HR Records Scanning Coordinator

**Position Synopsis and Purpose**

Our HR Records Scanning Coordinator is responsible for the digitization of our paper-based HR

documents and employee records. This involves scanning, labelling, indexing, and organizing documents

into a digital format, ensuring accuracy and compliance with records and retention protocols, legislation,

privacy regulations and terms of the collective agreements. The Coordinator will also assist in readying all

HR records for upload to the new HRIS.

**Major Responsibilities (include but are not limited to)**:

- Scanning physical HR documents, such as employee files, onboarding paperwork, and performance

reviews, into a digital format.
- Ensuring scanned documents are properly labelled, indexed, categorized, and organized for easy

retrieval.
- Verifying the accuracy and completeness of scanned documents, ensuring they meet established

standards.
- Ensuring all scanning and record management processes comply with relevant legislation, privacy

regulations and policies.
- Providing support and training to other management and administration staff on scanning procedures

and record management best practices.
- Handling sensitive employee information with discretion.
- Assist with other clerical/coordinator level HR tasks, as required.
- Work in compliance with the Occupational Health & Safety Act, practicing and promoting safe working

habits, performing duties in a safe manner and follow all relevant policies, procedures, and legislation.

This shall include wearing appropriate PPE as required.
- Maintain confidentiality in accordance with all applicable privacy and protection legislation.
- Perform other related duties as required

**Skills, Experience and Qualifications**:

- HR knowledge and foundational basics: HR education and/or experience will enable the individual to

understand and effectively organize the paper documents that are being scanned.
- Experience in document scanning and record management: Previous experience in scanning,

indexing, and managing electronic records is preferred. Alternatively, strong administration

skills/experience will also be considered.
- Attention to detail and accuracy: Ability to meticulously scan and verify data, ensuring accuracy and completeness. - Organizational and time management skills: Ability to manage multiple tasks, prioritize work, and meet deadlines. - Communication and interpersonal skills: Ability to communicate effectively with colleagues. - Must provide a complete and current Vulnerable Sector Check (including a Criminal Background Check). - Must be willing to obtain any, and all, required immunizations as set out by legislation or regulations

**Job Types**: Full-time, Fixed term contract
Contract length: 6 months

Pay: $25.00 per hour

Expected hours: 40 per week

**Benefits**:

- Casual dress
- Employee assistance program
- On-site parking

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday
- No weekends

Work Location: In person