Digital Documentation and Communications Spec

Job Description

SUPERVISES: This individual supervises no staff

MAJOR WORKING

CONDITIONS: Ordinary office conditions; exposure to warehouse and distribution environments.

Internal contacts are with Human Resources staff, managers, supervisors, and all other employees. External contacts are with applicants, staffing firms, job service agencies, regulatory agency personnel, benefits providers, workers’ compensation and insurance claim adjusters, and general public.

PRIMARY FUNCTIONS: Implement and maintain digital document retention standards, educate staff on how to transition to paperless document retention, innovate new processes to communicate with the workforce, and collect and analyze data for compliance and errors

EXEMPT/NON-EXEMPT: Non-Exempt

EMPLOYMENT TYPE: Full Time

DEPARTMENT: Human Resources

DUTIES:

New Employee ADP onboarding:

Enter all new hire information into payroll and time and attendance software application(s).

Ensure employee rates, deductions, and classifications are within company policies.

Set up and maintain required US work authorization and E-Verify documentation system.

Create and maintain an ongoing employee photo database.

Communicate to the appropriate supervisor when employee setup is complete for hand punch and telephone time collection systems.

Set up employees in a biometric hand clock; issue instructions to those using a telephonic system.

Collaborate with Human Resources to implement digital onboarding documents

Assemble new hire packets (or onboarding tool) with up-to-date materials; maintain sufficient quantities of materials for forecasted hiring needs.

Accurately maintain license and DOT Medical Certificates for all CDL drivers, and send reminders to managers for expiring licenses and certifications.

Run annual MVR report for all drivers operating a Company-issued vehicle, and report findings to Human Resources

Collaborate with cross-functional departments to ensure timely implementation of document change requests and change control associated tasks.

Contribute to the implementation, maintenance, and continuous improvement of controlled document management and issuance processes and procedures and the selection of an electronic document management system

May coordinate and perform routine audits of documents maintained to ensure that all documents are accounted for and current.

Execute duties associated with controlled document change requests (i.e. document formatting, approvals, effectiveness, and distribution)

Responsible for day-to-day maintenance and execution of effective and consistent procedures for Document Control Management that align with State and Federal regulatory compliance.

Responsible for defining, assembling and communicating metrics that yield on-going process improvements and optimization for Document Control Management.

Ensure the management of controlled documents are processed in a timely manner while safeguarding quality, accuracy and adherence to company and regulatory requirements.

Maintains revision and approval status of all controlled documents.

Handle and manage electronic/hard copy Master Batch Records

Responsible for issuing, executing, closing and filing controlled documentation for the site (including SOPs, forms, revision logs)

Assure applicable site personnel are adequately trained in the principals, policies, and procedures of the document management system.

Create and deliver digital media to the Company website, social media platforms, and internal event and notice communications

Collaborate with Human Resources to develop employee engagement incentives and events throughout the year, including annual holiday meal and holiday celebrations

Assist the Human Resources team in setting up for special events, creating/distributing signs, sending the companywide email

Post notifications internally to reflect new job openings

All other duties as assigned

QUALIFICATIONS:

Four-year college degree in Records and Information Management or other related field

Minimum 2 years of human resource administrative experience including interviewing and sourcing candidates

Proficient with personal computers using Microsoft Office applications (Outlook, Excel, Word, and PowerPoint) Ability to work with an HRIS

High attention to detail required

Ability to deal with all levels of employees and vendors in a professional manner

Ability to openly communicate problems to supervisor/ ability to maintain confidentiality in financial and personnel-related matters

Knowledge of AAP and EEO requirements, FLSA, ERISA and HIPPA regulations

Possession of a valid NC driver's license and reliable transportation

Ability to travel occasionally

No felony criminal convictions in the previous 7 years

Ability to pass the company’s background and Motor Vehicle Report and the company’s drug testing requirements

Preferred Skills:

Four-year college degree

PHR or SPHR certification

Previous work experience in a manufacturing/distribution or food services organization

Excellent organizational and communication skills

Experience speaking before workgroups

Demonstrated problem-solving skills

Proven customer service experience

Ability to deal with complex personnel situations

Motivation and initiative to seek out opportunities for further professional development