Human Resources Records Assistant

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OPEN UNTIL FILLED

JOB SUMMARY :

The Human Resources Records Assistant is responsible for maintaining the organization, storage, retrieval, and maintenance of physical and electronic documents within the Office of Human Resources, ensuring accurate filing systems, proper document security, and timely access to information when requested, following established procedures for document management and archiving. Maintains the integrity and confidentiality of Human Resources files and records, offering action as the primary point of contact for accessing employee files. Performs administrative tasks and services to support effective and efficient operations of the Agency's Office of Human Resources.

ESSENTIAL FUNCTIONS :

• Organize and maintain documents - Receive, categorize, and arrange documents in files to be easily sourced as needed. Maintain a well-organized filing system, adhering to Agency policies and data privacy regulations.
• Create and manage records - Create new files as needed in accordance with established filing procedure.
• Convert documents - Convert paper records into electronic files.
• Archive documents - Archive aged records in accordance with Agency procedures.
• Retrieve files - Pull information as needed for internal and external request as approved by the Chief Human Resources Officer or designee.
• Perform clerical duties including typing, documentation, and completion of simple forms.
• Operates office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.
• Makes copies and distribute, as necessary.

OTHER DUTIES :

• Assist executive office staff with front-desk receptionist duties when staff are on vacation or otherwise out of the office.
• Perform such other duties as assigned by the CHRO including assisting with special projects that support the effective operation of the Office of Human Resources and the Agency.

QUALIFICATIONS :

• Confidentiality: Ability to handle sensitive employee information with discretion, tact, professionalism, and within established policies/procedures.
• Attention to detail: High level of accuracy in file management is crucial.
• Organization skills: Efficiently manage a large volume of records, both paper and electronic.
• Communication skills: Clear and concise communication to answer inquiries and interact with others.
• Computer proficiency: Familiarity with HR databases and Microsoft Office Suite and/or related software.
• Time management skills: Ability to use one's time effectively or productively.
• Physical skills: Must be able to lift 15 pounds at times.

Job Requirements

EXPERIENCE/EDUCATION REQUIRED :

High school degree or equivalent required.

Clerical experience preferred.