Career Opportunities

Administrative Support

Human Resources Records Management Assistant (Temporary, 3-Month)

Posting Date

5/28/2019 12:00:00 AM

Position Information

Working Title:  Human Resources Records Management Assistant (Temporary)
UW System Title:  Office Associate

Essential Job Functions

This position reports to Human Resources Specialist and consolidates and reviews branch campus and faculty personnel files, scanning related forms into Image Now, general records management, provide assistance in general customer service to visitors and callers, and other miscellaneous projects as assigned. This position will work full time on a temporary basis for approximately three months.

This position includes the following responsibilities:

  • Assist with records management and retention for all HR, payroll and benefits records.
  • Maintain documents and files through electronic imaging, scanning batches and uploading new documents to files.
  • Assist with electronic file storage redesign.
  • Update and develop HR related forms and documents related to records management.
  • Create and update workflow documentation for HR processes.
  • Provide front desk coverage and assist with other office management functions.
  • Clerical duties including photocopying, scanning, and filing.
  • Answer incoming phone calls to the main phone line and greet visitors at the front desk.
  • Answer general questions regarding HR policies and procedures and refer customers to the appropriate staff.
  • Process incoming and outgoing mail.  Ensure the maintenance of confidentiality in the handling and disposition of records, including official personnel records, confidential medical information and recruitment files.
  • Maintain office supply stock and ensure that all office machines are functional (i.e. paper, toner).



  • High School Diploma at time of application
  • 1 year of office experience


  • Proficient in Microsoft Office Suite and Adobe

The successful candidate will have exceptional oral, written, interpersonal, organizational, time-management, computer, proofreading, and customer service skills; the ability to communicate with diverse constituents; and the willingness to work independently, as well as part of a collaborative team. This position requires the ability to manage multiple deadlines, projects, and priorities with attention to detail and exceptional accuracy; show excellent judgment, including sensitivity to personal and confidential information; and demonstrate flexibility and the ability to adapt to ongoing change. Good work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness, are essential for this position.

Conditions of Appointment

Position is a full-time, approximately 3-month, temporary University Staff appointment.  The work hours for this position will be 7:45 a.m. – 4:30 p.m., Monday through Friday. 

A criminal conviction investigation will be conducted on the finalist(s).  In compliance with the Wisconsin Fair Employment Act, the University does not discriminate on the basis of arrest or conviction record.

All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Green Bay does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources.


Hourly salary range of $13.00 - $15.00.
This position is not exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

The UW System provides an excellent benefits package, including participation in the Wisconsin State Retirement System.

To Apply

STEP 1: Please select the applicable link below:

External Applicants: (NOT currently employed by the University of Wisconsin System)
Internal Applicants: (Currently employed by the University of Wisconsin System)

STEP 2: From "Job Search" screen,

  • Click "View All Jobs"
  • Select "Human Resources Records Management Assistant (Temporary, 3-Month)"
    • You must login before you can apply. Input your "User Name" and "Password" and select "Sign In."
    • If you have not yet registered, click "Register Now" to begin the registration process.

STEP 3: Submit application materials:

Please be sure to complete all required fields, and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials. Files must be complete to be considered. Please include the following documents:

  • Cover letter that specifically addresses qualifications for the essential job functions
  • Resume
  • Names and contact information for three references

You must select "Submit" to forward your application materials to the search committee.

If you have any questions, need accommodations, or submitted your application with missing materials, call or email:

Human Resources
Phone: (920) 465-2390

Application Deadline

To ensure consideration, please submit application materials by Wednesday, June 5, 2019.

Note: The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis.Stat. sec. 19.36(7).

For more information regarding the University of Wisconsin-Green Bay and the surrounding area, see our Campus and Community section. For Campus Safety information see our Office of Public Safety website and our Annual Security Report (for a paper copy please contact the Office of Human Resources at (920) 465-2390). This report includes statistics about reported crimes, as well as information about crime prevention and campus security policies and procedures.

The University of Wisconsin-Green Bay is an Affirmative Action Equal Employment Opportunity employer committed to achieving a diverse workforce and to maintaining a community which welcomes and values a climate supporting equal opportunity and difference among its members. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, genetic information, national origin, ethnicity, citizenship status, veteran or military status (including disabled veteran, recently separated veteran, other protected veteran, or Armed Forces service medal veteran status), age, or disability.