Records Officer

1 day ago

Manila, National Capital Region, Philippines Graduate School of Business Center for Continuing Education Full time $40,000 - $60,000 per year

Summary of Work Activities and Responsibilities:The HR Officer in the HR Records Section plays a critical role in the management, maintenance, and governance of employee records throughout their lifecycle. This includes overseeing the creation, storage, updating, retrieval, and proper disposal of employee records, ensuring compliance with the University policies and relevant data protection regulations.

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/sections in the HR Cluster, other administrative units, and external stakeholders to ensure the accuracy, security, and integrity of employee records. Main Duties and Responsibilities:I.

Records Management and ComplianceCreation and Organization of Employee RecordsManage 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. Regularly (minimum - annually) audit records to confirm compliance with retention policies and legal requirements.

II. Retention and DisposalImplement 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 Safely archive or dispose of outdated employee records, following University policies and applicable regulations.

III. Employee Records Digitization and System IntegrationManage 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.

IV. Reporting and AnalyticsPrepare and generate reports on employee records, including Certificate of Employment, Verification of Employment, and statistical reports. Assist in preparing employee data for accreditation, surveys, excellence awards, and government/regulatory submissions.

V. Employee Access and Identification Management Issuance and CoordinationOversee 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. VI. Email Accounts and Business CardsWork 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. VII. Financial and Administrative SupportMaintain 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. VIII.

Training and SupportAssist 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.

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