Document Control Specialist

The Jewish Board • New York, NY

11d • $27 • Hybrid

About The Position

The Jewish Board is seeking a detail-oriented, organized, and dependable Document Control Specialist to join our HR team. In this role, you will play a critical part in maintaining the integrity, accessibility, and compliance of HR records and documentation. The Document Control Specialist is responsible for a long-term project (Approx. 2-3 years) to assess the state of employee files at The Jewish Board. This role will focus primarily on stabilizing and improving the employee file digitization process within the organization’s electronic employee record system. They will also be responsible for the management of physical and electronic HR files, ensuring all employee records are accurate, properly organized, and retained in accordance with applicable regulations and organizational policy. The ideal candidate is a meticulous professional who takes pride in maintaining order, handles confidential information with discretion, and thrives in a structured, compliance-driven environment.

Requirements

• Minimum education level of a High School Diploma or equivalent required
• 1–3 years of experience in administrative support, records management, file management required
• Demonstrated experience handling confidential records and filing systems with accuracy and discretion
• Strong attention to detail and the ability to meet deadlines is critical
• Good written and interpersonal communication skills required
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

Nice To Haves

• Associate or bachelor's degree in business administration, Human Resources, or a related field preferred
• Experience with HRIS systems preferred
• Dayforce a plus
• Familiarity with document management systems and digital filing platforms preferred

Responsibilities

• Maintain and organize HR filing systems, both electronic and physical, ensuring accuracy, accessibility, and regulatory compliance
• Manage the organization and security of confidential employee records including personnel files, I-9 documentation, and HR correspondence
• Ensure all HR records are maintained in accordance with applicable federal, state, and local regulations as well as organizational policy
• Execute document retention schedules and support timely archiving and destruction of records per legal requirements
• Conduct periodic audits of HR files to ensure completeness, accuracy, and compliance
• Support the transition from paper-based to digital record-keeping systems and assist in maintaining the integrity of data within the HRIS
• Collaborate with HR staff to ensure employee lifecycle documentation (new hire, changes, terminations) is captured and filed accurately and in a timely manner
• Process and file HR documents, correspondence, and forms received from employees and internal departments as needed.
• Assist with the day-to-day administrative operations of the HR department.
• Respond to internal records requests from HR staff, ensuring timely and accurate retrieval of documents
• Provide clerical and administrative support to HR leadership and staff as needed
• Maintain supplies and materials related to records management, including filing materials, labels, and storage equipment
• Support HR projects related to records management, system implementations, and process improvement initiatives
• Assist in the preparation of management reports, compliance summaries, and data audits related to HR documentation
• Support the HRIS team with data entry, file uploads, and data integrity projects
• Assist with special projects as assigned by HR leadership, including audits, regulatory filings, and organizational initiatives
• Stay current on requirements related to HR recordkeeping and document retention to ensure ongoing compliance

Benefits

• Equal opportunity employer that does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, veteran status, or any other status protected by applicable federal, state, or local law.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED