Clerical Records Coordinator

Position Summary

The Clerical Records Coordinator is responsible for maintaining accurate employee records, supporting compliance initiatives, and assisting with onboarding activities. This position ensures employee documentation is properly maintained in electronic and physical filing systems, monitors compliance requirements, and provides administrative support to the Human Resources department.

Essential Duties and Responsibilities

Employee Records Management and Compliance Administration

• Scan, upload, and maintain employee documents in the electronic filing system.

• Create, organize, and maintain employee personnel files in accordance with company policies and regulatory requirements.

• Ensure employee records are complete, accurate, and updated in a timely manner.

• Maintain confidentiality of all employee information and records.

• Audit employee records and compliance requirements within the Provide system and other applicable databases.

• Monitor and track expiration dates for certifications, licenses, trainings, background checks, and other compliance-related documentation.

• Notify employees and supervisors of upcoming compliance deadlines and follow up on outstanding requirements.

• Prepare compliance reports and assist with corrective actions related to missing documentation.

• Communicate training requirements and deadlines to employees and supervisors.

• Maintain certification records and ensure documentation is accurately entered into agency systems.

Onboarding Support

• Assemble and prepare new hire employee files and onboarding packets.

• Hiring documentation is completed and filed appropriately.

• Assist with onboarding processes, including tracking required paperwork, training, and compliance requirements.

• Support new employee orientation activities as needed.

Administrative Support

• Assist with HR audits and record reviews.

• Enter and update employee information in HR systems.

• Respond to requests for personnel records in accordance with company policy.

• Provide clerical and administrative support to the HR department.

• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required

• Prior experience in records management, administrative support, or compliance preferred.

• Experience working with electronic filing systems.

• Strong organizational skills and attention to detail.

• Ability to manage multiple priorities and meet deadlines.

• Effective verbal and written communication skills.

• Ability to handle confidential information with discretion.

Physical Requirements

• Ability to sit, stand, and use standard office equipment for extended periods.

• Ability to lift and carry files up to 25 pounds.

• Ability to scan, file, and retrieve documents as needed.

Preferred Skills

• Knowledge of record keeping requirements and compliance standards.

• Experience coordinating employee training programs and certifications.

• Strong auditing and document management skills.

This role is ideal for an individual who is organized, detail-oriented, and committed to maintaining employee compliance and accurate personnel records.