HR Assistant

Job Summary

The HR Assistant provides administrative and clerical support to the Human Resources department by assisting with onboarding, employee records, HR compliance, recruiting support, responding to routine benefits inquiries, and other day-to-day HR operations. This position serves as a key resource for employees and applicants while ensuring accurate documentation, maintaining confidentiality, and supporting efficient HR processes.

Job Duties and Responsibilities

• Maintains accurate, detailed, and confidential employee and departmental records within the HRIS, SharePoint, and other Human Resources systems, ensuring data integrity and security.
• Processes employment-related transactions including new hires, employee transfers, job changes, compensation changes, and other personnel actions.
• Completes departmental requirements for Form I-9 compliance, including verifying employment authorization documentation, maintaining I-9 records, and remaining current on applicable requirements.
• Answers routine questions from employees and applicants regarding company policies, benefits, hiring processes, and other Human Resources programs; refers more complex matters to appropriate Human Resources staff.
• Provides administrative support for recruiting, onboarding, routine benefits inquiries, training, and other Human Resources functions.
• Coordinates employee testing and screening services, including DISA, ASAP, OSCA, and other required employment-related testing programs.
• Conducts new hire orientation and onboarding activities to ensure a positive employee experience.
• Assists with planning and coordinating employee engagement activities, departmental initiatives, and company-sponsored events.
• Schedules meetings and appointments, prepares meeting materials, and records meeting minutes as needed.
• Prepares, proofreads, scans, files, mails, and distributes Human Resources documents, correspondence, and reports.
• Receives and distributes departmental mail and answers and directs incoming telephone calls.
• Provides general administrative support to the Human Resources department.
• Performs other duties as assigned.

Skills

• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to interact professionally with employees, applicants, vendors, and management.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage confidential information with discretion and professionalism.
• Proficient in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and SharePoint.
• Ability to learn and effectively use HRIS, payroll, and other Human Resources software.
• Ability to prioritize multiple tasks in a fast-paced environment while meeting deadlines.
• Bilingual (Spanish) required.

Education

• Required: High school diploma or equivalent.
• Preferred: Associate’s or Bachelor’s degree in Human Resources, Business Administration, Psychology, or related field.

Work Experience

• Required: Previous experience working or volunteering in an office environment requiring confidentiality and strong organizational skills.
• Preferred: Six months to one year of Human Resources experience through employment, internships, or related coursework.

Physical Requirements

• Prolonged periods of sitting while working at a computer.
• Must be able to occasionally lift and move files, office supplies, or other materials weighing up to 15 pounds.