HR and Administrative Assistant

Spanish Broadcasting System, Inc. Job Title: HR and Administrative Assistant Reports To: Director of Human Resources Position Type: Full-time Location: Miami, FL

Job Summary:

We are seeking an organized, detail-oriented HR and Administrative Assistant to support Human Resources and assist other departments with administrative tasks as needed. The role includes maintaining personnel records, coordinating recruitment and onboarding, responding to routine employee inquiries, and supporting day-to-day office needs. The ideal candidate has hands-on experience with ADP, proficiency in Microsoft Office applications, and the ability to manage competing priorities while maintaining confidentiality.

Core Responsibilities:

• Maintain Employee Records: Keep physical and digital personnel files and authorized ADP records accurate and up to date for new hires, transfers, terminations and other employment changes.
• Coordinate Recruitment Logistics: Post job openings, screen incoming resumes and coordinate interviews with candidates and hiring managers.
• Assist with onboarding and orientation: Launch onboarding workflows in ADP, prepare new-hire materials, assist employees with required paperwork and coordinate first-day orientations.
• Support benefits and leave administration: Maintain PTO, sick leave and leave-of-absence records as directed, assist with routine benefits enrollment questions and refer eligibility or policy decisions to the appropriate HR team member.
• Respond to employee inquiries: Assist with routine questions about company procedures, direct employees to the appropriate resources and promptly escalate sensitive or complex matters to HR management.
• Provide administrative support across departments: Assist HR and other departments as needed with printing, copying, scanning, filing, preparing documents, updating spreadsheets, data entry, scheduling and other administrative tasks, with priorities coordinated through the HR supervisor.
• Coordinate office supplies: Monitor office supply needs, prepare and place orders within approved purchasing procedures, track deliveries and help maintain organized supply areas.
• Maintain organized records and materials: Support physical and electronic filing systems, prepare meeting materials and correspondence, and assist with other office projects and administrative duties as assigned.

Required Skills & Qualifications:

• ADP experience: At least one year of direct, hands-on experience using ADP to maintain employee information and support HR workflows.
• Microsoft Office proficiency: Working proficiency in Microsoft Excel, Word, Outlook, PowerPoint and other Microsoft 365 applications. Ability to maintain spreadsheets and trackers, use basic Excel formulas and sorting/filtering, format documents and correspondence, and manage email and calendars.
• Administrative experience: One to three years of administrative experience, preferably in an HR department or corporate office.
• Education: High school diploma or GED required. An associate’s or bachelor’s degree in Human Resources, Business Administration or a related field is a plus.
• Confidentiality: Ability to handle sensitive employee, compensation, benefits and medical information with discretion and follow established access and records procedures.
• Communication: Strong verbal and written communication skills and a professional, helpful approach to employees, candidates and colleagues.
• Organization and accuracy: Ability to prioritize requests, meet deadlines, maintain accurate records and support multiple departments while keeping HR responsibilities on track.
• Office equipment: Familiarity with printers, copiers, scanners and electronic document management tools.

Preferred Qualifications:

• Basic knowledge of employment laws and HR compliance practices.
• Experience coordinating schedules and administrative work across remote and in-office teams.