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Records Assistant Jobs in Rochester, NY (NOW HIRING)

InGenesis

Health Records Technician - (13299)

Batavia, NY · On-site

$45K - $50K/yr

InGenesis is currently sourcing for Health Records Technician candidates to work for our client. In ... Must have the ability to assist sick, injured, or aging detainees or staff exiting the building ...

Elderwood

LPN - Resident Care Supervisor

Rochester, NY · On-site

$29/hr

Maintain documentation regarding the provision of care to residents in the Case Notes, Medication Administration Records and other required records. * Assist in problem-solving related to staffing ...

Elderwood

LPN - Resident Care Supervisor

Fairport, NY · On-site

$27 - $35.54/hr

Maintain documentation regarding the provision of care to residents in the Case Notes, Medication Administration Records and other required records. * Assist in problem-solving related to staffing ...

Flintgroup

Ink Technician

Macedon, NY · On-site

Maintain accurate production, quality, and downtime records * Assist with job scheduling and ink estimations for upcoming production * Manage ink inventory levels, ensuring proper stock and ...

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Records Assistant information

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How much do records assistant jobs pay per hour?

As of Sep 5, 2026, the average hourly pay for records assistant in Rochester, NY is $18.32, according to ZipRecruiter salary data. Most workers in this role earn between $15.19 and $19.90 per hour, depending on experience, location, and employer.

What is a records assistant?

Records Assistants are administrative professionals responsible for organizing, maintaining, and retrieving physical or digital records for an organization. They ensure that documents are accurately filed, easily accessible, and comply with data protection and retention policies. Their duties may include data entry, document scanning, responding to information requests, and supporting records management systems. Records Assistants play a crucial role in helping organizations maintain efficient and compliant recordkeeping processes.

What are the key skills and qualifications needed to thrive as a records assistant, and why are they important?

To thrive as a Records Assistant, you need strong organizational skills, attention to detail, and a basic understanding of records management principles, often supported by a high school diploma or equivalent. Familiarity with electronic document management systems (EDMS), data entry software, and office productivity tools like Microsoft Office is typically required. Excellent time management, discretion, and effective communication are important soft skills for handling sensitive information and collaborating with colleagues. These abilities ensure records are accurately maintained, secure, and easily accessible, supporting efficient organizational operations and compliance.

What are some common challenges records assistants face when managing both physical and digital records?

Records Assistants often encounter the challenge of maintaining consistency and accuracy across both physical and electronic filing systems. This includes ensuring documents are correctly categorized, securely stored, and easily retrievable while adhering to data privacy policies. Additionally, transitioning from paper-based systems to digital archives can require learning new software and adapting to updated processes, all while balancing daily responsibilities. Effective communication with team members and attention to detail are key to overcoming these challenges.

What is the difference between Records Assistant vs Data Entry Clerk?

AspectRecords AssistantData Entry Clerk
Required CredentialsHigh school diploma; some roles may prefer certifications in records managementHigh school diploma; basic computer skills often required
Work EnvironmentOffices, archives, administrative settingsOffices, data centers, administrative departments
Employer & Industry UsageGovernment agencies, healthcare, legal, corporateBusiness, healthcare, retail, government
Common Search & Comparison IntentYesYes

The main difference between a Records Assistant and a Data Entry Clerk lies in their focus. Records Assistants manage and organize physical or digital records, ensuring proper filing and retrieval, often in administrative or archival settings. Data Entry Clerks primarily input and update data into computer systems, emphasizing speed and accuracy. While both roles require similar basic qualifications, Records Assistants typically handle more document management tasks, whereas Data Entry Clerks focus on data accuracy and processing.

What are the most commonly searched types of Records jobs in Rochester, NY?

The most popular types of Records jobs in Rochester, NY are:

What are popular job titles related to Records Assistant jobs in Rochester, NY?

For Records Assistant jobs in Rochester, NY, the most frequently searched job titles are:

What job categories do people searching Records Assistant jobs in Rochester, NY look for?

The top searched job categories for Records Assistant jobs in Rochester, NY are:

What cities near Rochester, NY are hiring for Records Assistant jobs?

Cities near Rochester, NY with the most Records Assistant job openings:

Records Assistant jobs near you
Infographic showing various Records Assistant job openings in Rochester, NY as of August 2026, with employment types broken down into 1% As Needed, 79% Full Time, 15% Part Time, 1% Temporary, 3% Contract, and 1% Nights. Highlights an 96% Physical, 1% Hybrid, and 3% Remote job distribution, with an average salary of $38,109 per year, or $18.3 per hour.

HR Assistant / Office Manager

XLI Manufacturing LLC

Rochester, NY • On-site

Full-time

Medical, Dental, Vision, Life, Retirement, PTO

Posted 18 days ago

Job description

Job Type
Full-time
Description
HR Assistant / Office Manager
Company: XLI Manufacturing, LLC
Location: Rochester, NY
Department: Human Resources / Administration
Reports To: HR Manager
Employment Type: Full-Time, Non-Exempt
Position Summary
XLI Manufacturing, LLC is seeking a highly organized, dependable, and people-oriented HR Assistant / Office Manager to support the day-to-day operations of our Human Resources and administrative functions.
This position is an important member of the administrative team and will serve as a key point of contact for employees, applicants, visitors, vendors, and company leadership. The ideal candidate is someone who enjoys a fast-paced manufacturing environment, takes ownership of their work, maintains confidentiality, and can effectively balance multiple priorities.
The HR Assistant / Office Manager will provide support across employee administration, recruiting and onboarding, payroll and timekeeping, benefits, employee communications, office management, and general administrative functions.
Essential Responsibilities
Human Resources
  • Provide day-to-day administrative support to the HR Manager.
  • Maintain accurate and confidential employee personnel files and records.
  • Assist with new hire paperwork, onboarding, orientation, and employee communications.
  • Coordinate pre-employment requirements, including background checks, employment eligibility documentation, and drug testing when applicable.
  • Maintain employee information in HRIS, payroll, and other company systems.
  • Assist with employee status changes, promotions, transfers, pay changes, and terminations.
  • Track employee attendance, leave, disciplinary documentation, and other employment-related records.
  • Assist with administration of company benefits, including medical, dental, vision, disability, life insurance, 401(k), and other benefit programs.
  • Serve as a resource to employees regarding routine HR questions and direct more complex issues to the HR Manager.
  • Assist with employee engagement activities, company events, recognition programs, and internal communications.
  • Maintain required HR compliance records and assist with audits and reporting.
  • Help coordinate employee training, including safety, compliance, and other company-required training.
  • Assist with performance review and other employee development processes.

Recruiting & Onboarding
  • Assist with posting open positions and maintaining job postings.
  • Review applications and resumes and coordinate candidate interviews.
  • Communicate with candidates throughout the recruiting process.
  • Schedule interviews and coordinate candidate visits.
  • Prepare offer letters, new hire paperwork, and onboarding materials.
  • Coordinate new employee orientation and ensure required documentation and training are completed.
  • Maintain accurate recruiting and onboarding records.

Payroll & Timekeeping Support
  • Assist with weekly payroll preparation and processing.
  • Review employee timecards for accuracy and completeness.
  • Follow up with supervisors and employees regarding missing or incorrect time entries.
  • Assist with payroll changes, deductions, garnishments, tax forms, direct deposit changes, and other payroll-related administration.
  • Maintain accurate payroll and timekeeping records.
  • Assist the HR Manager with payroll-related reporting and reconciliation.

Office Management
  • Oversee the day-to-day operation of the front office and administrative areas.
  • Serve as a welcoming and professional first point of contact for visitors, applicants, employees, and vendors.
  • Answer and direct incoming phone calls and manage general inquiries.
  • Manage incoming and outgoing mail, packages, and deliveries.
  • Order and maintain office supplies and administrative materials.
  • Coordinate office vendors and service providers as needed.
  • Maintain office organization and ensure common administrative areas are professional and well maintained.
  • Assist with company events, meetings, employee communications, and special projects.
  • Provide administrative support to company leadership and other departments as needed.

Safety & Compliance Support
  • Assist with maintaining employee safety and training records.
  • Support required safety training documentation and tracking.
  • Assist with workers' compensation administration and related documentation.
  • Maintain confidentiality of employee, payroll, benefits, and other sensitive company information.
  • Assist with compliance-related projects and reporting as directed by the HR Manager.

Qualifications
  • 2+ years of experience in Human Resources, office administration, payroll, or a related field preferred.
  • Prior experience in a manufacturing or industrial environment is strongly preferred.
  • High school diploma or equivalent required; additional education in Human Resources, Business Administration, or a related field is a plus.
  • Strong organizational and time-management skills.
  • Excellent attention to detail and accuracy.
  • Strong written and verbal communication skills.
  • Ability to maintain confidentiality and exercise sound judgment.
  • Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
  • Experience with an HRIS, payroll, or timekeeping system preferred.
  • Ability to work independently while also functioning effectively as part of a team.
  • Ability to manage competing priorities and meet deadlines in a fast-paced environment.
  • Professional, approachable, and service-oriented demeanor.

Key Attributes
The successful candidate will be:
  • Highly organized and able to keep multiple administrative processes moving simultaneously.
  • Detail-oriented, particularly when handling payroll, employee records, and compliance documentation.
  • Approachable and trustworthy, with the ability to work comfortably with employees at all levels of the organization.
  • Proactive, identifying what needs to be done rather than waiting to be directed.
  • Discreet and confidential when handling sensitive employee and company information.
  • Flexible and adaptable, with a willingness to jump in wherever needed.
  • Professional and dependable, with strong follow-through and accountability.
  • Comfortable in a manufacturing environment and willing to interact regularly with both office and production employees.

Physical & Work Environment
  • Primarily office-based position within a manufacturing facility.
  • Regular interaction with employees and visitors throughout the facility.
  • Ability to occasionally walk through the manufacturing floor and navigate a manufacturing environment safely.
  • May occasionally be required to lift or move office materials and supplies up to 25 pounds.
  • Must comply with all applicable company safety policies and PPE requirements when entering production areas.

Compensation & Benefits
XLI Manufacturing offers a competitive compensation and benefits package, including:
  • Competitive hourly compensation
  • Medical, dental, and vision insurance
  • Company-paid and/or supplemental life insurance
  • Short-term and long-term disability benefits
  • 401(k) retirement plan with company match eligibility
  • Paid time off
  • Paid holidays
  • Employee assistance and wellness programs
  • Opportunities for professional development and advancement

Benefits:
  • 401(k)
  • Dental insurance
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Paid time off
  • Vision insurance

Work Location: In person

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