Document Control Specialist

PURPOSE:The purpose of the Human Resources Division is to develop implement and maintain policies and programservices 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 OVERVIEW:The Jewish Board is seeking a detail-oriented organized and dependable Document Control Specialist to join our HR this role you will play a critical part in maintaining the integrity accessibility and compliance of HR records and documentation. The Document Control Specialist is responsible for a long-term project (Approx. 2-3 years) to assess the state of employee files at The Jewish Board. This role will focus primarily on stabilizing and improving the employee file digitization process within the organizations electronic employee record 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 ESSENTIAL FUNCTIONS:File & Records Management:Maintain and organize HR filing systems both electronic and physical ensuring accuracy accessibility and regulatory complianceManage the organization and security of confidential employee records including personnel files I-9 documentation and HR correspondenceEnsure all HR records are maintained in accordance with applicable federal state and local regulations as well as organizational policyExecute document retention schedules and support timely archiving and destruction of records per legal requirementsConduct periodic audits of HR files to ensure completeness accuracy and complianceSupport the transition from paper-based to digital record-keeping systems and assist in maintaining the integrity of data within the HRISCollaborate with HR staff to ensure employee lifecycle documentation (new hire changes terminations) is captured and filed accurately and in a timely mannerProcess and file HR documents correspondence and forms received from employees and internal departments as Support:Assist with the day-to-day administrative operations of the HR to internal records requests from HR staff ensuring timely and accurate retrieval of documentsProvide clerical and administrative support to HR leadership and staff as neededMaintain supplies and materials related to records management including filing materials labels and storage equipmentHR Projects & Compliance:Support HR projects related to records management system implementations and process improvement initiativesAssist in the preparation of management reports compliance summaries and data audits related to HR documentationSupport the HRIS team with data entry file uploads and data integrity projectsAssist with special projects as assigned by HR leadership including audits regulatory filings and organizational initiativesStay current on requirements related to HR recordkeeping and document retention to ensure ongoing complianceCORE COMPETENCIES for the position include:Demonstrated interpersonal skills with the ability to work effectively with people at all organizational levelsExceptional organizational skills and strong attention to detailAbility to manage multiple tasks simultaneously and work independently with minimal supervisionAbility to handle and communicate sensitive information with tact and discretionUnderstanding of HR recordkeeping principles and confidentiality requirementsAbility to stay on task in a fast-paced environment and meet competing deadlinesSolid written and verbal communication skillsAbility to quickly build and maintain strong working relationships across departmentsStrong work ethic and demonstrated ability to follow through and get resultsEDUCATIONAL/TRAINING REQUIRED:Minimum education level of a High School Diploma or equivalent required; associate or bachelors degree in business administration Human Resources or a related field preferredEXPERIENCE REQUIRED/LANGUAGE PREFERENCE:13 years of experience in administrative support records management file management requiredDemonstrated experience handling confidential records and filing systems with accuracy and discretionStrong attention to detail and the ability to meet deadlines is criticalGood written and interpersonal communication skills requiredCOMPUTER SKILLS REQUIRED:Proficiency in Microsoft Office Suite (Word Excel Outlook)Experience with HRIS systems preferred; Dayforce a plusFamiliarity with document management systems and digital filing platforms preferredVISUAL AND MANUAL DEXTERITY:The candidate should be able to read documents for analytical purposes such as computer information software and HR systemsModerate application of manual dexterity required for filing sorting and organizing physical documentsHand-eye coordination required for data entry and document scanningWORK ENVIRONMENT/PHYSICAL EFFORT:The work environment involves no physical risk or hazardous conditionsTo 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.