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CONFIDENTIAL RECORDS DIGITIZATION & DESTRUCTION SPECIALIST

Location:

Santa Rosa, CA Assignment Type:

Temporary Project Estimated Duration:

Approximately 1 month, with potential to extend by approximately one week

Schedule:

Full-time, schedule to be determined Position Summary We are seeking a highly organized and detail-oriented Confidential Records Digitization & Destruction Specialist to assist with a short-term records management project at our Santa Rosa location. This position will be responsible for reviewing, sorting, organizing, digitizing, and securely destroying approximately 22 banker boxes of archived records , including HR, recruiting, and payroll documents. The project will also include several binders containing I-9 records . The ideal candidate will have prior experience handling confidential records and understand the importance of maintaining strict confidentiality and following established document retention and destruction procedures. Essential Duties & Responsibilities Review and organize archived HR, recruiting, payroll, and other confidential business records. Identify documents according to established categories and retention requirements. Determine whether records should be digitized, retained, or securely destroyed based on established guidelines. Scan documents and create accurate, organized electronic files. Use consistent file naming and indexing conventions. Maintain accurate tracking spreadsheets, records inventories, and/or audit logs. Organize and label physical files, boxes, and folders. Prepare records for secure document destruction in accordance with company procedures. Handle I-9 records and other sensitive personnel documentation with a high level of confidentiality. Follow established records retention schedules and procedures without deviation. Ensure digital records are saved in the appropriate shared drive or document management system. Maintain a clean, organized, and secure work area throughout the project. Perform other related records-management duties as assigned. Required Qualifications Previous experience handling confidential or sensitive records , such as: Personnel/HR files Payroll records Legal records Medical records Other confidential business records Strong understanding of confidentiality and data privacy requirements. Willingness to sign and comply with a confidentiality/data privacy agreement. Exceptional attention to detail and organizational skills. Ability to accurately identify, sort, categorize, and organize documents. Ability to follow detailed retention schedules and established procedures. Experience with document scanning and electronic filing systems. Basic proficiency with Excel tracking spreadsheets . Comfortable working with scanners, OCR software, PDFs, shared drives, and/or document management systems. Ability to consistently index and name digital files according to established conventions. Ability to lift, move, sort, label, and organize boxes and physical files. Preferred Qualifications Previous HR, payroll, recruiting, or records-management experience.

Experience as an:

HR Coordinator HR Assistant Payroll Administrator Records Clerk Recruiting Coordinator Familiarity with: Personnel files Payroll records I-9 forms Benefits records Workers' compensation documentation Leave of absence records Records retention schedules Secure document destruction procedures Experience maintaining records inventories or audit logs. Ideal Candidate The ideal candidate is someone who is extremely detail-oriented, trustworthy, organized, and comfortable working independently . Because this role involves sensitive employee and business information, discretion and confidentiality are essential. This is a project-based opportunity expected to last approximately one month , with the possibility of extending for an additional week depending on project needs.

Pay:

$24.00 - $26.00 per hour

Work Location:

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Records Digitization and Destruction Specialist