HR Specialist for Records Management - Temporary

Full Job Description

The City of Seattle believes in the diversity of our people, ideas, and experiences and is committed to building an inclusive culture that is representative of the community we serve.

Seattle Human Resources (SHR) provides services for our diverse workforce to ensure employees are recruited equitably, managed fairly, are well-trained, supported, and assigned job duties to accomplish City’s goals.

The Service Delivery team supports 700+ employees in 20 unique departments and executive offices. We have an opportunity for a temporary HR Specialist for Records Management to join our team.

In this role, you will be responsible for digitizing and cataloging personnel files so they are accessible in digital format.

You will be reviewing all personnel files, confidential files, and our HR Business Partners’ working files to create a cohesive structure that is easy to find files for research, public disclosure requests, and employee requests for their personnel files.

You will work in tandem with our office maintenance workers to scan files into our network drive and separate them by employee.

You will also prepare files for archiving in the event that we lose access to our digital files. This temporary position is expected to last approximately 9 months.

Requirements

Your top 3 priorities in this role will be:

• Reviewing our current policies and procedures related to records retention and management of personnel, confidential, and working files
• Partnering with the HR Analysts to create a file structure that is easily accessible and navigate and has the documents that are required for us to retain
• Partnering with appropriate subject matter experts to ensure we remain in compliance with digitizing personnel files
  

You will be most successful in this role with a combination of the following:

Knowledge of:

• Laws associated with converting paper to digital files in the state of Washington
• Network drives
• Files structures and working with related technology
• HR records management, particularly digital records

The ability to:

• Maintain a strict project deadline schedule
• Adhere to a consistent naming structure
• Critically raise questions that arise
• Maintain a high level of attention to detail
• Maintain confidentiality when dealing with sensitive information

Experience in:

• Digitizing HR files
• A municipal or other public sector setting, particularly in a human resources role
• Providing a high level of customer service
• Working collaboratively as a part of and across a team

Qualifications

In addition to the ability to perform the tasks described above, you will need to possess the below required qualifications:

• A Bachelor’s Degree in Human Resource Management, Business or Public Administration, Social Sciences, or a related field
• One year of progressively responsible experience in administrative support experience which included training and/or experience in the use of personal computers, human resources records, or a related field

OR

• An Associate Degree in Human Resource Management, Business or Public Administration, Social Sciences, or a related field
• Two years of progressively responsible experience in administrative support experience which included training and/or experience in the use of personal computers, human resources records, or a related field

OR

• Three years of progressively responsible experience in administrative support experience which included training and/or experience in the use of personal computers, human resources records, or a related field

Additional Information

This temporary overtime-eligible position is classified as a Personnel Analyst, Assistant and reports to the Manager of the Service Delivery Division.

The full pay range for this step-progression position is $37.67 - $43.86 per hour. Temporary employees begin at Step 1 of the step progression, which is $37.67.

The first round of interviews for this position are tentatively scheduled for Tuesday, February 10 and Wednesday, February 11, 2026. Second round interviews are tentatively scheduled for Tuesday, February 17, 2026.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

Please contact Lindsey King at Lindsey.King@seattle.gov to request accommodation.

This is an in-person position and employees will be expected to be in-office 5 days a week. Individual schedules will be based on agreement between the employee and their supervisor.

Applicants must successfully pass a background check, which will be conducted in accordance with Seattle’s Fair Chance Employment Ordinance, SMC 14.17.

Applicants will have the opportunity to explain or correct background information and provide verifiable information of good conduct and rehabilitation.

Why work at the City?

At the City of Seattle, public service is more than a job; it’s a chance to shape the future and make a meaningful difference in the lives of everyone who works, lives, or plays in our city.

With 12,000 employees across 40+ departments and 1,100 job titles, we are united by a common purpose: to create a Seattle that is vibrant and welcoming for all.

Whatever your role, you’ll help power a forward-looking city that leads by example — inclusive, innovative, equitable, and community-focused – while joining a diverse team committed to solving challenges and making a lasting impact together.

Join us in building a Seattle where everyone thrives!

APPLICATION PROCESS:

Please submit your application at https://www.governmentjobs.com/careers/seattle/no later than 4:00pm Pacific Time on Tuesday, January 27, 2026. To be considered for this position, in addition to completing your application fully, please attach:

This temporary position is open to all applicants that meet the minimum qualifications. The City of Seattle values diverse perspectives and life experiences.

Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, medical condition, or pregnancy.

The City of Seattle encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with diverse life experiences.

If you have questions, please contact Lindsey King at Lindsey.King@seattle.gov.