Administrative Assistant I

Talentify; Huntsville (AL); On-site; USD 28,000 - 36,000; Full time

Job summary

Talentify in Huntsville, AL is seeking an HR File Clerk to maintain accurate, confidential employee records and support HR operations. You will file, scan, update, retrieve documents, and assist with onboarding paperwork while ensuring policy compliance.

The ideal candidate is detail-oriented with strong organizational skills, proficient in Microsoft Office, and capable of handling confidential information with discretion. Prior clerical or records-management experience is preferred.

Qualifications

• High school diploma or GED required.
• Associate degree preferred in related field.
• Experience in a Human Resources environment is an asset.
• Clerical or records-management experience preferred.

Responsibilities

• Maintain and organize employee personnel files, both paper and electronic.
• File, scan, copy, and archive HR documents accurately and promptly.
• Retrieve employee records upon authorized request.
• Ensure personnel files are complete and compliant with company policies.
• Update employee records with new hire, transfer, promotion, and termination documentation.
• Assist with document retention and records management procedures.
• Maintain confidentiality of sensitive employee information.
• Support HR staff with administrative tasks such as data entry, document preparation, and correspondence.
• Assist with onboarding paperwork and employment documentation.
• Prepare files for audits and compliance reviews.
• Monitor filing systems for accuracy and completeness.
• Perform other administrative duties as assigned.

Skills

Organizational skills

Attention to detail

Discretion with confidential info

MS Office proficiency

HR databases familiarity

Written and verbal communication

Time management

Independent and teamwork

Education

High school diploma or GED

Associate degree preferred

Tools

Microsoft Office Suite

HR information systems

Job description

Job Description: HR File Clerk

Position Title

HR File Clerk

Department

Human Resources

Reports To

HR Manager or Human Resources Generalist

Job Summary

The HR File Clerk is responsible for maintaining accurate, organized, and confidential employee records. This position supports the Human Resources department by filing, scanning, updating, and retrieving personnel documents while ensuring compliance with company policies and applicable recordkeeping requirements. The ideal candidate is detail-oriented, organized, and committed to maintaining confidentiality.

Key Responsibilities

• Maintain and organize employee personnel files, both paper and electronic.
• File, scan, copy, and archive HR documents accurately and promptly.
• Retrieve employee records upon authorized request.
• Ensure personnel files are complete and compliant with company policies.
• Update employee records with new hire, transfer, promotion, and termination documentation.
• Assist with document retention and records management procedures.
• Maintain confidentiality of sensitive employee information.
• Support HR staff with administrative tasks such as data entry, document preparation, and correspondence.
• Assist with onboarding paperwork and employment documentation.
• Prepare files for audits and compliance reviews.
• Monitor filing systems for accuracy and completeness.
• Perform other administrative duties as assigned.

Education

• High school diploma or GED required.
• Associate degree in Business Administration, Human Resources, or a related field is preferred.

Experience

• Previous clerical, administrative, or records management experience preferred.
• Experience in a Human Resources environment is an asset.

Knowledge, Skills, and Abilities

• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Ability to handle confidential information with discretion.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with electronic filing systems and HR databases is preferred.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and meet deadlines.
• Ability to work independently and as part of a team.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to lift and carry file boxes weighing up to 25 pounds.
• Frequent use of office equipment, including computers, scanners, copiers, and filing cabinets.

Work Environment

Office environment with regular business hours.
Occasional overtime may be required during audits or HR projects

EEO:
“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”