An HR Administrative Assistant provides crucial administrative support to the Human Resources department, ensuring smooth day-to-day operations and maintaining accurate employee records. This role is essential for maintaining organizational efficiency, supporting employee onboarding and offboarding processes, and serving as the first point of contact for HR-related inquiries.
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What is a HR Administrative Assistant?
An HR Administrative Assistant is a professional who supports the human resources department with administrative tasks and coordination. This role serves as the backbone of HR operations, handling documentation, employee data management, and communication between HR and other departments. They ensure compliance with company policies and employment laws while maintaining confidentiality and professionalism in all interactions.
What does a HR Administrative Assistant do?
HR Administrative Assistants manage employee records, process HR documents, schedule interviews and meetings, and assist with onboarding new hires. They handle confidential information with discretion, maintain HR databases, prepare reports, and support benefits administration. Additionally, they coordinate training sessions, respond to employee inquiries, and assist with payroll processing coordination. Their role ensures the HR department operates efficiently and remains compliant with regulatory requirements.
Job Overview
The HR Administrative Assistant provides comprehensive administrative support to the Human Resources department, ensuring smooth day-to-day operations. This role serves as the first point of contact for HR inquiries, maintains employee records, supports recruitment processes, and assists with various HR programs and initiatives. The ideal candidate will be highly organized, discreet with confidential information, and possess excellent communication skills in a fast-paced corporate environment.
1. Manage and maintain physical and digital employee records and HR files in compliance with federal and state regulations
2. Process new hire paperwork, including I-9 verification, W-4 forms, and benefit enrollment documentation
3. Coordinate interview scheduling and communication between candidates and hiring managers
4. Prepare HR documents including employment verification letters, offer letters, and termination paperwork
5. Assist with payroll processing by providing timely and accurate employee data changes
6. Support benefits administration including enrollment, changes, and employee inquiries
7. Maintain HRIS database integrity through regular audits and data entry
8. Organize and schedule HR meetings, training sessions, and company events
9. Handle confidential employee information with discretion and professionalism
10. Provide administrative support for performance management processes and employee relations matters
1. 2+ years of administrative experience in human resources or related field
2. High school diploma or equivalent required
3. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
4. Knowledge of HRIS systems (e.g., Workday, ADP, BambooHR)
5. Understanding of basic HR principles and employment laws
6. Excellent written and verbal communication skills
7. Strong organizational and time management abilities
8. Ability to handle confidential information with integrity
9. Detail-oriented with high accuracy in data entry and documentation
10. Professional demeanor and customer service orientation
Preferred Qualifications
1. Associate's or Bachelor's degree in Human Resources, Business Administration, or related field
2. Experience with HR compliance and recordkeeping requirements
3. Familiarity with multi-state employment regulations
4. Previous experience in supporting recruitment and onboarding processes
5. Knowledge of benefits administration and open enrollment processes
6. Experience with document management systems
7. Professional HR certification (e.g., SHRM-CP, PHR) or working toward certification
8. Experience in supporting HR projects and initiatives
9. Background in using advanced Excel functions for HR reporting
10. Experience in coordinating employee engagement activities and events
Bonus Skills
1. Bilingual capabilities (Spanish/English preferred)
2. Advanced proficiency in HR analytics and reporting tools
3. Experience with applicant tracking systems (ATS)
4. Knowledge of OSHA compliance and workplace safety regulations
5. Experience supporting diversity, equity, and inclusion initiatives
6. Proficiency in creating HR presentations and training materials
7. Experience with electronic signature platforms (DocuSign, Adobe Sign)
8. Background in supporting HR process improvement projects
9. Knowledge of compensation administration principles
10. Experience with employee recognition programs and rewards management
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