Data Verification HR

CAREERS IN NONPROFITS; Oakland (CA); Hybrid; USD 41,000 - 52,000; Full time

Job summary

Careers In Nonprofits seeks a Data Verification and File Compliance Consultant to support an audit, organization, and migration of personnel records. The role is hybrid in Oakland, CA, full-time for 1.5 months, with an hourly rate of $30–$38 DOE.

Responsibilities include reviewing files, digitizing records, and migrating to ADP Workforce Now. The ideal candidate has 2–3 years of HR records experience, strong data management and confidentiality practices, and proficiency with Asana, Google

Qualifications

• 2–3 years HR coordinator-level experience with personnel records and file maintenance.
• Experience managing confidential employee information and filing systems.
• Experience with data management, records compliance, document scanning, and quality-control audits.
• Strong attention to detail and a high degree of accuracy.
• Experience using Asana.
• Proficiency with Google Workspace and Microsoft Office.
• Ability to handle sensitive and confidential information with discretion.
• Strong organizational skills for repetitive, detail-intensive project work.

Responsibilities

• Inventory and audit physical personnel files and digital records.
• Review employee files against established documentation requirements for bargaining-unit and management employees.
• Identify missing, incomplete, duplicate, or improperly filed records and prepare a gap analysis.
• Standardize file names, folder structures, and document organization across physical and digital records.
• Scan physical personnel files and upload documentation into ADP Workforce Now.
• Review and update employee profiles and personnel documentation within ADP.
• Separate medical, leave, and other restricted documentation into secured folders.
• Purge, archive, or retain records per retention requirements and policies.
• Configure and test employee document-access permissions for confidentiality.
• Conduct quality-control reviews to verify migrated records.
• Maintain a compliance log documenting file status and corrections.
• Auditing and verifying physical and digital personnel records.
• Organizing and standardizing employee files.
• Scanning and migrating physical records into digital systems.
• Identifying and resolving documentation gaps.
• Updating employee profiles in ADP.
• Performing quality-control checks on personnel files.
• Tracking project progress in Asana.

Skills

HR records

data management

document scanning

Asana

Google Workspace

Microsoft Office

confidential information

organization

Tools

ADP Workforce Now

Google Drive

Job description

Do you have experience in Human Resources and File Compliance? Are you passionate about racial and economic justice?

We are currently in search of a Data Verification and File Compliance Consultant for a Public Policy, Research, and Advocacy organization based in Oakland, CA. The Data Verification & File Compliance Consultant will support a comprehensive audit, organization, and migration of physical and digital personnel records. This project-based role will ensure employee files are complete, accurately organized, properly maintained, and compliant with applicable records-retention and confidentiality requirements.

This is a Full-Time, Hybrid, Temporary/Contract opportunity. NOTE: The assignment will begin in mid-September and go for a month and a half.

ORGANIZATION TYPE: Public Policy, Research, and Advocacy

LOCATION: Oakland, CA

POSITION TITLE: Data Verification and File Compliance Consultant

SCHEDULE: Hybrid 2 days onsite minimum; Full Time – 35 hours/week

DURATION: 1.5 months

HOURLY RATE: $30-38/hr. DOE

Is This Your Dream Job? The consultant will review personnel files for both bargaining-unit and management employees, identify documentation gaps, standardize file structures, digitize physical records, and migrate documents into ADP Workforce Now. The role will also establish consistent file-maintenance practices and documentation procedures for the HR team.

Our Ideal Candidate:

• 2–3 years of HR coordinator-level experience, preferably with responsibility for personnel records and file maintenance.
• Experience managing confidential employee information and maintaining physical and digital filing systems.
• Demonstrated experience with data management, records compliance, document scanning, and quality-control audits.
• Strong attention to detail and a high degree of accuracy.
• Experience using Asana is required.
• Proficiency with Google Workspace and Microsoft Office.
• Ability to handle sensitive and confidential information with discretion.
• Strong organizational skills and the ability to manage repetitive, detail-intensive project work independently.

Preferred Qualifications

• Experience with ADP Workforce Now is strongly preferred.
• Knowledge of personnel-file access requirements and document-retention schedules.
• Experience working in a union or CBA environment.
• Experience with digital file migrations or records-management projects.
• Familiarity with FMLA/CFRA documentation and the appropriate separation of medical and leave-related records.
• Experience developing HR file-maintenance procedures or SOPs.

How You Will Spend Your Time While on Assignment:

• Inventory and audit physical personnel files and digital records maintained in Google Drive and ADP.
• Review employee files against established documentation requirements for bargaining-unit and management employees.
• Identify missing, incomplete, duplicate, or improperly filed records and prepare a comprehensive gap analysis.
• Standardize file names, folder structures, and document organization across physical and digital records.
• Scan physical personnel files and upload appropriate documentation into ADP Workforce Now.
• Review and update employee profiles and personnel documentation within ADP.
• Separate medical, leave, and other restricted employee documentation into appropriately secured folders.
• Purge, archive, or retain records in accordance with applicable retention requirements and internal policies.
• Configure and test employee document-access permissions to ensure confidential information is appropriately restricted.
• Conduct quality-control reviews to verify the accuracy and completeness of migrated records.
• Maintain a compliance log documenting file status, outstanding items, and completed corrections.
• Auditing and verifying physical and digital personnel records
• Organizing and standardizing employee files
• Scanning and migrating physical records into digital systems
• Identifying and resolving documentation gaps
• Updating employee profiles and records in ADP
• Performing quality-control checks on personnel files
• Tracking project progress and outstanding items in Asana

Deadline to apply is 08/12/2026. Emailed responses will experience a delayed processing.

Careers In Nonprofits is an equal opportunity employer. Empowered by the #ILoveMyJob mission, we celebrate diversity and are committed to creating an inclusive work environment within the nonprofit sector.

Due to the high volume of applications we receive, we regretfully can only respond to those candidates who best meet the requirements of a specific position or whose backgrounds are generally applicable to our client base. Please rest assured that we retain all candidate information for possible future matches, even if you do not hear from us in regard to your application in response to this ad.