HR ASSISTANT

Core responsibilities — employee service and compliance Serve as the first-level contact for assigned employee questions concerning time, payroll discrepancies, schedules, documents, and routine HR processes; escalate pay decisions and disputes. Coordinate terminations for assigned accounts: checklist, system access changes, notices, benefit updates, property recovery, and final-pay information sent to payroll for legally compliant processing.

Position summary
Provide hands-on HR administration for assigned staffing accounts, from pre-employment through employee support and separation. Maintain accurate records, coordinate compliance workflows, serve as an accessible employee contact, and escalate sensitive decisions to executive management.

Core responsibilities — onboarding and records

• Own assigned account onboarding workflow: collect hiring information, perform drug test, verify completeness of required forms, coordinate screening, and track clearance before start.
• Create and maintain accurate new-hire records in ADP and assigned client systems; confirm timekeeping access before the first shift.
• Coordinate I-9 documentation and timely E-Verify processing when applicable, following authorized company procedures and federal timelines.
• Issue new-hire instructions, confirm reporting location and schedule, and communicate required data to payroll/accounting securely.
• Maintain personnel files, status-change records, employment documentation, and expiration reminders for work authorization without making independent immigration eligibility determinations.

Core responsibilities — employee service and compliance

• Serve as the first-level contact for assigned employee questions concerning time, payroll discrepancies, schedules, documents, and routine HR processes; escalate pay decisions and disputes.
• Coordinate benefit enrollments, terminations, carrier communication, eligibility tracking, and monthly follow-up within approved plan rules.
• Prepare supporting data for insurance and ACA compliance reporting as directed; escalate filings and interpretations to authorized management or specialists.
• Open and track workers’ compensation cases: submit incident information promptly, maintain carrier/employee follow-up, record restrictions and appointments, and escalate return-to-work decisions.
• Monitor unemployment portals, gather claim records and prepare timely responses for authorized review.
• Coordinate terminations for assigned accounts: checklist, system access changes, notices, benefit updates, property recovery, and final-pay information sent to payroll for legally compliant processing.
• Maintain confidential, audit-ready records and communicate recurring process problems to leadership.

Required qualifications

• At least 2 years of hands-on HR administration, staffing operations, or employee onboarding experience; experience in a U.S. staffing agency strongly preferred.
• Working familiarity with U.S. onboarding requirements, I-9/E-Verify, confidentiality, employee records, and payroll/benefits coordination.
• Practical experience with ADP Workforce Now or a comparable HRIS, Microsoft Excel, Outlook, Teams, and digital document management.
• Excellent written and spoken English and Spanish for employee and client communications.
• Ability to prioritize competing deadlines, manage sensitive employee information, follow checklists precisely, and escalate issues with judgment.
• Comfort working with insurance carriers, employee incidents, and documentation-heavy workflows.

Preferred qualifications

• Associate’s or bachelor’s degree in HR, business administration, or related discipline; relevant experience may substitute.
• Experience with staffing clients, high-volume employee populations, and client-specific onboarding portals.
• Exposure to workers’ compensation claims, unemployment claims, benefit enrollment, ACA data, and multi-state staffing compliance.