Job Description

HR Document Scanning Clerk

Position Type: Full-Time, On-Site, Temporary (3 to 4 months)

Employment Type: Hourly, Non-Exempt

Location: Totowa, NJ

Position Overview

We are seeking a detail-oriented and highly organized HR Document Scanning Clerk to support a short-term records digitization project. This role is responsible for preparing, scanning, organizing, and maintaining employee personnel records in electronic filing systems while ensuring the highest level of accuracy, confidentiality, and compliance.

The ideal candidate is comfortable handling large volumes of documentation, possesses strong organizational skills, and can maintain strict confidentiality when working with sensitive employee information.

Key Responsibilities

• Scan employee personnel files into electronic document management systems.
• Organize and categorize records according to established filing procedures.
• Review scanned documents for accuracy, completeness, and image quality.
• Name, index, and electronically file documents using established standards.
• Upload records into HRIS or designated electronic filing systems.
• Maintain strict confidentiality of employee information and personnel records.
• Organize and manage physical files before and after digitization.
• Identify missing, incomplete, or inaccurate documentation and notify HR staff.
• Perform quality control audits to ensure electronic files are properly indexed and complete.
• Assist with records retention, archiving, and document destruction processes.
• Support additional HR administrative projects as assigned.
• Maintain an organized and efficient workspace.
• Follow all company policies related to confidentiality, data privacy, and workplace safety.

Qualifications

Education

• High School Diploma or GED required.
• Associate degree in Business Administration, Human Resources, or a related field preferred.

Experience

• Previous administrative, clerical, or office support experience preferred.
• Experience scanning or digitizing large volumes of documents is a plus.
• Experience handling confidential information preferred.
• Human Resources office experience is a bonus.

Skills & Abilities

• Exceptional attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Ability to learn and navigate HRIS and document management software.
• Strong verbal and written communication skills.
• Ability to work independently with minimal supervision.
• Excellent recordkeeping and filing skills.
• Professionalism and discretion when handling sensitive information.

Physical Requirements

• Ability to sit for extended periods while scanning and entering data.
• Frequent use of computers, scanners, and other office equipment.
• Ability to lift and move up to 25 pounds.
• Frequent reaching, bending, and filing of documents.
• Ability to move and organize boxes of personnel files as needed.

This is an excellent opportunity for someone who enjoys organization, administrative work, and helping convert paper records into streamlined digital files.

For more information on this posting, please text 201.389.7329.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.

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