Human Resources Assistant

Job description

Job Summary

The Human Resources Assistant provides administrative support to the HR department with a primary focus on employee file review, records digitization, HRIS record maintenance, documentation tracking, and compliance-related audits. This role requires strong attention to detail, confidentiality, organization, and follow-through while supporting HR projects and general administrative needs.

About the company
Encore Labs is a licensed and ISO 17205 accredited cannabis testing laboratory, offering full-service testing aimed at guaranteeing the quality and compliance standards of all cannabis products. At Encore, we strive to improve our scientific innovation in both laboratory efficiency and research & development.


General Duties
• Provide administrative support to the Human Resources department, including preparing and maintaining correspondence, forms, reports, and employee documentation.
• Review, organize, digitize, and maintain employee personnel files and related HR records in accordance with company procedures.
• Assist with HR records audits, including personnel files, I-9 documentation, training records, policy acknowledgements, annual notices, and other required employment documentation.
• Update and maintain employee information in HR systems and digital filing platforms, including Paychex, SharePoint, and other approved systems.
• Assist with records retention activities, including identifying, purging, and securely disposing of documents that have met applicable retention requirements.
• Maintain confidentiality and handle employee information, workplace matters, and company records with discretion.
• Support HR and Operations projects, provide receptionist backup coverage as needed, and perform other administrative duties as assigned.

Qualifications
• Must be at least 21 years of age
• Prior administrative experience required; HR, records management, compliance, or office administration experience preferred.
• Bachelor's degree in Human Resources, Organizational Management, Business Administration, or a related field with an emphasis in Human Resources preferred.
• Familiarity with employee records, confidentiality practices, and basic HR compliance documentation preferred.
• Proficiency in Microsoft Excel and Microsoft Office required; experience with SharePoint, Paychex, or another HRIS preferred.
• Strong organizational skills, attention to detail, accuracy, and ability to manage repetitive documentation tasks effectively.
• Ability to maintain confidentiality and handle sensitive employee information with discretion.
• Ability to work independently with direction, prioritize assigned tasks, and meet project deadlines.
• Professional communication skills and ability to follow up with employees regarding required documentation.

Compensation
• Pay Range: $21-$22


Physical Requirements
• Ability to sit, stand, walk, use a computer, handle paper files, and lift or move file boxes up to 25 pounds as needed.

Setting:
• Office and administrative work environment.

Schedule
• Monday, Wednesday, and Thursday, 10:00 a.m. to 6:30 p.m. (flexible)
Work Location
• Pasadena, CA.

Work Remotely
• No. This is an on-site position.

Encore Labs is an Equal Opportunity Employer committed to providing equal employment opportunities without regard to an individual's race, color, religion, age, sex, gender, gender identity, gender expression, sexual orientation, national origin, ancestry, marital status, medical condition, genetic information, military or veteran status, or disability.