Staff Associate - Employee Services (part-time) - Bristol Community College

POSITION TITLE: Staff Associate - Employee Services (part-time)
DEPARTMENT: Human Resources
PRIMARY LOCATION: Fall River, MA
REPORTS TO: Assistant Director, Employee Services
POSITION TYPE: This is a part-time, non-unit position, without benefits not to exceed 18.5 hours per week.
SALARY: $33.05/hr

STATEMENT OF DUTIES:

Bristol Community College seeks individuals who thrive in collaborative environments and are committed to fostering a vibrant, inclusive institutional culture. The Staff Associate, HR & Personnel Information will report to the Assistant Director of Employee Services and operate with minimal supervision as the team's subject-matter expert in HR records management. This role ensures the integrity, security, and compliance of all personnel records and supports HR staff and supervisors in proper documentation practices.

ESSENTIAL FUNCTIONS, DUTIES, AND RESPONSIBILITIES:

• Manage the full lifecycle of HR records?creation, organization, maintenance, secure storage, and retention?in alignment with federal, state, and institutional requirements.
• Maintain an organized, audit-ready filing system (electronic and physical), ensuring accurate classification, version control, and timely updates.
• Safeguard confidential personnel information and ensure adherence to privacy laws.
• Monitor retention schedules and coordinate with Facilities on secure storage and retrieval of archived files.
• Serve as primary administrator for HR file systems, maintaining data integrity and role-based access.
• Ensure timely and accurate filing of onboarding documents, I-9s, evaluations, training records, compensation changes, and employee relations materials.
• Conduct regular internal file audits, resolve discrepancies, and support external audits and public records requests.
• Manage the file review process for supervisors as well as employee requests to view or obtain copies of their records.
• Develop, document, and implement best practices for file organization, naming conventions, and documentation workflows across the HR team.
• Recommend and implement process improvements that enhance efficiency, accuracy, and security.
• Provide training, guidance, and policy input related to records management.
• Track file management requests and ensure timely updates and accurate retrieval.
• Establish basic metrics to evaluate system effectiveness and guide future improvements.
• Support onboarding paperwork in collaboration with the Staff Associate, Employee Services (as needed).
• Oversee work-study students assisting with filing and document management.
• Perform other duties as assigned.

REQUIRED QUALIFICATIONS:

• A dedication to collaboration and contributing to a strong institutional culture.
• Experience handling confidential employee information, preferably personnel files (electronic and physical)
• Experience with databases and in basic data entry accuracy and quality control and maintenance
• Experience managing priorities independently and owning a process from start to finish as well as identifying and implementing improvements.
• Minimum of a high school diploma.
• A minimum of two years of relevant professional experience.

PREFERRED QUALIFICATIONS:

• Experience supporting internal or external audits.
• Experience developing process documentation.
• An understanding of file retention policies (federal state).
• Knowledge of privacy/confidentiality laws relevant to HR.
• Experience working with naming conventions, filing structures, or document management workflows.
• Experience using specialized software such as Asana, HRCMS, Banner, other TBD.

Equal Opportunity/Affirmative Action:

Bristol Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran or military status, genetic information, gender identity, or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, TitleVII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation, or sexual violence shall be referred to the College's Title IX & Equity Compliance Officer, Emmanuel Echevarria at diversitytitleix@bristolcc.edu or 774.357.2682; the Massachusetts Commission Against Discrimination; the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Right.