White Plains Hospital Job Description

Position Summary

The Employee Record Scanner & Integrity Specialist is responsible for converting physical employee records into digital formats while ensuring the highest standards of data accuracy and compliance within the HR department. The Employee Record Scanner & Integrity Specialist serves as a key contributor to the HR department's digital transformation. This role involves high-volume document preparation and scanning, coupled with rigorous quality control to maintain the integrity of all employee records ensuring that all digital personnel files are accurate, complete, and readily accessible for audits and administrative needs.

Essential Functions and Responsibilities Includes the Following:

1. Understands and adheres to the WPH Performance Standards, Policies and Behaviors.
2. Review physical employee files (applications, tax forms, I-9s, performance reviews) to remove staples and repair tears before scanning.
3. Operate professional-grade scanners to convert paper documents into high-resolution digital formats.
4. Categorize and tag scanned documents with appropriate metadata (e.g., employee ID, document type, date) to ensure they are searchable in the record management system
5. Perform "spot checks" to verify scan quality, legibility, and completeness against original documents.
6. Identify and correct discrepancies in employee records, such as duplicate files or missing mandatory documentation.
7. Strictly adhere to internal privacy policies when handling sensitive personal data.
8. Coordinate the secure shredding or off-site storage of physical records following successful digital archiving.
9. Provides training on record management software to other team members.
10. Provides back up to Onboarding team as needed.
11. Performs all other related duties as assigned.

Education & Experience Requirements

1. High school diploma or equivalent required; an Associate’s degree in HR, Business, or Information Management is preferred.
2. 0–2 years of experience in an office environment; prior experience in data entry or records management is a plus. HR experience preferred.
3. Proficiency in Microsoft Office and experience with document management software.
4. Exceptional attention to detail, strong organizational skills, and the ability to maintain focus during repetitive tasks.
5. Ability to work with HRIS and other HR Systems, windows environment, retrieving information, compiling reports and spreadsheets.
6. Performs automated functions that fall within areas of job responsibility

Core Competencies

• Excellent Communication Skills (written & verbal)
• Ability to work independently, self-motivated and with minimal supervision
• Highly organized with attention to detail
• Ability to learn new technologies and software platforms
• Teamwork
• Adaptability
• Strong Problem Solving Skills
• Stress Tolerance

Physical/Mental Demands/Requirements & Work Environment

• May be exposed to chemicals necessary to perform required tasks. Any hazardous chemicals the employee may be exposed to are listed in the hospital’s SDS (Safety Data Sheet) database and may be accessed through the hospital’s Intranet site (Employee Tools/SDS Access). A copy of the SDS database can also be found at the hospital switchboard, saved on a disc.

• Ability to sit for extended periods while operating scanning equipment.
• Visual acuity to review small print and detect minor document defects.
• Ability to lift up to 30 pounds (boxes of physical files).

Population Served

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The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of White Plains Hospital.

Hourly Range: $27.062 - 40.61/hr