Human Resources Assistant

JOB DESCRIPTION

Human Resources Assistant 

Department: Human Resources Job Status: Full Time

FLSA Status: Non-Exempt Reports to: Director of Human Resources 

Work Schedule: M-F 8:00am-5:00pm Positions Supervised: N/A

POSITION SUMMARY:

The Human Resources Assistant provides comprehensive administrative and clerical support to the Director of Human Resources, HR Generalist, and the overall HR Department. This position plays a key role in maintaining employee records, assisting with HR programs, supporting recruitment, training, benefits, and employee relations, while ensuring compliance and confidentiality across all HR functions. The incumbent will interact with employees at all levels of the organization and external partners, handling sensitive information and multiple priorities with professionalism, accuracy, and discretion.

ESSENTIAL FUNCTIONS:

• Maintain and organize employee personnel files, ensuring accurate documentation and compliance with company policies and legal requirements.
• Scan, upload, and manage HR-related documents in both physical and electronic filing systems, including the HRIS (ADP).
• Process new hire, status change, and termination paperwork.
• Prepare and maintain employee and training records; monitor completion of mandatory training and certifications.
• Assist with scheduling and organize companywide and departmental training sessions, including logistics, materials, attendance tracking, and follow-up documentation.
• Assign, follow up, and track all training requirements within the Learning Management System (LMS); manage course enrollments, reminders, attendance, and completion status to ensure compliance.
• Assist with the open enrollment process and benefits communication.
• Conduct companywide annual background checks screenings.
• Prepare HR correspondence, reports, memos, forms, and presentations, ensuring accuracy and professionalism.
• Answer departmental phones, respond to inquiries, and serve as a liaison between HR, employees, and external vendors.
• Manage calendars, schedule appointments, meetings, and travel arrangements for the HR team.
• Handle incoming and outgoing mail, draft responses or route correspondence as appropriate.
• Assist in audits by providing required personnel documentation and reports.
• Prepare and process purchase orders, check requests, reimbursements, and other HR-related billing documentation.
• Maintain and update HR databases, reports, and spreadsheets, including attendance, census, new hires, and turnover tracking.
• Support HR projects, such as employee engagement activities, policy updates, and compliance initiatives.
• Act as back-up for payroll processing, front desk reception, and other administrative functions as needed.
• Perform special projects and other duties as assigned by the HR Director or HR Manager.

KNOWLEDGE, SKILLS, & ABILITIES:

• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to handle multiple priorities, meet deadlines, and maintain confidentiality.
• Excellent written and verbal communication skills, both in Spanish and English
• Proficient in Microsoft Office Suite and HRIS systems (ADP preferred).
• Knowledge of office management practices and HR principles and procedures.
• Professionalism and ability to interact effectively with all levels of staff, management and departments.
• Strong time management, problem-solving, and follow-up skills.
• High level of integrity, reliability, and accountability.
• Ability to work independently and collaboratively in a fast-paced environment.
• Friendly and customer-service oriented with a positive attitude.

EQUIPMENT OPERATION:

Computer, calculator, fax machine, telephone, copier, scanner.

EDUCATION/EXPERIENCE:

Two years of college or equivalent or a combination of education and experience of at least three (3) years administrative or HR assistant experience performing duties at an executive level. Working knowledge of word processing; good spelling & grammar skills or any equivalent combination of education, training and experience; Must be bilingual (Spanish/English); prior experience with Human Resources Information System (HRIS) data base a plus.

PHYSICAL DEMANDS: 

Physical Abilities Lift /Carry

Stand F (Frequently) 10 lbs. or less F (Frequently)

Walk F (Frequently) 11-20 lbs. O (Occasionally)

Sit F (Frequently) 21-50 lbs. N (Not Applicable)

Handling / Fingering F (Frequently) 51-100 lbs. N (Not Applicable)

Reach Outward F (Frequently) Over 100 lbs. N (Not Applicable)

Reach Above Shoulder F (Frequently)

Climb O (Occasionally)

Crawl N (Not Applicable)

Squat or Kneel O (Occasionally)

Bend O (Occasionally)

N (Not Applicable) Activity is not applicable to this occupation. 

O (Occasionally) Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day) 

F (Frequently) Occupation requires this activity from 33%-66% of the time (2.5 - 5.5+ hrs/day) 

C (Constantly) Occupation requires this activity more than 66% of the time (5.5+ hrs./day)

Other Physical Requirements: 

WORK ENVIRONMENT: 

Office Environment – Working conditions are good. Working environment is primarily in a climate-controlled office. The noise level in the work environment is usually moderate.