Document Control Specialist at The Jewish Board in New York, New York

Document Control Specialist

The purpose of the Human Resources Division is to develop, implement and maintain policies and program services that ensure the successful recruitment, employment, retention and wellbeing of a diverse, well qualified workforce to support our program partners and employees. The purpose of the HR Administration team is to provide operational support and infrastructure that enables the HR division to function efficiently, maintain compliance, and deliver consistent, high-quality service to all employees and stakeholders. The Jewish Board is seeking a detail-oriented, organized, and dependable Document Control Specialist to join our HR team. In this role, you will play a critical part in maintaining the integrity, accessibility, and compliance of HR records and documentation. This role will focus primarily on stabilizing and improving the employee file digitization process within the organization's electronic employee record system. They will also be responsible for the management of physical and electronic HR files, ensuring all employee records are accurate, properly organized, and retained in accordance with applicable regulations and organizational policy. The ideal candidate is a meticulous professional who takes pride in maintaining order, handles confidential information with discretion, and thrives in a structured, compliance-driven environment.

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.

Administrative Support:

• Assist with the day-to-day administrative operations of the HR department.
• Respond to internal records requests from HR staff, ensuring timely and accurate retrieval of documents
• Provide clerical and administrative support to HR leadership and staff as needed
• Maintain supplies and materials related to records management, including filing materials, labels, and storage equipment

HR Projects & Compliance:

• Support HR projects related to records management, system implementations, and process improvement initiatives
• Assist 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
• Assist 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 for the position include:

• 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

Visual and Manual Dexterity:

• The candidate should be able to read documents for analytical purposes such as computer information, software, and HR systems
• Moderate application of manual dexterity required for filing, sorting, and organizing physical documents
• Hand-eye coordination required for data entry and document scanning

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.)
• This position operates on a hybrid schedule, with staff working primarily on-site at our headquarters and the flexibility for occasional remote workdays.