Clerical Records Coordinator

Choices In Community Living•Dayton, OH

21h

About The Position

The Clerical Records Coordinator maintains accurate employee records, supports compliance initiatives, and assists with onboarding. The position ensures employee documentation is properly maintained in electronic and physical filing systems, monitors compliance requirements, and provides administrative support to the Human Resources department. The role includes scanning, uploading, organizing, and updating personnel records; tracking compliance documentation and deadlines; preparing reports; supporting onboarding and orientation; and assisting with HR audits and administrative tasks. The coordinator must handle confidential employee information with discretion and maintain records in accordance with company policies and regulatory requirements.

Requirements

High school diploma or equivalent.
Strong organizational skills and attention to detail.
Ability to manage multiple priorities and meet deadlines.
Effective verbal and written communication skills.
Ability to handle confidential information with discretion.
Ability to sit, stand, and use standard office equipment for extended periods.
Ability to lift and carry files up to 25 pounds.
Ability to scan, file, and retrieve documents as needed.

Nice To Haves

Prior experience in records management, administrative support, or compliance.
Experience working with electronic filing systems.
Knowledge of record-keeping requirements and compliance standards.
Experience coordinating employee training programs and certifications.
Strong auditing and document management skills.

Responsibilities

Scan, upload, and maintain employee documents in the electronic filing system.
Create, organize, and maintain employee personnel files in accordance with company policies and regulatory requirements.
Ensure employee records are complete, accurate, and updated in a timely manner.
Maintain confidentiality of employee information and records.
Audit employee records and compliance requirements in the Provide system and other applicable databases.
Monitor and track expiration dates for certifications, licenses, trainings, background checks, and other compliance-related documentation.
Notify employees and supervisors of upcoming compliance deadlines and follow up on outstanding requirements.
Prepare compliance reports and assist with corrective actions related to missing documentation.
Communicate training requirements and deadlines to employees and supervisors.
Maintain certification records and ensure documentation is accurately entered into agency systems.
Assemble and prepare new-hire employee files and onboarding packets.
Ensure hiring documentation is completed and filed appropriately.
Assist with onboarding processes, including tracking required paperwork, training, and compliance requirements.
Support new employee orientation activities as needed.
Assist with HR audits and record reviews.
Enter and update employee information in HR systems.
Respond to requests for personnel records in accordance with company policy.
Provide clerical and administrative support to the HR department.
Perform other duties as assigned.