HR Document Control Specialist

Posted on March 21, 2024

Department: Human Resources

Reports to: Sr. Director, HR Strategy & Operations and Sr. Director of HR & Payroll Compliance 

Starting Rate: $24+ per hour

Job Site: Salinas, CA

COMPANY: Church Brothers Farms is a vertically-integrated family owned and operated company that produces a full line of fresh vegetables year round with an in-house farming/harvest program and state-of-the-art processing plant. We are a grower-owned processor, farming the majority of our raw product ourselves; adhering to industry-leading food safety and quality standards. The Church family has a legacy of service and innovation, we deliver produce with passion. The Human Resources department is currently seeking an outstanding candidate to fill the HR Document Control Specialist who can contribute to the overall growth and success of the company.

GENERAL PURPOSE OF THE JOB: The Document Control Specialist plays a crucial role in maintaining and organizing the documentation within the Human Resources department. This role is responsible for ensuring that all HR-related documents are accurately recorded, filed, and maintained in compliance with company policies and regulatory requirements. The Document Control Specialist will collaborate with various HR stakeholders to streamline document processes, improve efficiency, and maintain a high level of accuracy and confidentiality.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Manage the organization, storage, retrieval, and dissemination of HR documents, including but not limited to personnel files, employee records, policies, and procedures.
• Maintain and execute document control procedures to ensure consistency, accuracy, and compliance with regulatory standards.
  
• Maintain electronic and physical filing systems, ensuring that documents are properly labeled, indexed, and archived according to retention policies.
• Coordinate the review, and distribution of HR documents, ensuring that all stakeholders are informed and updated as necessary.
• Conduct regular audits to verify document accuracy, completeness, and compliance with internal policies and external regulations.
• Provide training and support to HR staff on document management procedures, including document creation, revision, and archival processes.

• Serve as a point of contact for inquiries related to document retrieval, version control, and document-related issues.
• Collaborate with cross-functional teams to implement document management best practices and improve process efficiency.
• Stay informed about changes in regulatory requirements, industry standards, and best practices related to document control in HR.
• Assist in special projects and initiatives related to document management, as assigned by HR leadership.
• Maintain electronic form updates regularly
• Create/build new forms as directed
• Update documents as directed
• Create internal forms/checklists/sops as directed

REQUIRED EDUCATION/EXPERIENCE/QUALIFICATIONS:

• Bachelor's degree in Human Resources, Business Administration, Information Management, or related field preferred.
• Proven experience in document control, records management, or a related field, preferably within a Human Resources department.
• Strong understanding of document management principles, practices, and technologies.
• Familiarity with relevant regulations and standards
• Proficiency in document management software and tools, such as Microsoft SharePoint, Documentum, or similar systems.
• Excellent organizational skills with meticulous attention to detail.
• Strong communication skills, both written and verbal, with the ability to effectively interact with stakeholders at all levels.
• Ability to work independently, prioritize tasks, and manage multiple projects simultaneously.
• Discretion and professionalism when handling confidential information.
• Flexibility and adaptability to thrive in a dynamic, fast-paced environment.
• Familiarity with full MS Office Suite, Google Sheets

The above job description is intended to describe the general content and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Management reserves the right to amend and change responsibilities to meet organizational needs as necessary.

ANALYSIS OF PHYSICAL DEMANDS:

Key (Based on typical week):

N=Never

R=Rarely (Less than 1 hour per week)

O=Occasional (1%-33% of time)

F=Frequent (34%-66% of time)

C=Constant (over 66% of time)

Please send your resume to resumes@churchbrothers.com

Church Brothers Farms is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.