Temporary HR Support Specialist

Job Description

Job Description

Description:

Summary

As part of Wayman College of Aeronautics’ continued efforts to modernize internal processes, the Human Resources department is transitioning from paper-based personnel records to a fully digital document management system.

The Temporary HR Support Specialist will provide administrative support to the Human Resources department by assisting with the organization, digitization, and maintenance of employee records. This role will focus on scanning, downloading, uploading, organizing, and accurately categorizing confidential HR documentation, including onboarding records, employment records, compliance documents, and other personnel files.

This position is ideal for an organized, detail-oriented individual who enjoys structured, project-based work and is comfortable handling confidential employee information in a professional aviation education environment.

This is a fully onsite temporary position based in Pembroke Pines, Florida. The expected assignment duration is approximately 3 to 7 months , with an immediate start preferred. At this time, this position is intended to remain temporary, and there is no anticipated transition to a full-time or part-time role upon completion of the assignment . Future employment opportunities may be considered based on business needs and available positions.

Essential Functions

• Scan and digitize a high volume of paper-based Human Resources files and employee records.
• Download electronic documents from existing systems, shared drives, and other approved sources, and upload files into designated digital storage systems, including Dropbox and other HR-approved platforms.
• Organize, rename, and categorize electronic documents to ensure records are properly maintained and easily accessible.
• Create, organize, and maintain structured digital folders to support consistent document management practices.
• Review and categorize HR documentation, including onboarding paperwork, employment records, I-9 forms, benefits-related documents, and other compliance-related files.
• Ensure employee records are complete, accurately labeled, and stored according to established HR processes.
• Assist with transferring historical employee records from paper-based and existing electronic formats into organized digital files.
• Review existing files to identify missing, duplicate, or incorrectly stored documents and escalate discrepancies as appropriate.
• Maintain confidentiality and safeguard sensitive employee information while handling personnel documents.
• Support HR administrative projects and operational tasks as assigned.
• Provide general administrative assistance to the Human Resources department as needed.
• Follow company policies, confidentiality requirements, and data security practices when handling employee information.

Competencies

The successful candidate should demonstrate the following competencies:

• Strong attention to detail and accuracy when reviewing and organizing documentation.
• Excellent organizational skills with the ability to manage repetitive tasks while maintaining quality.
• Ability to handle confidential and sensitive employee information with professionalism and discretion.
• Strong time management skills and ability to meet project deadlines.
• Ability to follow established processes and instructions.
• Proficiency with computer systems, digital file management, and Microsoft Office applications.
• Ability to work independently while also collaborating effectively with the HR team.
• Dependable, reliable, and committed to completing the temporary assignment.

Physical Demands

The physical demands described below are representative of those required to successfully perform the essential functions of this position:

· Ability to sit and work at a computer and scanning station for extended periods.

· Ability to frequently handle paper files, folders, and documents.

· Ability to lift and move boxes or files weighing up to approximately 25 pounds as needed.

· Ability to perform repetitive tasks involving scanning, sorting, filing, and document organization.

· Ability to communicate effectively with team members in a professional office environment.

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

Position Type and Expected Hours of Work

· Temporary, part-time position.

· Expected assignment duration: approximately 3 to 7 months.

· Work schedule: Monday through Friday, averaging approximately 25–29 hours per week.

· This is a fully onsite position located at Wayman College of Aeronautics in Pembroke Pines, Florida.

· Immediate availability is preferred.

Required Education and Experience

· High school diploma or equivalent required.

· Prior experience in administrative support, records management, document processing, or office operations required.

· Ability to maintain confidentiality when handling sensitive employee information.

· Basic computer proficiency and experience managing electronic documents.

Preferred Education and Experience

· Associate degree or bachelor’s degree preferred, preferably in Human Resources, Business Administration, or a related field.

· Prior experience supporting a Human Resources department or similar administrative function.

· Familiarity with HR documentation, including onboarding paperwork, I-9 forms, employee files, benefits documentation, and compliance-related records.

· Experience with digital document management systems such as Dropbox, G-Drive, or similar platforms.

· Experience working in a regulated industry, education environment, aviation environment, or other compliance-focused organization.

· Experience supporting projects involving document conversion, records cleanup, or digital file organization.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

PEA-Wayman Education, LLC is a Drug Free Workplace and all applicants will be subject to a pre-employment drug screen.

Qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.