.

Posting Details

Posting Detail Information

Working Title HR Records Manager
Research Professional Position No
Posting Number 201700454AP
Position Type Admin Professional/ Research Professional
Number of Vacancies 1
Work Hours/Week 40
Proposed Annual Salary Range Salary is commensurate with experience and qualifications.
Desired Start Date 07/10/2017
Position End Date (if temporary)
Open Posting Date 06/02/2017
Open Until Filled Yes
To ensure full consideration, applications must be received by 11:59pm (MT) on 06/19/2017
Description of Work Unit

Colorado State University is a large research, land-grant institution and employs over 7,000 full and part-time faculty, exempt and non-exempt professionals, and classified staff. The University’s Human Resources Department is responsible for a broad range of activities including, but not limited to: all employee benefits; payroll; compensation; HR service center; recruitment, selection and classification for State Classified employees as well as general oversight of the State Personnel System within the University; employee relations; personnel policy interpretation; employee records and personnel action processing; and the human resource management information systems (HRIS).
We are a department that values collegiality. Ongoing and positive interactions among staff and with faculty, staff, and students contribute to our department’s supportive and open culture of inquiry, as well as our commitment to collaboration and professional development.

Position Summary

The HR Records Manager is responsible for all aspects of the HR Records Unit and provides guidance, supervision, and oversight for all official central compensation and personnel records for Academic Faculty, Administrative Professional, Researchers, Graduate Assistant, Postdoctoral Fellow, State Classified, and Non-Student Hourly employees at Colorado State University.
This position must interpret and apply personnel rules, regulations, and laws related to records management principles to ensure proper access, protection, distribution, and completion of official personnel records, and evaluate and implement record retention process improvements. This position reports to the HR Associate Director and supervises three state classified staff and student employees. The position will also provide support to the Director and Associate Directors on special projects and other duties as assigned.

Required Job Qualifications

A bachelor’s degree in human resources, business, liberal arts, information technology or related field with two years of personnel records management experience and two years of supervisory experience.

Preferred Job Qualifications

Experience with HRIS Oracle database, leave accruals and tracking; experience in a higher education environment.

Diversity Statement

Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.

Essential Duties

Job Duty Category HR Records Unit Administration
Duty/Responsibility
  • Responsible for developing, implementing and managing efficient and effective record and data management processes.
  • Maintain all University compensation and personnel records for the various employee types (Academic Faculty, Administrative Professional, Researchers, Graduate Assistant, Postdoctoral Fellow, State Classified, and Non-Student Hourly ).
  • Interpret and explain Colorado State University policies and procedures relating to appointment actions, modifying and authorizing employee actions; updating employee records on the HRMS database; establishing permanent employment records; integrating appointment changes into permanent employment records; determining record accessibility; providing records information to authorized persons; assuring security of records.
  • Provide consultation for campus partners on personnel actions.
  • Develop and maintain a record retention system meeting archival and disposal standards. Review processes, procedures, and methods and make changes where needed to improve efficiency and effectiveness.
  • Responsible for interpretation and application of CSU, State of Colorado, and Federal rules, regulations, through the review, evaluation and implementation of laws, policies and procedures as related to record management.
  • Insure all personnel actions are consistent with personnel rules, regulations, and policies of the University, State of Colorado, and applicable Federal laws.
  • Make modifications to processes when necessary based on changes to regulations and guiding policies. Review processes and record keeping practices for improvements and implement change and innovation.
  • Provide input to the Associate Directors and Director on updates to the Academic Faculty & Administrative Professional Manual and the Human Resources Manual.
  • Assist the Associate Director/Appointing Authority with University initiated termination procedures which include:
    • Layoffs – compile and establish seniority lists for State Classified employees affected by layoff by establishing matrix, calculating credits for incumbents, in affected classifications, etc.
    • Physical inability to work- insure proper procedures have been followed (FMLA, short term disability), prepare correspondence, etc.
    • Job abandonment – insure proper procedures have been followed, prepare correspondence, etc.
  • Provide information for unemployment claims filed by former University employees.
  • Assist with special projects as assigned by the Director and/or Associate Director, including researching and analyzing data and or preparing/generating reports.
  • Create, develop and deliver training sessions on records related topics for HR Liaisons and campus.
Percentage Of Time 45
Job Duty Category Supervision of HR Records Staff and Student Employees
Duty/Responsibility
  • Supervise 3 state classified employees and 2-3 student employees.
  • Establish work assignments, annual performance goals and evaluate employee performance in accordance with CSU’s and CO State classified performance management program.
  • Responsible for interviewing applicants, and recommending new hires for HR Records positions.
  • Establish, evaluate and provide guidance in obtaining goals, listen to concerns, and resolve problems with HR Records staff.
  • Provide HR Records staff with training/professional development in areas related to personnel record processing, retention requirements, and cross training all staff to ensure coverage during absences and/or high volume.
  • Develop and maintain written guidelines and desk references to ensure proper processes are applied.
Percentage Of Time 20
Job Duty Category Manage Annual/Sick Leave Reporting
Duty/Responsibility
  • Oversee all aspects of CSU’s annual and sick leave tracking/reporting.
  • Assess leave accruals and usage for all employee classifications to ensure adherence to policies and procedures.
  • Approve required manual leave adjustments in Oracle for each error instance. Verify leave records, troubleshoot leave error reports and provide direction to departments and HRIS for correction of leave balances within Oracle.
  • Provide guidance, trouble shooting, and advice on the year-end leave audit processes.
  • Manage the year-end leave audit processing for campus and guide departments through the process.
  • Identify improvements and problems in employee leave records and electronic processing logic.
  • Collaborate with HRIS on Oracle system problems and programming issues.
Percentage Of Time 15
Job Duty Category Employment Eligibility Verification/SSA-1945 Electronic System
Duty/Responsibility
  • Manage the Equifax I-9/SSA-1945 electronic system.
  • As the subject matter expert, research inquiries, make decisions and advise on matters related to the completion, retention, and compliance of the Form l-9s and the SSA-1945 for all faculty, staff and students.
  • Establish best practices and train HR Liaisons, investigate issues and find solutions.
  • Make changes to the system and processes as needed based on internal audits and as problems arise.
  • Review Equifax invoices for accuracy and reconcile monthly paper uploads to the system for re-verification of work eligibility.
  • Recommend expenditures for each contract year to ensure contract compliance.
Percentage Of Time 10
Job Duty Category Oracle Database/TMS System
Duty/Responsibility
  • Database administration within the EBS Oracle and the Talent Management System requiring knowledge of computer database systems and troubleshooting activities associated with each system to provide guidance and direction to HR Records staff and campus.
  • Oversee testing requirements for Oracle database updates and provide feedback to HRIS on testing results.
  • Research data errors in Oracle and correct information or send notice of how to correct to the appropriate Oracle user.
  • Configure, troubleshoot, implement, and train on software systems (such as Equifax, TMS, Oracle, etc.) to enhance HR functions both internally and across CSU.
Percentage Of Time 10

Application Details

Special Instructions to Applicants

Interested applicants must submit a cover letter which addresses how professional experiences align with identified competencies of the position, as identified in posted job description; a current resume; and the names, addresses, and telephone numbers of three (3) professional references. References will not be contacted without prior notification of candidates. If you have questions, please contact Shevaun Festervand, Shevaun.Festervand@colostate.edu.

Conditions of Employment Pre-employment Criminal Background Check (required for new hires)
Search Contact Shevaun Festervand, Shevaun.Festervand@colostate.edu
EEO Statement

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.

The Section 504 and ADA Coordinator is the Executive Director of Human Resources and Equal Opportunity, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

Background Check Policy Statement

Colorado State University (CSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.

References Requested

References Requested

Minimum Requested
Maximum Requested

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a bachelor’s degree in human resources, business, liberal arts, information technology or related field?
    • No
    • Yes
  2. * How many years of experience do you have as a supervisor of employees?
    • None
    • Less than 2 years
    • At least 2 years, but less than 4 years
    • At least 4 years, but less than 6 years
    • 6 or more years
  3. * How many years of experience do you have with personnel records management?
    • None
    • Less than 2 years
    • At least 2 years, but less than 4 years
    • At least 4 years, but less than 6 years
    • 6 or more years

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
  3. List of Professional References
Optional Documents