Staff HR Rep

Job Description: HR Staff Representative, Custodian of Records & Administrative Coordinator

The HR Source is seeking a detail-oriented and trustworthy HR Staff Representative, Custodian of Records & Administrative Coordinator, to serve as the central point of contact for all record-keeping activities for all employees. This critical role ensures the secure management, storage, retrieval, and compliance of personnel folders, confidential documents, and vital organizational records while providing essential administrative and receptionist support to the department. The position is required to report to the main office Monday – Friday.

Key Responsibilities

(Include, but are not limited to)

Records Management & Compliance:

• Serve as the official Custodian of Records for all employee documentation, including personnel folders and confidential information.
  

• Establish, maintain, and enforce a consistent, centralized filing system to ensure efficient document storage, retrieval, and management.
  

• Implement and oversee digitalization and backup procedures for critical records to support disaster recovery initiatives and prevent loss of hard copy documents.
  

• Ensure compliance with all relevant federal, state, and local laws and regulations regarding record-keeping, document retention, and information management.
  

• Maintain the highest standards of confidentiality and security when handling sensitive information, implementing protocols to prevent data breaches or unauthorized access.
  

• Conduct monthly audits of records systems and external vendor compliance.
  

• Maintain detailed weekly logs of all record-keeping activities and requests.
  

Collaboration & Request Management:

• Work closely with the Law Department, Inspector General (IG) Office, Equal Employment Opportunity (EEO), and external organizations to file and retrieve critical documents in a timely manner.
  

• Respond to Freedom of Information (FOI) requests, legal inquiries, EEO requests, and IG investigations with accuracy and discretion.
  

• Ensure authorized personnel have prompt access to necessary documents, supporting organizational productivity and efficiency.
  

Administrative Support & Documentation:

• Process employment verifications and prepare employment verification letters.
  

• Complete and process forms including insurance forms, Personal Loan Forgiveness Forms, State and Local Retirement System forms, and Victim Compensation forms.
  

• Manage departmental calendars, schedule meetings, and coordinate appointments.
  

• Order office supplies, arrange catering for meetings and events, and maintain inventory.
  

Receptionist Duties (When Assigned):

• Serve as the first point of contact for visitors, phone calls, and inquiries to the department.
  

• Greet visitors professionally and direct them to appropriate personnel.
  

• Manage incoming and outgoing correspondence and communications.
  

Required Qualifications

• Education: High school diploma or equivalent required; Bachelor’s degree in Business Administration, Human Resources, or related field preferred (work experience may be substituted for degree).
  

• Experience: Minimum 3 years of experience in records management, administrative support, or a related role.
  

• Technical Skills: Strong understanding of document management systems, filing protocols, and record retention requirements. Proficiency in Microsoft Office Suite and document management software.
  

• Soft Skills:
  

  • Excellent organizational skills with meticulous attention to detail.
    

  • Demonstrated ability to handle confidential and sensitive information with the utmost discretion.
    

  • Strong written and verbal communication skills.
    

  • Ability to work independently and manage multiple priorities simultaneously.
    

Preferred Qualifications

• Experience with digitalization and electronic document management systems.
  

• Knowledge of FOI, legal compliance, and regulatory record-keeping requirements.
  

• Prior experience in a government agency or large organization.
  

• Certification in Records Management (CRM) or willingness to obtain.
  

Essential Competencies

• Confidentiality: Maintains a confidential demeanor and exercises sound judgment when handling sensitive information.
  

• Accuracy: Demonstrates precision and thoroughness in all record-keeping and administrative tasks.
  

• Customer Service Orientation: Provides responsive, professional support to internal and external stakeholders.
  

• Reliability: Consistently dependable in managing critical organizational records and meeting deadlines.
  

• Adaptability: Able to respond effectively to changing priorities and urgent requests.