HR Records Representative (6 months Term)

Job Details

Description

Status: Term - 6 months

Work Location: On-site

Scope of Position

The Human Resources Records Representative performs a number of activities related to imaging, tracking, storage, and abiding by the legislative and best practices, for digital and physical records.

Major Responsibilities

• Utilizes scanners to capture documents, merging records, develop controls upon category of documents, determining the value of the documents and priority of the document so that the needs of the organization are being met
• Actively upload incoming PDF’s and maintain electronic files
• Responsibilities involve tracking, prepping, imaging, QA controls, auditing and processing requests as needed for all HR documents
• Participate in the clean-up of legacy records and files
• Tracking HR assets, reporting overdue packages and agreements and presenting weekly reports to Management.
• Respond to incoming service requests and escalate when appropriate
• Ensuring quality assurance, accuracy and integrity of data upon scanning
• Assist staff with Information Management techniques when appropriate
• Actively looking for mis-files within e-documents and fixing errors
• Performs imaging control functions on documents while maintaining integrity of batch assembly and monitoring for completeness prior to scanning.
• Participate in the clean-up of legacy records and files
• Manage Incoming and Outgoing Boxes
• Participate in HR Records Management projects and improving efficiencies
• Manage role-related records tasks
• Tracking, scanning, QA and uploading HR Files
  
  

Imaging Responsibilities

• Scanner maintenance activities, cleaning, testing and quality control of equipment
• Project planning of information type to be scanned, setting equipment requirements
• Import existing PDF’s transferred to department
• Track all appropriate information types, organize sections for indexing
• Creating entries into software for safe storage of e-documents
• Document Preparation - disposition files, retrieve files from storage, purging of documents not needed, removal of binding tools
• Scanning documents - page count, orientation, legibility, visual inspection of documents.
• Performing extensive Quality Controls on incoming PDF’s and Imaged documents
  
  

Expectations / Outcomes

• Accuracy in responses when dealing with information requests.
• Responsible for updating their knowledge as the department shifts and evolves in their duties
• Document quality control on each and all documents scanned
• All legislative and regulatory requirements are met
• All time standards and service levels are met or exceeded
• Overall operating efficiency is consistently improved within assigned duties
• Current and accurate information is provided
• Reduce risk and concerned about Privacy
• Information is organized, accessed and managed from creation, retrieval and retention of documents to their timely destruction
• Key business functions are supported appropriately
  
  

Qualifications

Educations / Certifications / Experience

• Post-secondary education
• previous experience with scanning hardware and software
• Experience in dealing with confidential data
  
  

Knowledge / Skills

• A minimum of 2 years of recent work experience in records and document management OR a minimum of three years of relevant work experience in records and document management
• Knowledge of Alterna files and documents is an asset.
• Knowledge of scanning software and hardware is an asset
  
  

About Alterna Savings

Alterna Savings and Credit Union Limited (Alterna) has delivered The Good in Banking for over 115 years creating financial services that transform lives for the better, all while giving back to our community. Alterna is made up of Alterna Savings and Credit Union Limited and its wholly owned subsidiary, Alterna Bank.

Alterna is the first full-service, member-owned cooperative financial institution outside Quebec, sharing its expertise with over 210,000 members through a network comprised of 40 branches across Ontario, a call centre and multiple digital channels. Members and customers also benefit from an industry-leading online brokerage and investment management services.

To learn more about Alterna Savings, please visit alterna.ca, X, Facebook, Instagram, or LinkedIn.

Working at Alterna

We are incredibly proud of our corporate culture, embodying our core values: Collaboration, Integrity, and Respect, where everyone works together towards a common goal; the financial wellbeing of our employees, members, and customers. This commitment has earned us several prestigious employer awards, including the National Capital Region's Top Employers award for eight years running.

• We appreciate all applicants; however, preference will be given to candidates who most closely meet the qualifications, key skills, and competencies outlined above.
• Alterna is compliant with the Ontarians with Disabilities Act and our team strives to provide an accessible accommodation experience. If you have a disability and require accommodations during the recruitment process, please contact our Recruitment Team and let us know how we can accommodate you.