Associate, Human Resource - File Room Specialist Amgen

4.0 - 8.0 years

0 Lacs

hyderabad, telangana

On-site

As a meticulous and process-driven File Room Specialist, you will be responsible for managing the lifecycle of employee records both in physical storage through an external vendor and in the digital file room utilizing the ServiceNow EDM (Enterprise Document Management) module. Your role plays a critical part in ensuring that our organization complies with security, accessibility, and compliance standards related to HR documentation. It is crucial that you have prior experience in document governance, vendor coordination, and digital records systems, preferably in a global or regulated environment. Your key responsibilities will include overseeing the physical file room management with the third-party vendor, ensuring compliance with company policies and legal requirements. You will be in charge of coordinating record retrievals, maintaining accurate indexing, secure storage, and destruction based on defined retention schedules. Additionally, you will conduct audits, monitor SLAs, and engage in vendor performance reviews to ensure smooth operations. In terms of digital file room management, you will handle day-to-day operations using the ServiceNow EDM module. This involves classifying, tagging, and indexing documents according to metadata standards and retention rules, maintaining digital folder structures, and access controls for data security and role-based permissions. You will also be responsible for uploading, quality control, and archiving of employee files, contracts, and sensitive HR documents, collaborating with HR and IT teams for enhancements, issue resolution, and user training. Ensuring compliance and governance is a key aspect of your role, where you will guarantee that both physical and digital file room operations adhere to local data protection laws, labor laws, and internal audit requirements. You will also assist in document holds, legal requests, and internal/external audits when necessary, as well as maintain and update document retention policies in collaboration with Legal and Compliance teams. Your role extends to process improvement and documentation, where you will identify opportunities for automation, digitization, and efficiency improvements in document lifecycle management. It is essential to maintain up-to-date process documentation, work instructions, and training materials, along with supporting change management efforts during EDM upgrades or vendor transitions. For this role, you are required to have an Associate's or Bachelor's degree in Records Management, Library Sciences, Information Systems, HR, or a related field, along with 3-5 years of experience in records management or HR operations involving both physical and digital systems. Proficiency in ServiceNow EDM or similar systems, vendor management experience, strong organizational skills, knowledge of document security, legal compliance, and proficiency in Microsoft Office are essential. Preferred qualifications include ServiceNow EDM certification, experience in a global or regulated industry, familiarity with data privacy regulations, and knowledge of Lean or Six Sigma methodologies related to process improvement.,

Posted 1 week ago

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