Administrative Assistant I

HR File Clerk

The HR File Clerk is responsible for maintaining accurate, organized, and confidential employee records. This position supports the Human Resources department by filing, scanning, updating, and retrieving personnel documents while ensuring compliance with company policies and applicable recordkeeping requirements. The ideal candidate is detail-oriented, organized, and committed to maintaining confidentiality.

Key Responsibilities:

• Maintain and organize employee personnel files, both paper and electronic.
• File, scan, copy, and archive HR documents accurately and promptly.
• Retrieve employee records upon authorized request.
• Ensure personnel files are complete and compliant with company policies.
• Update employee records with new hire, transfer, promotion, and termination documentation.
• Assist with document retention and records management procedures.
• Maintain confidentiality of sensitive employee information.
• Support HR staff with administrative tasks such as data entry, document preparation, and correspondence.
• Assist with onboarding paperwork and employment documentation.
• Prepare files for audits and compliance reviews.
• Monitor filing systems for accuracy and completeness.
• Perform other administrative duties as assigned.

Qualifications:

• High school diploma or GED required.
• Associate degree in Business Administration, Human Resources, or a related field is preferred.
• Previous clerical, administrative, or records management experience preferred.
• Experience in a Human Resources environment is an asset.

Knowledge, Skills, and Abilities:

• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Ability to handle confidential information with discretion.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with electronic filing systems and HR databases is preferred.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and meet deadlines.
• Ability to work independently and as part of a team.

Physical Requirements:

• Ability to sit or stand for extended periods.
• Ability to lift and carry file boxes weighing up to 25 pounds.
• Frequent use of office equipment, including computers, scanners, copiers, and filing cabinets.

Work Environment:

• Office environment with regular business hours.
• Occasional overtime may be required during audits or HR projects.

EEO: "Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans."