Human Resources Assistant

Job Summary

The HR Assistant is responsible for supporting the Human Resources department by performing various administrative tasks. This position assists with day-to-day operations, maintains employee records, coordinates HR projects, and provides prompt and accurate responses to employee inquiries.

Duties and Responsibilities

· Performs data entry and personnel file maintenance

· Assists employees with intermediate interpretation of HR policies and procedures

· Maintain confidentiality of sensitive employee information

· Organize and schedule onboarding activities, including orientation sessions and facility tours

· Uploads job postings on approved employment sites

· Completes form I-9, verifies I-9 documentation and maintains I-9 files

· Process reference checks, verifications of employment status, and other relevant documents

· Submits online investigation requests and assists with new-employee criminal and child registry background checks.

· Ensure new hires complete and update all required paperwork

· Coordinate preboarding and onboarding of new hires on Paychex

· Performs a wide range of duties relative to the maintenance and processing of personnel records and reports, and disciplinary actions

· Assist with communicating and interpreting policy changes to employees and ensure understanding

· Provides clerical and operational support to receptionist/administrative assistants

· Maintain HR spreadsheets and ensure data accuracy

· Prepares new-employee files and files documents into appropriate employee files.

· Assists with Injury Reports / Osha Log / Workers Compensation Claims, as directed

· Promote all company safety policies and a clean and safe work environment.

· Maintains accurate and up-to-date human resource files, spreadsheets, records, and documentation.

· Maintains the integrity and confidentiality of human resource files, personnel actions, and records.

· Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately and in line with state regulations & Licensure

· Performs customer service functions by answering phones, and handling employee requests and questions.

· Assists with processing of terminations.

· Assist with employee exit and offboarding activities, as directed

· Assists with recruitment and hiring processes.

· Assists or prepares correspondence as requested.

· Be compassionate, patient, encouraging, supportive, and professional at all times

· Participate in meetings and in-service training as assigned

· Completes Human Resource and job-related training on an ongoing basis

· Perform any other duties as assigned by the HR Director and Assistant Executive Director

Education & Other Certificates

· The position requires a minimum of a High School Diploma.

· An associate’s or some college degree in Business Administration or a related field is preferred

· Valid CPR/First Aid – Otherwise, must obtain this within one month of employment.

Experience

· This position requires at least 2 years of human resources or administrative experience.

· More than 2 years of experience is preferred.

Skills, Knowledge & Abilities

· Proficiency in Word, Excel, and PowerPoint

· Working knowledge of Google Workspace (Docs, sheets, calendar)

· Basic knowledge/ hands-on experience with Paychex

· High level of professionalism and confidentiality

· Basic Knowledge of HR practices, employment law and regulations

· Familiarity with HIPAA and other regulations safeguarding confidential and sensitive information

· Ability to establish and maintain effective working relationships with all staff

· Good organizational and time management skills

· Possess excellent communication and interpersonal skills

· Good presentation and facilitation skills

· Experience with office equipment such as fax machines, scanners, copiers, and multi-line phone systems.

Physical Demands and Working Conditions

The role requires constant hearing, repetitive motions, sitting, and eye/hand/foot coordination throughout the work shift. Frequent talking is also necessary. Occasional activities include standing, walking, and carrying. Rarely required tasks, which are not a regular part of the job, include kneeling, reaching, lifting, and climbing.

In terms of physical strength, the role occasionally requires light-to-medium work and minimal physical effort, with heavy work being rare. Overall, the position demands moderate physical capability.

Additional Benefits
401k + Employer contribution commencing after a 6-month introductory period
Employee Assistance Program

Perks

Sign-on bonus of $350 payable after a 6-month introductory period and satisfactory performance.
Day off on Birthday
Company-sponsored events
Career growth opportunities

Schedule

Monday - Friday, 8 am to 4 pm

Works at least 2 days at the HR Office every week - 11 Research Drive, Hampton, VA 23666

Works 2 or more days at the Day Support Program every week - 1310 Todd's Lane, Hampton, VA 23666