HR Coordinator (Personnel Records Administration)


Responsible for creating and maintaining active and inactive Personnel, Confidential and Medical files for all Corporate Associates, Field Administration and Loss Prevention Exempt Associates. Responsible for researching all Wage Theft Notices and tracking all changes. Will also serve as a backup for processing subpoenas and assist with special projects as needed.



• Create, update and maintain active and inactive Personnel, Confidential and
Medical files for all Corporate Associates, Field Administration and Loss
Prevention Exempt Associates.
• Review new hire paperwork, including Employment Eligibility Verification
forms (I-9), for completeness, accuracy and timeliness. Follow-up on pending paperwork, as well as conduct periodic audits to ensure all designated new
hire files are being received.
• Handle periodic removal and transport of files to/from Iron Mountain, according to company policy and legal requirements.
• Pick up and distribute mail to individuals in the Compensation/HRIS dept.
• Ensure that files are appropriately checked out and returned by Dublin HR
and Legal.
• Process all Employment Verifications (VOE). Assist with any questions as it
relates to the WorkNumber & UI Claims
• Assist the Zone Admins with navigation & process with the IM DRCI system.

Wage Theft Notices

• Research and document all State & City wage notices
• Maintain & update database with all wage notices requirements and
communicate to various business units of new requirements and their wage
theft forms
• Update Wage Theft Notice process as needed based on new law

Data Entry

• Update and maintain pending filing system, subpoenaed record files in
various logs.
• Assist with any special projects


• Interpret and process subpoenas as per our Legal dept. guidelines.
• Document & log all subpoenas as you process them.
• Log and submit to Accounting Dept. any payments received for processing
the subpoenas.
• Wage Earnings reporting
• Assist Legal Dept. with any subpoenas request or inquiries.
• Employment verification inquiries

Special Projects

• Other projects as assigned.


Customer Service
Planning & Organizing
Accuracy/ Detail Orientation


1-2 Year(s) experience of related work
Bachelor's Degree Preferred
Ability to set priorities with strong organizational & follow-up skills; Well-
organized & detail-oriented
Preferred: basic knowledge of PeopleSoft
Strong verbal & written communication skills
High degree of integrity
Must be able to maintain a high level of confidentiality and have excellent
interpersonal skills
Ability to work with minimum supervision


Job requires ability to work in an office environment, primarily on a computer.
Requires sitting, standing, walking, hearing, talking on the telephone, attending in-person meetings, typing, and working with paper/files, etc.
Consistent timeliness and regular attendance.
Vision requirements: Ability to see information in print and/or electronically.




This job description is a summary of the primary duties and responsibilities of the job and position. It is not intended to be a comprehensive or all-inclusive listing of duties and responsibilities. Contents are subject to change at management’s discretion.

Ross is an equal employment opportunity employer. We consider individuals for employment or promotion according to their skills, abilities and experience. We believe that it is an essential part of the Company’s overall commitment to attract, hire and develop a strong, talented and diverse workforce. Ross is committed to complying with all applicable laws prohibiting discrimination based on race, color, religious creed, age, national origin, ancestry, physical, mental or developmental disability, sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), veteran status, military status, marital or registered domestic partnership status, medical condition (including cancer or genetic characteristics), genetic information, gender, gender identity, gender expression, sexual orientation, as well as any other category protected by federal, state or local laws.