HR Assistant

Job Title: Human Resources Assistant

Immediate Supervisor: Human Resources Manager

Job Type: Full-Time, Non-Exempt

Job Summary

The Human Resources Assistant provides administrative and operational support to the HR Department, including recruitment, onboarding, employee records, benefits, workers’ compensation, and communication of HR policies and procedures. The position also serves as a resource for employees, applicants, community partners, and vendors while providing limited bookkeeping and accounts payable support. The ideal candidate is organized, detail-oriented, confidential, and an effective communicator.

Key Responsibilities

Human Resources Administration & Employee Records

• Maintain, organize, and safeguard confidential employee personnel files and employment records, ensuring accuracy, completeness, and appropriate access.
• Handle sensitive and confidential employee information, including personnel matters, benefits, employment documentation, and other HR-related records, with the highest level of discretion.
• Assist the Human Resources Manager with daily HR administrative functions and department operations.
• Prepare, distribute, track, and maintain employee forms, notices, policies, and other HR documentation.
• Assist in communicating company policies, procedures, employment expectations, and HR-related information to staff.
• Respond to routine employee questions and direct more complex or sensitive matters to the Human Resources Manager.
• Assist with maintaining employee records and information within the company's HRIS system.

Recruitment, Hiring & Onboarding

• Assist with recruitment activities, including job postings, applicant communications, application tracking, and interview coordination.
• Partner with community organizations, workforce development resources, and other employment partners to support job searches and recruitment efforts.
• Assist with applicant screening and coordination of the hiring process.
• Coordinate new hire paperwork, pre-employment requirements, background checks, and other required employment documentation.
• Assist with planning, scheduling, and preparing materials for new employee orientation.
• Ensure new hire documentation and onboarding records are completed and properly maintained.
• Assist with employee offboarding, including required documentation, record updates, and coordination of separation procedures.

Benefits, Workers' Compensation & HR Compliance

• Assist with employee benefit administration, including enrollment documentation, employee inquiries, and coordination with benefit providers.
• Assist with all aspects of workers' compensation claims, including initial reporting, required documentation, communication with employees, insurance representatives, and applicable outside parties.
• Help track workers' compensation documentation, claim updates, and follow-up requirements.
• Assist with maintaining required HR records and documentation to support compliance with company policies and applicable employment regulations.
• Support the tracking of employee certifications, required training, and other employment-related documentation as assigned.
• Assist with preparing and maintaining records for HR audits, reviews, and compliance requirements.

Communication & Administrative Support

• Utilize various forms of digital communication, including email, electronic systems, and other approved communication platforms, to communicate with employees, applicants, vendors, benefit providers, and community partners as appropriate.
• Prepare and distribute HR communications, announcements, reminders, forms, and other employee information.
• Assist with coordinating employee meetings, orientation sessions, training activities, and other HR-related events.
• Maintain professional and timely communication with staff and outside contacts.
• Provide general administrative support to the Human Resources Manager and assist with special projects and department initiatives.

Bookkeeping & Financial Support

• Provide backup assistance with accounts payable and general bookkeeping functions as needed.
• Assist with organizing invoices, financial documentation, and supporting records.
• Utilize QuickBooks or other accounting software to assist with financial recordkeeping when needed.
• Provide coverage for routine bookkeeping or administrative financial tasks when requested.

Additional Responsibilities

• Maintain professional conduct and protect confidential company and employee information at all times.
• Perform other duties as assigned by the Human Resources Manager or designated supervisor.

Qualifications

Qualifications & Experience

• Preferred 1–2 years of experience in administrative support, office administration, or a related field.
• Previous Human Resources experience is a significant plus.
• Experience in healthcare administration or a healthcare-related office environment is preferred but not required.
• Previous bookkeeping, accounts payable, or accounting experience is beneficial.
• Experience assisting with recruitment, onboarding, employee records, benefits, or other HR functions is preferred.

Education

• High school diploma or equivalent required.
• Additional education, coursework, or training in Human Resources, Business Administration, Office Administration, or a related field is preferred.

Skills & Abilities

• Strong organizational skills and exceptional attention to detail are required.
• Ability to maintain strict confidentiality when handling sensitive employee and company information is required.
• Excellent written and verbal communication skills are required.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Comfortable using digital communication platforms and electronic recordkeeping systems.
• Familiarity with Human Resources Information Systems (HRIS), particularly Paycom, is a plus.
• Ability to learn and navigate electronic systems, databases, and administrative software.
• Strong interpersonal skills and the ability to communicate professionally with employees, applicants, vendors, and community partners.
• Ability to manage multiple priorities, meet deadlines, and work independently while supporting a team.
• Ability to exercise sound judgment and discretion when handling confidential or sensitive matters.
• Basic bookkeeping or accounts payable knowledge is beneficial.
• Experience with QuickBooks is a plus.

Certifications & Other Requirements

• Must obtain and maintain current certification in First Aid and Cardiopulmonary Resuscitation (CPR), including abdominal thrust technique. Training must be obtained through class attendance that includes hands-on instruction.
• Must obtain and maintain current certification of Professional Crisis Management training (PCM).
• Must successfully pass required background checks.
• Must possess a valid driver's license and maintain an acceptable driving record if transportation of individuals or work-related travel is required.

Physical Requirements

Ability to stand, sit, bend, lift, balance, stoop, kneel, crouch, and move intermittently as needed. Must be able to use hands to handle or feel objects and perform routine office and computer-related tasks. Ability to turn, bend, reach, and grasp with both hands. Must be able to lift or move up to 50 pounds as needed.

Office Environment

This position primarily works in an office environment, with most working hours spent seated at a desk in an individual cubicle or designated workstation. Regular use of a computer, telephone, and other standard office equipment is required. The position involves frequent computer work, data entry, document preparation, filing, and communication with employees and outside contacts. Occasional movement throughout the office and facility may be necessary to complete job responsibilities, attend meetings, or assist with organizational needs.