Human Resources Assistant

About the Role

The HR Assistant provides administrative and operational support across Human Resources programs and processes, helping to ensure a positive employee experience and efficient HR service delivery. This role supports employee lifecycle activities, maintains employee records and HR documentation, assists with compliance and reporting activities, and serves as a key resource for employee inquiries and HR operational support.

Key Responsibilities

Employee Lifecycle Administration

• Manage employee onboarding activities, including new hire benefit elections and Form I-9 completion.
• Support benefits orientation as needed.
• Coordinate employee offboarding activities in partnership with IT, Legal, Payroll, Benefits, and HR Business Partners.
• Manage internal transfer processes and associated administrative tasks.
• Support the exit interview process, conduct exit interviews, and consolidate feedback and data.
• Coordinate employee headshot processes and updates within the HRIS.
• Process unemployment claims and respond to related inquiries.

Employee Records & Documentation Management

• Maintain accurate and up-to-date employee records, including personal information, employment documentation, promotions, transfers, and terminations.
• Ensure compliance with data privacy, record retention, and confidentiality requirements.
• Manage electronic and physical filing systems.
• Maintain employee personnel files and Documents of Record.
• Organize and maintain HR-related documentation, forms, templates, and reference materials.
• Oversee outsourced employment verification process; prepare verification and authorization letters.
• Manage Form I-9 reverifications and updates.
• Partner with Legal to coordinate and fulfill requests for employee records and documentation, including subpoenas and former employee file requests.

Employee Support & HR Services

• Serve as a point of contact for employee HR-related inquiries and provide timely assistance.
• Responsible for HR Operations mailbox, triaging questions and responding to inquiries.
• Coordinate company recognition and acknowledgement of employee life events, including sympathy flowers and newborn gifts.

Compliance, Reporting & Policy Administration

• Support employee education and awareness of HR policies and procedures.
• Participate in HR audits and support implementation of audit recommendations.
• Support Affordable Care Act (ACA) reporting and compliance activities.
• Maintain labor law postings, including onsite and electronic notices.
• Audit and maintain employee job descriptions.
• Assist with development, maintenance, and administration of HR policies and procedures.
• Manage the Employee Handbook, including content updates, posting, and compliance reviews.

HR Operations & Administrative Support

• Update and maintain ARC content for HR Operations, Benefits, and Leave programs.
• Support HR communications, including coordination with Corporate Communications, intranet postings, and employee communications.
• Facilitate and track purchase orders, contracts, and statements of work for the Benefits and HRIS teams.
• Manage the HR FedEx account and coordinate mailing requests.
• Provide project support for Benefits and Leave programs as needed.
• Serve as back-up support for Benefits and Leave functions.

Continuous Improvement

• Identify opportunities to improve HR processes and operational efficiency.
• Participate in projects focused on enhancing HR services, processes, and employee experience.

Requirements & Tech Stack

• HRIS systems
• Microsoft Office applications (e.g., Word, Excel, PowerPoint, Outlook)
• Form I-9
• Documents of Record
• HR Operations mailbox
• ARC
• Affordable Care Act (ACA)
• Employee Handbook

Qualifications

• Bachelor's degree in Human Resources, Business Administration, or a related field preferred.
• 0-3 years of experience in HR Operations, Human Resources, or a related role.
• Knowledge of HR laws, regulations, and HR best practices.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Excellent communication and interpersonal skills.
• Ability to handle sensitive and confidential information with discretion.
• Strong problem-solving skills and a proactive approach to work.
• Ability to effectively prioritize and manage multiple responsibilities in a fast-paced environment.