HR Administrative Assistant (Staffing)

Job Description

Job Description

HR Administrative Assistant

Location: Orlando, FL

Job Type: Full-Time

Department: Recruitment & Finance

Pay Rate: $22 - $25/hr.

Position Summary

The HR Administrative Assistant supports the Recruitment and Finance teams by ensuring new hire information is complete, accurate, and ready for payroll processing. This position serves as the final administrative checkpoint between Recruiting and Finance by reviewing onboarding documentation, verifying employee information, maintaining new hire tracking reports, and creating employee records in ADP for W-2 employees.

The ideal candidate is highly organized, detail-oriented, and enjoys working with data and processes in a fast-paced staffing environment.

Essential Job Responsibilities

New Hire Administration

• Manage and maintain the company's trackers to monitor all upcoming employee start dates.
• Review new hire documents submitted by recruiters for completeness and accuracy.
• Verifying all required employment documentation has been received prior to employee start dates.
• Communicate with recruiters regarding missing or incomplete onboarding documents.
• Ensure all required information is received before payroll processing deadlines.
• Assist candidates with any issues registering Virtual pay cards.

Employee Record Management

• Create and maintain employee records in ADP for W-2 employees.
• Verify employee demographic, tax, and employment information for accuracy.

• Process employee payment setup, including:
• Direct Deposit
• Pay Cards
• Ensure employees are assigned the correct employment classification and payroll information.
• Maintain accurate electronic employee records.

Payroll Support

• Prepare new employee records for payroll processing.
• Verify payroll setup is complete before an employee's first payroll.
• Assist with resolving employee record discrepancies.
• Coordinate with Payroll regarding new hires and employee updates.
• Process employee changes, including direct deposit updates and personal information changes.

HR Administrative Support

• Maintain confidential employee records and documentation.
• Assist with employment verification requests.
• Generate reports from ADP and internal tracking systems.
• Support Recruitment and Payroll with audits and compliance reporting.
• Scan, upload, and organize personnel documents.
• Perform other administrative duties and special projects as assigned.

Qualifications

Required

• High school diploma or GED required
• 2+ years of administrative experience, preferably in HR, payroll, staffing, or employee administration.
• Exceptional attention to detail and data accuracy.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a deadline-driven environment.
• Proficiency in Microsoft Office, including Excel, Outlook, and Word.

Preferred

• Experience with ADP Workforce Now or other payroll systems.
• Staffing agency experience a plus.
• Knowledge of payroll and employee record administration.
• Experience working with W-2 employee setup.
• Familiarity with employment documentation and payroll processes.

Skills & Competencies

• Strong attention to detail
• Excellent organizational skills
• Ability to identify discrepancies and resolve issues
• Strong customer service skills
• Effective communication with recruiters, payroll, and management
• Ability to maintain confidentiality
• Time management and prioritization
• Intermediate Microsoft Excel skills
• Ensuring employees are correctly set up before their first payroll.