Document Specialist, People Operations

Bayside Solutions; California (MO); On-site; USD 30,000 - 41,000; Full time

Job summary

Bayside Solutions, Inc. is seeking a Temporary Document Specialist to support a short-term People Operations migration project, focusing on preparing employee documents for migration into Workday.

You will review, organize, and prepare files and data for migration while keeping the remaining documents tidy in current repositories. The role emphasizes attention to detail, Excel proficiency, and ability to work independently to meet project timelines, with remote work options and strict handling

Qualifications

• Experience with detail-oriented administrative, data, document, or related project work.

Responsibilities

• Review and inventory employee-related documents across designated file repositories, applying guidance for retention, archival, migration, or disposition.
• Create and maintain file inventories and trackers using Excel to support document cleanup, organization, and migration preparation.
• Prepare designated documents and related data for migration into Workday, including validating file names, document types, employee association, and other information.
• Support preparation and validation of Workday EIB files in partnership with People Technology.
• Rename and organize files according to naming conventions and document standards; use bulk updates where possible.
• Perform quality-control reviews to identify duplicates, discrepancies, incomplete records, and other exceptions for migration readiness.
• Organize files that will remain in existing repositories, including folder structures and archival activities.
• Provide additional hands-on document and data cleanup support as needed.

Skills

Excel

Data entry

Attention to detail

Independent work

Tools

Workday EIB

Egnyte

Job description

Location: Redwood City, CA - Remote Role

Job Summary:

As the Temporary Document Specialist, you will support a short-term People Operations document cleanup and migration project, with a primary focus on preparing employee documents for migration into Workday. You will review, organize, and prepare files and data for Workday migration while also helping clean up and organize documents that will remain in existing file repositories.

Duties and Responsibilities:

• Review and inventory employee-related documents across designated file repositories, applying established guidance for retention, archival, migration, or disposition, and escalating questions as appropriate.
• Create and maintain file inventories and trackers using Excel to support document cleanup, organization, and migration preparation.
• Prepare designated documents and related data for migration into Workday, including validating file names, document types, employee association, and other required information.
• Support preparation and validation of Workday EIB files in partnership with People Technology.
• Rename and organize files according to established naming conventions and document standards, using available tools or scripts for bulk updates where appropriate.
• Perform quality-control reviews to identify duplicates, discrepancies, incomplete records, and other exceptions and ensure files and data are accurate and ready for migration.
• Organize files that will remain in existing repositories, including folder structures, file naming, archival, and other document cleanup activities based on established guidance.
• Provide additional hands-on document and data cleanup support related to the project as needed.

Requirements and Qualifications:

• Experience with detail-oriented administrative, data, document, or related project work.
• Strong Excel skills, with experience organizing, manipulating, validating, and reconciling data.
• Experience working with large volumes of electronic files and data.
• Exceptional attention to detail, accuracy, and organization.
• Ability to follow established standards, identify discrepancies, and escalation questions appropriately.
• Demonstrated discretion when handling confidential and sensitive information.
• Ability to work independently and maintain progress against project timelines.

Preferred Qualifications:

• Experience with Workday, including EIBs or HR data/file preparation.
• Experience with Egnyte or another enterprise file or document-management platform.
• Familiarity with employee records, HR documents, or document-retention practices.
• Experience leveraging AI, automation, or other technology to improve processes, operational efficiency, and ways of working.

Desired Skills and Experience

People Operations, Document Management, Employee Records, HR Document Retention, Records Management, Workday, Workday EIB, HR Data Migration, File Migration, Document Cleanup, Data Cleanup, File Inventory Management, Microsoft Excel, Data Organization, Data Validation, Data Reconciliation, Quality Control, Electronic File Management, Egnyte, File Naming Conventions, Document Archiving, Duplicate Identification, Discrepancy Resolution, Confidential Information Handling, Bulk File Updates, Process Automation, AI-Enabled Process Improvement, Attention to Detail, Project Timeline Management, Independent Work, Issue Escalation

Bayside Solutions, Inc. is not able to sponsor any candidates at this time. Additionally, candidates for this position must qualify as a W2 candidate.

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