HR Filing Assistant II bei Seattle Housing Authority, WA

About the Department

Join Our Team and Help Us Build the Future of HR at SHA!

Are you a detail-driven, highly organized professional who loves transforming messy systems into something clear and functional? Do you thrive in behind-the-scenes work that makes a big impact? If so, we’d love to have you join us as a Project HR Filing Assistant supporting SHA’s Dayforce implementation project.

About the Role

Seattle Housing Authority is in the process of implementing a new, modern HR Information System (Dayforce). As part of this multi-year project, we’re hiring a dedicated HR Filing Assistant to help audit, re-organize, and prepare our current employee file structure for migration into the new system. Your work will play a key role in ensuring data integrity and compliance, and ultimately supporting a smoother employee experience for years to come.

This is a time-limited project, full-time role expected to last approximately 12 months, with potential for extension to up to 24 months depending on project needs.

Your Mission

As the HR Filing Assistant, you’ll be responsible for reviewing, organizing, auditing, and categorizing over 50,000 digital employee documents in our OnBase system. You’ll help ensure every file is accurately indexed and aligned to the structure needed for a successful transition to Dayforce.

You’ll report to the HR Manager and work closely with the HRIS Project Manager, HR Assistant, and other HR team members involved in the migration.

What You’ll Do

• Review, audit, split, and re-organize digital employee files in OnBase
• Apply naming conventions and index documents based on retention categories and Dayforce requirements
• Work with the HR Assistant II and HRIS Project Manager to align document types with system mapping
• Flag and correct duplicates, misfiles, or incomplete records
• Support standardization of incoming documents to match new structure
• Purge documents based on established retention schedules
• Maintain confidentiality and ensure accuracy of sensitive employee data
• Track progress and assist with documentation of updated filing processes

Your Superpowers

We’re looking for someone who brings the following strengths:

• Extreme Attention to Detail: You notice inconsistencies and take pride in keeping things organized and accurate
• Digital Filing & Records Savvy: You understand document systems and how to work with electronic file structures
• Independence: You’re self-motivated and able to focus on large, structured tasks with minimal oversight
• Confidentiality: You understand the sensitive nature of HR records and treat them accordingly
• Collaborative Spirit: You can work across teams and communicate clearly about project needs
• System Curious: You’re comfortable navigating systems like OnBase, SharePoint, or similar tools and eager to learn more

Work Environment

This role is in-office, Monday through Friday, from 8:00 AM to 4:30 PM for the first 90 days of employment, with remote work options up to 2 days per week after 90 days. You may spend extended time reviewing documents on screen or working within digital filing systems. Some light physical filing or archiving may be required.

Minimum Requirements

• High school diploma or equivalent
• At least 2 years of experience in HR, records management, data entry, or similar administrative work
• Experience with digital filing systems such as OnBase, SharePoint, or similar
• Knowledge of confidentiality requirements and data handling best practices

Bonus Points for Experience With:

• HRIS platforms or implementation projects
• Document retention policies
• Classification/indexing of personnel files
• File migration or system transitions

Why Join Us?

At SHA, we’re building more than systems - we’re building opportunities. Be part of a project that will shape how we serve our workforce and community for years to come.

SHA offers competitive pay, comprehensive benefits, and a mission-driven work environment.

How to Apply
Complete the online NeoGov application by clicking the Apply button at the top of this posting. Be sure to update the education and work experience sections of your profile. SHA does not accept external attachments, so please answer all agency-wide and supplemental questions.
  
Unlock your potential and help make a difference in our community. Apply now to become an essential part of our HR team!