Human Resources Assistant

Description

JOB SUMMARY:

The Human Resources Assistant provides comprehensive administrative and operational support across key human resources functions, including talent acquisition, onboarding and offboarding, employee relations, benefits administration, performance management, HR compliance, records management, and reporting. 

This role supports the organization’s employee experience by ensuring human resources processes are efficient, responsive, compliant, and aligned with organizational values and policies. The HR Generalist serves as a key resource to employees and managers, maintains accurate HR data and documentation, and helps foster a positive, trauma-informed, and inclusive workplace culture.

JOB RESPONSIBILITIES:

Recruitment and Hiring 

•  Support the full-cycle recruitment process by posting open positions, tracking candidates, conducting initial phone screens, and coordinating interviews.
• Prepare offer letters and coordinate pre-employment activities including reference checks, background screenings, employment and educational verifications. Maintain recruitment records and applicant tracking systems to ensure compliance and accurate reporting.
• Assist hiring managers with interview scheduling, candidate communications, and onboarding preparation.

Onboarding and Employee Experience 

• Enter and maintain employee information into the Human Resources Information System and support onboarding setup and documentation.
• Coordinate onboarding logistics including workspace, equipment, computer access, phones, badges, and related setup.
• Conduct new employee orientation and ensure completion of onboarding documentation and compliance requirements.
• Coordinate and facilitate the agency’s quarterly new hire orientation process.
• Support employee engagement initiatives      and help promote a welcoming and positive employee experience.
• Coordinate agency orientation and complete onboarding documentation.

HR Administration and Compliance 

• Create, maintain, and audit employee      personnel files and HR records in accordance with agency policy and legal      requirements.
• Convert paper files to electronic personnel records and ensure accurate document retention practices.
• Maintain HR SharePoint folders, internal forms, templates, and related documentation systems.
• Respond to employee inquiries regarding HR policies, procedures, benefits, and routine employment matters.
• Assist with policy acknowledgment tracking, compliance reporting, and annual HR audits.
• Maintain quarterly retention report.

Benefits and Leave Administration 

• Support benefits administration activities including open enrollment, employee changes, benefit reconciliations, and employee communications.
• Assist employees with benefit-related questions and coordinate with benefit vendors as needed.
• Maintain leave and benefits documentation in accordance with organizational and regulatory requirements.

Performance Management and Payroll Support

• Coordinate performance evaluation processes, tracking deadlines, and maintaining related records and communications.
• Process employee status changes, compensation updates, and payroll maintenance items within the HRIS.
• Collaborate with the Finance Department to support accurate and timely payroll processing.

Additional Responsibilities

• Maintain confidentiality and exercise discretion in handling sensitive employee and organizational information.
• Participate in HR projects, process improvements, and departmental initiatives.
• Perform other duties as assigned to support organizational operations and human resources functions.

Requirements

QUALIFICATIONS:

Associate’s or bachelor’s degree in human resources, business administration, or a related field preferred; equivalent combinations of education and relevant experience will be considered. Minimum of 2 years of human resources, administrative, or related experience preferred.

• Strong interpersonal, customer service, and communication skills, with the ability to build positive working relationships across all levels of the organization. 
• Demonstrated ability to handle confidential and sensitive information with professionalism, discretion, and sound judgment.
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities in a timely and accurate manner.
• Proficiency in Microsoft Office Suite, and SharePoint; experience with HRIS platforms; experience with Paylocity or similar systems is preferred.
•  Knowledge of basic employment practices, onboarding processes, benefits  administration, and HR compliance requirements preferred.
• Commitment to diversity, equity, inclusion, and trauma-informed workplace practices.

PHYSICAL REQUIREMENTS:

 While performing the essential duties of this job, the employee is required to sit for extended periods of time, frequently talk, hear, use hands and fingers to feel, handle and operate objects or controls, and stand, bend, stretch, stoop, kneel, crouch, and climb stairs. The employee is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures, review documents, and work on a computer.  The employee may occasionally lift and/or move up to 20 pounds. 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Housing Forward does not discriminate on the basis of race, color, religion, sex, citizenship, ethnic or national origin, age, disability, medical status, military status, veteran status, marital status, sexual orientation, gender identity or expression, genetic information, ancestry, or any legally protected status. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits and training. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, sexual orientation, veteran status, national origin, or disability.

Job descriptions are not intended and should not be construed to be all-inclusive lists of all responsibilities, skills, efforts or working conditions associated with a job. While this job description is intended to be an accurate reflection of the job requirements, management reserves the right to modify, add or remove duties from particular jobs and to assign other duties, as necessary. This job description does not constitute a written or implied contract of employment.