Human Resources Administrative Assistant

About the Role

The HR Administrative Assistant is the face of HR, often acting as the first point of contact for HR issues and questions. This role supports all HR-related duties and works closely with senior HR management on strategic initiatives. The incumbent will be proactive and integrate with a dynamic and fast-paced Human Resources Team.

Key Responsibilities

• Benefits Administration
• Set up life events for employees needing to change their benefits.
• Assist with Open Enrollment meeting(s) and communication.
• Complete timesheet(s) for employees on FMLA/Short Term Disability.
• Provide updates to managers on employee FMLA/Short Term Disability process status.
• Work with the team on broader wellness strategy.
• Process HSA Contributions.
• Payroll/HRIS Administration
• Collect, verify, and submit new hire, termination, and employee change paperwork to payroll bi-weekly.
• Create and process Personnel Authorization Forms (PAF’s) and update HRIS.
• Maintain and process severance worksheets, updating HRIS upon payroll processing.
• Manage commuting benefits (Metro) deductions and enrollment.
• Generate regularly scheduled reports.
• Assist with administrative compliance, annual evaluation projects, and internal system audits.
• Send new hire bios to the communications team.
• Employee Relations
• Answer employee, manager, and other questions regarding JBG SMITH policies, procedures, and benefits.
• Maintain confidentiality of all records, conversations, and documents related to employment.
• Compliance
• Ensure correct and current building posters (OSHA, etc.) are displayed in each building.
• Process I-9 Verifications, as needed.
• Conduct tenant background checks, as needed.
• General Administration
• Administer and reconcile all invoices, including health, dental, ancillary benefits, union benefits/dues, commuting benefits, background checks, catering, educational reimbursements, and other miscellaneous expenses.
• Participate in new hire orientation.
• Assist with IT Equipment return, as needed.
• Maintain Org Chart, reconciling with the Office Services team.
• Send monthly Birthday/Anniversary Announcements.
• Ensure vendor bills are paid on time and audit invoice accuracy.
• Assist or prepare correspondence.
• Support inclusion function and other team/company events.
• Handle mail distribution for the department.
• Assist HR team with research projects and/or special projects.
• Support key HR initiatives.
• Participate in rotating front desk coverage.
• Perform other assigned administrative duties.

Requirements & Tech Stack

• Technology-savvy: Knowledge of Microsoft Office (word processing, spreadsheets, database, presentation software). Demonstrates an interest in AI.

Qualifications

• Confidentiality and Data Privacy: Regard all data and information with a high level of confidentiality and privacy.
• Dependability: Consistently at work and on time, follows instructions, responds to management direction, and solicits feedback to improve performance.
• Interpersonal Skills: High level of interpersonal skills to handle sensitive and confidential situations with poise, tact, and diplomacy.
• Problem Solving: Identifies and resolves problems in a timely manner, gathering and analyzing information skillfully.
• Oral/Written Communication: Speaks clearly and persuasively. Able to interact and communicate with individuals at all levels of the organization. Edits work for spelling and grammar, presents numerical data effectively, and interprets written information.
• Planning/Organizing: Prioritizes and plans work activities, uses time efficiently, and develops realistic action plans. Ability to work in a fast-paced environment and juggle multiple competing tasks and demands.
• Thoroughness and Follow-up: Continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
• Adaptability: Adapts to changes in the work environment, manages competing demands, and deals with frequent change, delays, or unexpected events.
• Education/Training/Experience:
• Bachelor's degree required.
• 0-2 years’ experience in Human Resources or related professional area.