Document Control Specialist

KEY ESSENTIAL FUNCTIONS

• Maintain and organize HR filing systems, both electronic and physical, ensuring accuracy, accessibility, and regulatory compliance
• Manage the organization and security of confidential employee records including personnel files, I-9 documentation, and HR correspondence
• Ensure all HR records are maintained in accordance with applicable federal, state, and local regulations as well as organizational policy
• Execute document retention schedules and support timely archiving and destruction of records per legal requirements
• Conduct periodic audits of HR files to ensure completeness, accuracy, and compliance
• Support the transition from paper-based to digital record-keeping systems and assist in maintaining the integrity of data within the HRIS
• Collaborate with HR staff to ensure employee lifecycle documentation (new hire, changes, terminations) is captured and filed accurately and in a timely manner
• Process and file HR documents, correspondence, and forms received from employees and internal departments as needed

HR Projects & Compliance

• Support HR projects related to records management, system implementations, and process improvement initiatives
• Aid in the preparation of management reports, compliance summaries, and data audits related to HR documentation
• Support the HRIS team with data entry, file uploads, and data integrity projects
• Afford assistance with special projects as assigned by HR leadership, including audits, regulatory filings, and organizational initiatives
• Stay current on requirements related to HR recordkeeping and document retention to ensure ongoing compliance

CORE COMPETENCIES

• Demonstrated interpersonal skills, with the ability to work effectively with people at all organizational levels
• Exceptional organizational skills and strong attention to detail
• Ability to manage multiple tasks simultaneously and work independently with minimal supervision
• Ability to handle and communicate sensitive information with tact and discretion
• Understanding of HR recordkeeping principles and confidentiality requirements
• Ability to stay on task in a fast-paced environment and meet competing deadlines
• Solid written and verbal communication skills
• Ability to quickly build and maintain strong working relationships across departments
• Strong work ethic and demonstrated ability to follow through and get results

EDUCATIONAL/TRAINING REQUIRED

• Minimum education level of a High School Diploma or equivalent required
• Associate or bachelor's degree in business administration, Human Resources, or a related field preferred

EXPERIENCE REQUIRED/LANGUAGE PREFERENCE

• 1–3 years of experience in administrative support, records management, file management required
• Demonstrated experience handling confidential records and filing systems with accuracy and discretion
• Strong attention to detail and the ability to meet deadlines is critical
• Good written and interpersonal communication skills required

COMPUTER SKILLS REQUIRED

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Experience with HRIS systems preferred; Dayforce a plus
• Familiarity with document management systems and digital filing platforms preferred

WORK ENVIRONMENT/PHYSICAL EFFORT

• The work environment involves no physical risk or hazardous conditions
• To perform the essential functions of this job, the candidate is routinely required to sit (70% of the time) and stand (30% of the time)
• Occasional lifting of file boxes or records of storage materials may be required (up to 20 lbs.)