Document Indexing Specialist

Job Description

Summary:

The HR Document Indexing Specialist is responsible for organizing, indexing, and maintaining accurate records of personnel information within the federal human resources (HR) system. The role ensures compliance with government regulations, data privacy laws, and agency-specific policies. This position involves attention to detail, effective use of HR software, and adherence to established indexing, record-keeping and data management standards.

Key Responsibilities:

• Index employee records, including recruitment, hiring, performance evaluations, benefits, training, and separation data.
• Maintain both physical and electronic personnel files in accordance with government retention and archival standards.
• Input, update, and retrieve data in HR information systems (HRIS) and other indexing platforms.
• Perform quality checks on indexation and other data entries to ensure consistency and accuracy.
• Ensure records management practices comply with federal and state regulations, including the Privacy Act and the Federal Records Act.
• Safeguard sensitive information and adhere to data privacy and security protocols.
  
  

Qualifications:

• Strong organizational skills and attention to detail.
• Hands on experience with and detailed knowledge of the U.S. Government personnel records index system
• Proficiency in Microsoft Office Suite (Excel, Word, etc.).
• Knowledge of federal regulations related to HR and records management.
• Excellent communication and problem-solving skills.
• Ability to quickly learn and use additional software packaged.
  
  

Education: Bachelor’s degree in library science, archival science, or a related field.

Certification: Good to have NARA certification.