Human Resources (HR) Administrative Assistant

We are looking for a detail-oriented Human Resources (HR) Administrative Assistant to provide essential records and document support for the HR team in Indianapolis, Indiana. This Long-term Contract position focuses on maintaining accurate employee files, processing sensitive documentation, and supporting day-to-day administrative activities with a high degree of discretion. The ideal candidate will be comfortable handling both paper and electronic records while following established procedures to ensure compliance, organization, and confidentiality.

Responsibilities:

• Organize and maintain employee documentation across paper and digital filing systems, ensuring records are stored accurately and can be easily retrieved when needed.
• Process personnel, payroll, and related HR documents by reviewing, categorizing, labeling, and placing them in the appropriate record locations.
• Manage employment eligibility files separately from other employee records and keep supporting documentation aligned with internal compliance practices.
• Scan, index, and upload files into electronic repositories using consistent naming standards and document handling procedures.
• Examine records for gaps, duplicates, incorrect placement, or incomplete materials and escalate issues to designated HR team members for follow-up.
• Respond to authorized requests for employee files, track file movement, and return records to the proper location after use.
• Support records audits, inventory checks, archiving efforts, and approved retention or secure disposal activities as directed by HR leadership.
• Safeguard confidential information by securing documents, maintaining orderly workspaces, and reporting any potential breaches or misplaced files promptly.
• Provide additional clerical and administrative assistance to the Human Resources department as assigned.
• High school diploma or equivalent required.
• Ability to manage large volumes of documentation with strong accuracy and close attention to detail.
• Basic computer proficiency, including data entry, document scanning, electronic file organization, and Microsoft Office use.
• Ability to follow written instructions and established procedures consistently.
• Proven ability to handle sensitive employee information with discretion and confidentiality.
• Ability to work independently, manage repetitive tasks effectively, and meet established deadlines.
• Previous experience in clerical support, records administration, filing, or document management is preferred.
• Familiarity with HR records, payroll documentation, I-9 compliance files, or electronic document management systems is preferred.