Human Resources - Records Clerk

Alexandria, Virginia
Mar 19, 2021
Apr 10, 2021
Full Time
Job Description

This is a temporary position to organize paper files for digital processing. The Human Resources (HR) Records Clerk will be responsible to screen, organize and prepare paper personnel files for online digitalization. File maintenance will include inventorying the file room and ensuring that records accurately contain the appropriate documentation prior to being digitalized. The HR Records Clerk works under the strictest confidentiality while organizing personnel files and uploading such files to the electronic employment records system The work is expected to conclude in 180-days or less. The position works in an office environment of 12-staff.

This job reports to the Director of Employee Engagement and Relations.

No remote work. This position works on-site and is not approved for remote (virtual) work.


Education: High School Diploma. Some College coursework preferred.

Certificates & Licenses: Not applicable.

Experience: Prefer one year of professional work experience in an office environment. Experience with organizing office paperwork, document control, records management and filing systems is preferred.

Essential Functions
  • Conducts a count and inventory of active and inactive personnel files
  • Maintains a master list of personnel files in the records room.
  • Sends inactive personnel files to storage.
  • Reviews active personnel files per a checklist for proper documentation.
  • Prepares paper files (active staff) for digitalization. This includes removing documents that should not be in the file. This work also includes removing staples from documents.
  • Reviews digital personnel files to ensure file contains proper documents.
  • Collects missing documents from the respective person or department.
  • With guidance, confers with a contractor who will scan personnel files to the digital database.
  • Assist with other HR projects as assigned.

Key Competencies (Knowledge, Skill, Abilities):
  • Exhibits effective oral and written communication skills.
  • Must be able to manage and meet file processing deadlines.
  • Must be proficient in MS Office.
  • Must be detailed-oriented to follow the specific process to review and organize paper and digital files.
  • Must keep confidential information.
  • After receiving directions on how to process files, must be able to follow the process and work independently with minimum supervision.
  • Operate general office equipment such as copier, computer, scanner, telephone and fax machine

Physical Demands
  • Must have physical dexterity to remove staples from paper documents
  • Walking, standing, reaching, bending and lifting up to 15 pounds.
  • Pushing and pulling.
  • Sitting for prolonged periods.
  • Using fine motor skills.

  • Criminal Justice Fingerprint/Background Clearance.
  • Tuberculosis Skin Test.
  • Child Protective Services Clearance.

Public Health Compliance
  • Must pass daily COVID screening upon building entry.
  • Must follow safety and health protocols in the office and building environment.


Primary Location:
Central Office
Salary Range:
$15.48 - $15.48 / Per Hour
Shift Type:

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