Job Description

Position Summary

The Temporary HR Filing & Scanning Clerk supports the Human Resources Department by organizing, preparing, filing, scanning, and indexing employee documents. This role ensures HR records are accurate, complete, and maintained in accordance with company policy, legal requirements, and confidentiality standards.

Key Responsibilities

Organize, alphabetize, and file employee documents into paper personnel files.

Remove outdated or duplicate documents as directed.

Prepare files for scanning, including sorting and batching documents.

Scan HR documents into the digital document management system.

Name, label, and upload scanned files with accurate indexing.

Record Accuracy & Compliance

Verify that documents are correctly assigned to the appropriate employee records.

Ensure compliance with retention rules and HR confidentiality guidelines.

Follow established procedures for sensitive documents (e.g., I-9, medical, ADA, leaves of absence).

Quality Control

Review scanned documents for image clarity, correct orientation, and completeness.

Conduct periodic audits of employee files to confirm accuracy.

Administrative Support

Assist HR staff with filing backlogs or special projects.

Maintain organized physical and electronic filing systems.

Follow all data privacy and security protocols.

Qualifications, Education & Experience

High school diploma or equivalent.

Previous clerical, administrative, or HR support experience preferred.

Experience with scanners, digital filing systems, or HRIS is a plus.

Skills & Competencies

Strong attention to detail and accuracy.

Ability to handle confidential information with discretion.

Basic computer skills (Microsoft Office, PDF editing, digital file management).

Ability to stay organized and work independently.

Reliable, punctual, and able to meet deadlines.

Physical Requirements

Ability to sit, stand, walk, bend, and lift up to 20 lbs while handling file boxes and paper documents.

Ability to scan and review large volumes of documents for extended periods.

Work Environment

Office setting with standard equipment (computer, scanner, filing cabinets).

May involve repetitive motion tasks.

Job Types: Temporary, Internship

Pay: From $17.00 per hour

Expected hours: No less than 10 per week

Work Location: In person