SERVICE PHILOSOPHY
Pueblo Diversified Industries (“PDI”) is a Colorado Nonprofit Corporation with a mission to create pathways of opportunity where people with diverse abilities thrive through informed choices, meaningful education and employment, premier residential services, and dynamic social experiences.  Pueblo Diversified Industries is an Equal Opportunity Employer.

Human Resources Clerk (Employee Records & File Management) – Part-Time
Job Type: Non-Exempt, Part-Time, 24 hours per week
Reports To: Sr. Director of Human Resources


Position Summary
The HR Clerk (Employee Records & File Management) serves as the primary custodian of employee personnel records at PDI. This role is crucially confidential and responsible for the accurate organization, maintenance, security, and accessibility of employee documentation across both physical and electronic systems.

This position requires a high level of discretion, precision, and accountability. The HR Clerk ensures that all employee files are complete, audit-ready, and compliant with federal, state, and organizational requirements, while supporting efficient document retrieval and lifecycle management from hire through separation, with the standard compliance of a lifetime of the records. This role focuses on collaboration with HR team members rather than direct interaction with employees. 

 Employee File & Records Management 

• Maintain complete and accurate personnel files for all employees (active and terminated), ensuring proper organization and compliance with recordkeeping standards 
• Create, organize, scan, digitize, and securely store employee records in both physical and electronic systems 
• Ensure proper segregation of confidential documents (e.g., I-9s, medical records) in accordance with legal requirements 
• Establish and maintain standardized file structures, naming conventions, and document retention protocols 
• Conduct routine audits of personnel files to ensure completeness, accuracy, and compliance 
• Track and document file access, movement, and requests to ensure accountability and security 

Document Access & Control

• Serve as the primary point of contact for employee file requests, ensuring timely and appropriate access 
• Safeguard sensitive employee data by limiting access to authorized personnel only 
• Support internal and external audits by preparing and producing required documentation 
• Maintain logs and documentation of all file requests and disclosures 

HR Data Entry & Systems Support

• Accurately input and update employee data in HRIS and tracking systems 
• Process employee status changes (new hires, transfers, terminations, updates) with precision 
• Generate reports related to employee records, compliance, and audits 
• Support data integrity by identifying and correcting discrepancies 

Onboarding & Documentation Support

• Prepare and assemble new hire packets and ensure all required documentation is completed and filed 
• Collect, verify, and file employment eligibility documentation (I-9, W-4, etc.) 
• Assist with onboarding documentation and ensure timely completion and storage 

Compliance & Recordkeeping

• Ensure all personnel records comply with federal, state, and local regulations (including ADA, EEO, HIPAA where applicable) 
• Maintain documentation required for audits, investigations, and regulatory reporting 
• Support HR leadership in maintaining compliance with document retention schedules and policies 

Administrative & HR Support

• Respond to routine employee inquiries regarding documentation and records 
• Assist the HR team with clerical and administrative tasks as needed 
• Support process improvement efforts related to document management and recordkeeping systems 

QualificationsRequired

• High school diploma or GED 
• 1–2 years of administrative, clerical, or HR support experience 
• Strong organizational skills with exceptional attention to detail 
• Demonstrated ability to handle highly confidential information with discretion 
• Proficiency in Microsoft Office (Word, Excel, Outlook, and SharePoint) 
• Ability to manage both physical and digital filing systems precisely

Preferred

• Experience in Human Resources or records management 
• Familiarity with HRIS systems (e.g., ADP, Paylocity, Paycom, or similar) 
• Experience with document scanning, indexing, and electronic records systems 
• Bilingual (Spanish preferred) 
• ASL strongly desired 

Key Competencies

• Confidentiality & integrity 
• Attention to detail and accuracy 
• Organization and file system management 
• Time management and prioritization 
• Process discipline and consistency 
• Clear communication and responsiveness 

Skills & Abilities:

• Able to read and write technical documents, manuals, and reports  
• Need strong problem-solving and reasoning skills with limited guidelines.  

Physical Demands

• Frequent sitting, standing, reaching, bending,  and walking. 
• May lift/carry up to 25 lbs. occasionally.
• Use of office machines.

Minimum Requirements to Work at PDI:  

• Must be 21 years or older 
• Pass pre-employment drug and background checks 
• Subject to random drug testing during employment 
• Computer-literate and comfortable with technology 
• Strong oral and written communication skills 
• Must have a valid driver’s license   
• Agree to a motor vehicle record check  
• Provide proof of auto insurance 
• Meet the required insurance coverage limit  

Applicants: If you are selected for an interview, you will be contacted by either a hiring manager or a member of the front desk staff. He/she may leave you a voicemail or send an email, so please monitor your messages closely. Be sure to respond promptly and take note of the name of the person who reached out to you.  
Assistance: If you need help with the application process, please don't hesitate to contact HR at HR@pdipueblo.org. 

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