ME OF POSITION: Staff Controls and Files Manager


PERSON’S SENIOR: VPHR


PURPOSE (The reason why this position exists): 

Files are extremely important to an organization- the bread and butter of our company is based on the maintenance of our filing systems we have in place. Everything from employment information, to taxes, to Trusts, are all extremely detrimental to the income of our company. Time wasted looking for a misplaced file could cost the company an unknown amount, not to mention the untold cost depending on the importance of the document. 


VIEWPOINT (The viewpoint that an employee should have to be successful at the job): 

Organization is key- treating each file that you encounter with care will help you maintain organization. Each document should be regarded as important, and if it is under your responsibility, it should be treated as such as it will be you who faces the repercussions if there is a mishandling of files. 


COMPUTER SKILLS REQUIRED: 

Google suite, Microsoft Office products (word, excel), E&H Matrix, ability to operate scanner and printer, conduct rapid Google searches, understanding of files, documents and organizational basics PPA Software.


SKILLS REQUIRED: 

Time-management, organizational skills, attention to detail, adaptable to changing systems and work-flows, able to learn quickly, solution-oriented, careful and precise admin, high aptitude, can oversee, guide, hat, or bypass juniors as needed. 


RESPONSIBILITIES OF THE POSITION:

  • Ensure all employee documentation is accurate

  • Ensure all employee documentation is accounted for and secure


WEEKLY ACTIONS:

  • Any ARF’s that are assigned to you will be handled in a timely manner

  • If any new employee starts, ensure all documentation is in their personnel file and is clearly names

  • Any modifications to a Routing Form are clear and easily understood



STATISTICS:

  • Personnel hired and started

  • ARF’s completed

  • Modified Routing Forms


Valuable Final Product: 

An efficient organization that keeps files orderly and secure, yet are easily found by those that need access to them 


GLOSSARY OF TERMS:


PPA Software: Testing software used to aid in the hiring process