Junior HR Administrative Assistant

The Junior HR Assistant provides administrative support for established HR processes. The position completes defined assignments accurately, follows documented procedures, and escalates unfamiliar, sensitive, or nonstandard situations to the HR Manager or an experienced HR team member. This position reports to the Talent Acquisition Manager.

HR Administration and Records

· Maintain confidential employee, applicant, and departmental information in accordance with established company procedures.

· Complete routine data and document entry in applicable systems.

· Create, update, organize, scan, and file HR documents.

· Maintain established electronic and physical folder structures.

· Proofread documents for completeness, formatting, spelling, and basic accuracy.

· Monitor assigned administrative tasks and follow up on missing information.

· Refer questions involving policy interpretation, employee relations, or unusual circumstances to the appropriate HR team member.

Recruiting and Hiring Support:

· Post approved job openings using established templates and designated recruiting systems.

· Maintain accurate applicant records and recruiting documentation.

· Schedule interviews and communicate confirmed interview details to candidates and interviewers.

· Prepare interview materials and candidate packets.

· Support background check, reference check, or pre-employment screening coordination using established procedures.

· Prepare approved hiring documents for review.

· Maintain professional, timely, and courteous communication with candidates.

Onboarding:

· Prepare new-hire paperwork, orientation materials, checklists, and employee files.

· Schedule orientation sessions and coordinate onboarding logistics.

· Collect required documents and follow up on incomplete onboarding items.

· Enter approved new-hire information into applicable systems.

· Notify designated departments of upcoming new hires using established processes.

· Confirm that assigned onboarding steps are completed and escalate missing or unusual items.

Employee Engagement:

· Assist with employee engagement activities, recognition programs, meetings, and events.

· Prepare materials, track participation, coordinate logistics, and provide administrative support.

· Respond to routine employee questions or direct employees to the appropriate resource.

Offboarding:

· Prepare approved separation documents and offboarding checklists.

· Coordinate routine notifications related to employee departures.

· Assist with the return of company property and completion of required documentation.

· Update employee records after receiving approved separation information.

· File completed offboarding materials accurately and confidentially.

· Escalate missing property, documentation concerns, or unusual circumstances.

Departmental and Organizational Support:

· Assist HR staff members with assigned projects and administrative tasks.

· Support administrative work for other PRAB, Inc. divisions as assigned by the manager.

· Adjust priorities when directed and communicate promptly when deadlines or requirements are unclear.

· Perform other related duties assigned by the manager.

Required Capabilities & Qualifications:

· Strong attention to detail and commitment to accurate, quality work.

· Ability to maintain confidentiality.

· Strong clerical, organizational, and document-management skills.

· Professional verbal and written communication.

· Ability to follow established procedures and accept feedback.

· Ability to prioritize defined assignments with guidance.

· Proficiency with Microsoft Office and the ability to learn applicable HR systems.

· Positive, flexible, and service-oriented approach.

· Associate degree, preferably in a business-related discipline, two years of relevant experience, or an equivalent combination of education and experience.

Indicators of Successful Performance:

· Assigned records and documents are accurate, complete, and filed on time.

· Candidates, employees, and managers receive timely and professional administrative support.

· Recruiting, onboarding, and offboarding checklists are completed consistently.

· Confidential information is handled appropriately.

· Errors, missing information, and nonstandard situations are identified and escalated promptly.

· The employee demonstrates increasing knowledge of HR procedures and requires progressively less guidance on routine work.