HR Records Coordinator

Federal IT Consulting (FEDITC)•San Antonio, TX

2d•Onsite

About The Position

The HR Records Coordinator is responsible for maintaining accurate, complete, confidential, and audit-ready employee records throughout the employment lifecycle. This position serves as the primary administrative owner of personnel-file documentation and supports onboarding, employment changes, I-9/E-Verify administration, HRIS data integrity, records retention, document tracking, and HR compliance activities. The HR Records Coordinator works closely with Human Resources, Payroll, Benefits, Recruiting, Security, employees, managers, and other internal stakeholders to ensure required employment documentation is received, accurately recorded, properly maintained, and readily available for authorized business, contractual, regulatory, and audit purposes. Because FEDITC operates as a federal contractor with a multistate workforce, the position requires exceptional attention to detail, confidentiality, organization, follow-through, and adherence to established HR procedures and applicable recordkeeping requirements. Authorization to work in the United States is required to be considered for this position.

Requirements

Minimum 1-2 years of administrative, records-management, HR, payroll, onboarding, compliance, or related experience preferred.
Experience handling confidential or personally identifiable information strongly preferred.
Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
Experience using an HRIS, document-management system, payroll system, or similar database preferred.
Ability to accurately enter, review, reconcile, and maintain detailed employee information.
Ability to manage multiple priorities and deadlines with limited supervision.
High school diploma or equivalent required.
Must be authorized to work in the United States and pass a background check.
Ability to perform prolonged computer and data-entry work.
Ability to communicate effectively by telephone, email, Microsoft Teams, and other company-authorized systems.
Ability to organize and retrieve electronic and physical records.
Ability to lift or move records or office materials weighing up to approximately 20 pounds when required.
Regular and reliable attendance is an essential function of the position.

Nice To Haves

Associate degree in Human Resources, Business Administration, Records Management, or a related field preferred.
Experience with ADP Workforce Now or a comparable HRIS.
Experience with Form I-9 and E-Verify administration.
Experience maintaining electronic personnel files.
Experience supporting a multistate workforce.
Experience in a federal government-contracting, professional-services, cybersecurity, IT, engineering, or similarly regulated environment.
Familiarity with HR records-retention practices and audit preparation.

Responsibilities

Create, maintain, audit, and organize electronic and, when applicable, physical personnel files.
Ensure employee records are complete, accurate, properly categorized, and maintained in accordance with company recordkeeping procedures.
Maintain appropriate separation of personnel, medical/confidential, I-9, investigation, benefits, and other restricted HR records.
Review employee files regularly for missing, expired, incomplete, or inconsistent documentation.
Obtain outstanding documentation from employees, managers, Recruiting, Security, Payroll, or other departments when needed.
Scan, upload, index, archive, and retrieve HR documents as required.
Maintain strict confidentiality and appropriate access controls for employee information.
Assist with reviewing new-hire records to verify completion of required onboarding documentation.
Assist with preparation and maintain new employee records.
Support timely completion and maintenance of Form I-9 documentation and E-Verify processing in accordance with established company procedures and regulatory requirements.
Maintain I-9 records separately from general personnel records as required by company procedure.
Assist with periodic I-9 audits and correction of administrative deficiencies.
Escalate substantive compliance questions or documentation concerns to HR management.
Assist with Personnel Change Notices and employee changes, including new hires, transfers, promotions, job-title changes, compensation changes, supervisor changes, department or work-location changes, employment-status changes, and separations.
Compare supporting documentation against HRIS records before changes are finalized.
Perform routine data-quality reviews and identify discrepancies between source documentation and HRIS records.
Assist HR Team with HRIS data cleanup, document migration, system implementation, and process-improvement initiatives.
Maintain HR documentation according to established retention schedules and applicable company requirements.
Support records preservation and legal-hold requirements when directed.
Assist in maintaining documentation required for government-contracting, internal, external, benefits, workers' compensation, payroll, or compliance audits.
Maintain document-control logs and other HR tracking systems as assigned.
Ensure terminated employee records are appropriately closed, categorized, retained, and archived.
Identify documentation deficiencies and escalate material compliance risks to HR leadership.
Maintain employee records in a continuously audit-ready condition.
Assist HR with internal file audits and external records requests.
Retrieve supporting documentation accurately and timely.
Assist with preparation of records and reports requested for authorized audits, investigations, compliance reviews, or management purposes.
Maintain documentation demonstrating completion of required corrective actions.
Respond to routine employee requests concerning HR forms, records, and documentation.
Monitor assigned HR inboxes, queues, or document-tracking systems as needed; once assigned.
Assist with HR projects, training records, benefits documentation, and compliance initiatives as assigned.
Provide backup administrative support to other members of the HR/PR team.
Perform other related duties as assigned.