POSITION SUMMARY:
The Human Resources Administrative Assistant provides administrative and clerical support to the Human Resources Director and the overall Human Resources department. This role plays a key part in helping to create and maintain a positive, organized, and productive work environment. The position requires bilingual communication skills in English and Spanish to effectively assist employees and support HR operations.
ESSENTIAL DUTIES AND RESPONSABILITIES
- Respond to routine employee questions regarding HR policies, benefits, and processes; escalate complex matters to appropriate HR staff.
- Process employment verification requests (employment, FMLA, education, and health-related forms) and maintain related records.
- Assist with payroll-related administrative tasks, including answering employee questions, maintaining department distribution lists, generating Skylert reports, and contacting staff during payroll processing.
- Manage time-off administrative tracking by coordinating with supervisors to verify approvals and update blackout dates and holidays.
- Provide general HR administrative support to employees, including responding to emails, answering phones, completing forms (such as Jury Duty documentation), and providing organizational information.
- Maintain the HR Director's calendar; organize appointments and schedule meetings.
- Assist with new hire orientation and onboarding processes, for employees and volunteers, including preparing badges, entering employee data, processing driver abstracts, assisting with I9s and background checks as needed, and maintaining attendance tracking records.
- Process volunteer background checks and assist departments with related requests.
- Serve as a liaison between HR and internal departments or external vendors as needed.
- Assist the HR Director with departmental initiatives and special projects, including training, professional development, recognition programs, surveys, and procedures.
- Support planning and execution of HR and organization-wide events, including All Staff meetings, employee events, retirement celebrations, health fairs, and training sessions.
- Prepare and organize materials and logistics for All Staff meetings.
- Prepare, document, and maintain HR Senior Staff meeting notes.
- Coordinate and distribute employee paper checks, birthday cards, Thanksgiving cards, and other recognition items.
- Participate in organizational events as needed, including occasional schedule flexibility.
- Complete purchase orders (POs) and expense vouchers.
- Support internal and external HR communications.
- Assist with welcoming visitors and escorting employees or guests from the lobby when needed.
- Perform general administrative duties such as filing, copying, document preparation, and scheduling as assigned.
- Maintain accurate and up-to-date HR files, records, and documentation, including personnel files and related correspondence.
- File all letters and HR documentation in employee personnel files.
- Maintain the HR file room in an organized manner and ensure documentation is filed correctly.
- Perform periodic audits of HR files and records to ensure accuracy, completeness, and compliance.
- Ensure the HR software system and records are accurate, current, and properly maintained.
- Maintain confidentiality and integrity of all HR records and sensitive information.
- Handles employment-related inquiries from applicants, employees, and supervisors, referring complex and/or sensitive matters to the appropriate staff.
- Maintains compliance with federal, state, and local employment laws and regulations and recommends best practices; reviews policies and practices to maintain compliance. This includes required and not required audits and reports.
- Preserves confidentiality of employee medical documentation and files.
- Maintains knowledge of legal and regulatory changes, trends, and other developments affecting retirement benefits.
- Participate in organizational events as needed, including occasional schedule flexibility.
- Performs other duties as assigned.
- Excellent verbal and written communication skills in English and Spanish
- Professional email and telephone etiquette.
- Strong interpersonal skills with the ability to handle confidential information with professionalism and discretion.
- Excellent organizational skills and attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Ability to learn and use HRIS, payroll systems, and HR software.
- Strong multitasking and time-management skills.
- Proactive, reliable, and able to work independently and collaboratively.
EDUCATION AND EXPERIENCE:
- Associate's degree preferred.
- Prior administrative or HR office experience preferred.
- Required: Bilingual in Spanish and English (Spoken and written)
PHYSICAL REQUIREMENTS:
- Prolonged periods of sitting and working on a computer.
- Ability to lift to 15 pounds occasionally.
- Ability to move throughout the workplace, including standing, walking, and using stairs.
- Manual dexterity to operate a computer and perform repetitive tasks such as typing.
- The work environment noise level is moderate
