Human Resources Assistant

HR Assistant

The HR Assistant provides dedicated administrative support to the Talent function, including Talent Acquisition, Onboarding, Workforce Development, and Learning & Development. This role is responsible for executing high-volume, transactional work that supports hiring, onboarding, and training processes, ensuring accuracy, timeliness, and seamless experience for candidates and employees.

The HR Assistant plays a critical role in enabling Talent and Workforce Development professionals to focus on higher-value, relationship-driven and strategic work by owning the administrative components of recruiting, onboarding, and training operations.

Essential Functions and Responsibilities

• Coordinate and schedule interviews across multiple stakeholders, ensuring efficiency and accuracy
• Communicate with candidates regarding interview logistics, confirmations, and scheduling changes
• Create and post job requisitions in the applicant tracking system (ATS)
• Maintain accurate candidate records, statuses, and documentation within the ATS
• Track candidate progress and follow up on outstanding scheduling or documentation items
• Prepare and distribute offer letters and employment-related documentation
• Coordinate all pre-employment requirements, including background checks, drug screenings, physicals, and verification of employment, education, licenses, and certifications
• Track completion of all pre-hire requirements and follow up to ensure timely clearance for start dates
• Maintain accurate records of all pre-employment activities
• Prepare new hire documentation and onboarding materials
• Coordinate onboarding logistics, including orientation scheduling and required sessions
• Complete and verify Form I-9 documentation in compliance with federal regulations
• Ensure all onboarding documentation is completed accurately and filed appropriately
• Serve as a point of contact for new hires regarding onboarding logistics and requirements
• Maintain accurate and up-to-date records across recruiting and onboarding.
• Ensure documentation is complete, organized, and audit-ready
• Support data entry, tracking, and basic reporting for Talent and Workforce Development activities
• Identify missing or incomplete information and follow up to resolve gaps
• Respond to routine candidate and employee inquiries related to hiring, onboarding, and training processes
• Assist candidates and employees with navigating application and learning systems
• Support Talent, Workforce Development and Learning team initiatives through administrative and logistical support as needed.
• Perform additional duties and responsibilities as assigned

Supervisory Responsibilities

• None

Education and/or Experience

• Associate's or Bachelor's degree in Human Resources or related field a plus
• 1–3 years of administrative or HR support experience preferred

Knowledge, Skills, and Abilities

• Strong organizational skills with the ability to manage high-volume, detail-oriented work
• High attention to detail and accuracy in documentation and data entry
• Strong follow-through and ability to complete tasks with minimal oversight
• Effective communication skills and professional interaction with candidates and employees
• Strong customer service orientation
• Ability to handle confidential information with discretion and professionalism
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Familiarity with HRIS, applicant tracking systems (ATS), or learning management systems (LMS) preferred

Physical Demands

• Ability to remain stationary for extended periods
• Ability to move within office and training environments as needed
• Regular on-site presence is considered an essential function of this administrative role due to the need for in-person collaboration, hiring events, orientation, onboarding, and training.

IndyGo is an Equal Opportunity Employer