Job Details

Job Title: HR Records Assistant

Department: Human Resources
Reports To: Corporate HR Director
FLSA Status: Non-Exempt
Position Summary

The HR Records Assistant is responsible for maintaining accurate, complete, and compliant employee personnel records. This role supports the Human Resources department through records organization, auditing, and file management. The position includes regular physical handling, transport, and storage of personnel files and boxed records.
Essential Duties and Responsibilities

• Maintain, organize, and safeguard employee personnel files (paper and electronic) in accordance with company policy and regulatory requirements
• Track licenses, certifications, and credential expiration dates; notify HR leadership of upcoming renewals
• Prepare personnel files for audits, surveys, inspections, and legal requests
• File, retrieve, archive, and destroy records in accordance with record retention policies
• Physically move, lift, transport, and store boxes of personnel records and files as needed
• Assist with off-site storage preparation, inventory management, and retrieval of records
• Maintain strict confidentiality of all employee information
• Enter and update employee information in HRIS and tracking systems
• Provide general administrative and clerical support to the HR department as assigned

• Strong organizational skills with exceptional attention to detail
• Ability to handle confidential and sensitive information with discretion
• Knowledge of record retention, privacy, and compliance standards
• Proficiency in Microsoft Office (Word, Excel, Outlook) and standard office equipment
• Ability to work independently and manage multiple priorities
• Effective written and verbal communication skills

• High school diploma or equivalent required
• Prior administrative, records management, or HR support experience preferred
• Experience in a healthcare or long-term care setting strongly preferred

• Ability to lift, carry, push, and pull boxes and files weighing up to 40-50 pounds
• Ability to bend, stoop, reach, kneel, and stand for extended periods
• Ability to work in file rooms, storage areas, and office environments
• Ability to sit and use a computer for extended periods

• Office and records storage environment
• Regular handling of physical files and boxed records
• Frequent interaction with HR staff and occasional interaction with managers and auditors