HR File Clerk @ Valley Presbyterian - Van Nuys, CA

HR File Clerk

Employment Status:


Job Category:

Human Resources


  • The HR File Clerk will be primarily responsible for recordkeeping, filing, and ensuring that the personnel files are maintained and well-kept.


  • Minimum one (1) year experience in an office environment

  • Ability to work under immediate supervision as well as to follow instructions and pre-established guidelines

  • Operational knowledge of general office and records management practices and procedures

  • Proficient in the use of Microsoft Windows and Office programs

  • Detail-oriented and organized with solid multitasking skills

  • Excellent verbal and written communications skills

  • Exceptional customer service, office etiquette and telephone skills

  • Ability to use discretion in the handling of sensitive or confidential information



  • Must successfully complete and maintain LA City Fire Card certification at the time of hire or within the first 30 days of employment

( These are the essential job functions for this position. The essential functions of this job include, but may not be limited to those listed in this job description. Employees hired for this position must be able to perform the essential function of this job without imposing significant risk of substantial harm to the health or safety of themselves or others) :

  • Assist with the maintenance of employee personnel records/folder, including personnel file audit.

  • Files, delivers and retrieves documents, as needed.

  • Maintains hardcopy records, reports and pertinent information, as assigned. Files documents in personnel folders.

  • Performs periodic audits of documents / files to ensure correct placement, legibility and proper condition.

  • Responds to inquiries regarding records and files. Locates and retrieves information from files in response to requests from authorized personnel.

  • Collects documents from departments and/or employees, and files accordingly. Tracks documents removed from files, and ensures that borrowed files are returned.

  • May purge obsolete or outdated files in accordance with established schedules and procedures. Assembles and codes files for shipment to offsite storage.

  • Other duties as assigned.

The following job accountabilities are not unique to this particular job but are common to all jobs at VPH:

Complies with VPH policies and procedures on customer satisfaction and service excellence. Demonstrates professionalism and cultural sensitivity in coordinating activities and communicating with all customers, peers, and the community at large. Conducts self in a professional, respectful and courteous manner during all interactions. Works effectively and collaboratively with others toward common goals.
Communicates accurately, honestly, supportively and in a timely manner with department and interdepartmental team members. Demonstrates effective business writing and oral communication skills, handwriting is clear and legible.
Participates in operational aspects of the department, and maintains/participates in performance improvement activities within the department.
Participates in all departmental specific training, Environment of Care (injury/illness prevention, fire/life safety, hazardous materials, emergency preparedness, utilities management, medical equipment management, safety and security management), infection control (standard precautions, TB Exposure Control Plan, Bloodborne Pathogen Exposure Control Plan).
Demonstrates knowledge of and follows safety practices. Understands the importance of safety, including patient safety in the work place. Maintains a safe environment for self and others.
Actively participates in the Patient Safety Program, including event reporting. Identifies sentinel events/near misses and responds per defined organization processes. Participates in education activities and process implementation. Demonstrates advocacy for the patient/customer and appropriately acknowledges patients, customers and visitors.
The above statements reflect the essential functions considered necessary to describe the principle content of the job. They are not intended to be a complete statement of all work requirements or duties that may be inherent in the job.


  • Primarily an inside building/office environment, well lighted and ventilated, which may consist of multiple treatment and/or work sites.

  • Fast and continuous work pace with variable workload.

  • Frequent contact with staff and public under a variety of circumstances. Requires ability to communicate clearly (in English) verbally and in writing for effective communication with other staff members, physicians, vendors, community members, patients and patient families, employees and applicants of all socio-economic levels from a diverse cultural and ethnic population.

  • Subject to many interruptions from multiple calls and inquiries and potentially emotional situations involving accidents, injuries, illness and/or death.

  • Handles emergency/crisis situations in accordance with Hospital policy.

  • Answers phones or pages; may carry a beeper/pager, and/or use a two-way radio.

  • Occasional travel may be required.

  • Potential risk of exposure to hazards from chemicals (toxic and non-toxic), flammable materials, gas or electrical or radiant energy or equipment with/without moving parts.


Key for Physical Demands


66 to 100% of the time


33 to 65% of the time


0 to 32% of the time

Clerical/Administrative Non-Patient Care
  • Frequent/continuous sitting with occasional, intermittent standing/walking.

  • Continuous use of bilateral upper extremities in fine motor activities requiring fingering, grasping, and forward reaching between waist and chest level.

  • Occasional/intermittent reaching at or above shoulder level.

  • Occasional/intermittent bending, squatting, kneeling, pushing/pulling, twisting and climbing.

  • Occasional/intermittent lifting and carrying objects/equipment weighing up to 25 pounds.

  • Continuous use of near vision, hearing and verbal communication skills in handling telephone calls, interacting with customers and co-workers and performing job duties.

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