Records Officer | HR Governance - Quezon City

Summary of Work Activities and Responsibilities:

The HR Officer also supports the development and implementation of an efficient records management framework, manages day-to-day operations related to HR data, and generates various reports for both internal and external stakeholders. The HR Officer works in close collaboration with other offices/section in the HR Cluster, other administrative units, and external stakeholders to ensure the accuracy, security, and integrity of employee records.

Main Duties and Responsibilities:

• Creation and Organization of Employee Records
• Manage the creation, organization, and storage of employee records (201 Files) in both physical and digital formats.
• Ensure that all employee records are up-to-date, accurate, and complete, including employment status, position, and changes in legal status and other personal details.
• Regulary (minimum - annually) audit records to confirm compliance with retention policies and legal requirements.

• Implement a systematic retention schedule for employee records and ensure that records are disposed of securely when no longer needed.
• Safely archive or dispose of outdated employee records, following University policies and applicable regulations.

• Manage the digitization of physical employee records, ensuring accurate scanning, indexing, and storage in the HR Information System.
• Collaborate with the Digital Information and Technology Services and relevant departments to troubleshoot and resolve any technical issues, ensuring system functionality.

• Prepare and generate reports on employee records, including Certificate of Employment, Verification of Employment, and statisitcal reports.
• Assistin preparing employee data for accreditation, surveys, excellence awards, and government/regulatory submissions.

• Oversee the issuance of employee identification cards, ensuring they are produced and distributed accurately in collaboration with the Campus Safety and Mobility Office and service provider.

• Work with the Digital Information Technology Services to coordinate the issuance of ateneo email accounts for new employees and Independent Contractors.
• Verify and prepare employee information for the production of business cards, ensuring consistency and accuracy.

• Maintain accurate financial records for the HR Records Section, tracking expenses and managing budget allocations.
• Prepare necessary financial documentation such as Requests for Payment and Budget Transfers as required.
• Assist the HR Records Head in administrative tasks to ensure smooth operations within the section.

• Assist in training HR staff and other relevant departments on best practices for records management and compliance.
• Support the onboarding of new employees regarding recordkeeping policies and other relevant procedures.

Education and Experience Requirements:

• Educational Background: A Bachelor’s degree in a relevant field (e.g., Human Resources, Business Administration, Information Management).
• Preferred Qualifications: Familiarity with ISO certification processes related to records management and other industry standards for document control and preservation.
• Work Experience: At least 2 years of experience in records management, document control, or a related administrative role, preferably within an educational institution or large organization.