Human Resource Administrative Assistant

Job Summary

The Human Resources Administrative Assistant provides clerical and administrative support to the Human Resources department and assists with the day-to-day operations of the HR office. This position performs routine administrative functions including maintaining employee records, processing HR documentation, assisting with onboarding, scheduling, data entry, preparing correspondence and reports, and responding to routine employee inquiries.

The position requires strong organizational skills, attention to detail, professionalism, dependability, and the ability to maintain confidential employee and company information.

Essential Duties and Responsibilities

• Provide general administrative and clerical support to the Human Resources department.
• Answer and direct departmental phone calls and respond to routine HR emails and inquiries.
• Prepare materials and take minutes during meetings as requested.
• Prepare routine HR documents, letters, forms, reports, and correspondence.
• File, scan, organize, and maintain employee personnel files and other HR records in accordance with established procedures.
• Maintain electronic and paper employee records and ensure documents are filed accurately and timely.
• Perform data entry and update employee information in the Human Resources Information System (HRIS).
• Process new hire onboarding twice a week, ensure proper documentation is on file, I-9 compliance and follow up on missing documentation as needed.
• Review new hire and employee paperwork for completeness and follow up on missing documentation as directed.
• Process required paperwork related to employee transfers, job classification changes, and other employment actions as directed by HR management.
• Process employment verification requests in accordance with established company procedures.
• Assist with benefit enrollment paperwork, document collection, and filing.
• Assist with preparing routine HR reports, including new hire, attendance, turnover, training, and other administrative reports.
• Track HR documents, forms, and deadlines and follow up with employees or supervisors regarding incomplete or missing paperwork.
• Maintain organized electronic HR files, shared folders, and departmental records.
• Provide routine information to employees regarding HR forms, processes, and procedures and refer questions requiring interpretation or decision-making to the appropriate HR team member.
• Maintain strict confidentiality of employee, applicant, payroll, benefits, medical, and other sensitive information.
• Assist the HR team with special projects and other administrative assignments as needed.
• Perform other related duties as assigned.

Required Skills and Abilities

• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to manage multiple assignments and prioritize work appropriately.
• Knowledge of general office practices, procedures, and administrative functions.
• Ability to operate standard office equipment, including computers, printers, scanners, and copiers.
• Strong written and verbal communication skills.
• Professional and courteous customer-service skills when interacting with employees, applicants, management, and visitors.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to perform accurate data entry and maintain organized electronic and paper records.
• Ability to follow established policies, procedures, and instructions.
• Ability to work independently on routine assignments and collaboratively as part of the HR team.
• Ability to work effectively in a fast-paced office environment with changing priorities.
• Ability to maintain professionalism, dependability, and consistent attendance.
• Ability to exercise discretion and maintain strict confidentiality of sensitive employee and company information.

Education and Experience

Required:

• High school diploma or GED.
• Proficient computer skills in Microsoft Office, word, excel, and power point.
• Basic office administration skills.

Preferred:

• Administrative, clerical, business office, or Human Resources training.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Frequent use of hands and fingers for typing, filing, and operating office equipment.
• Ability to occasionally stand, walk, bend, reach, and perform other routine office activities.
• Must be able to lift and carry up to 20 pounds occasionally.

Work Environment and Schedule

• Primarily an office environment.
• Regular use of computers, telephones, printers, scanners, and other standard office equipment.
• Standard Monday through Friday schedule.
• Occasional overtime or schedule flexibility may be required during open enrollment, special projects, audits, high-volume onboarding periods, or other departmental needs.

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