Human Resources Assistant

Job Category human resources, administrative, assistant Employee Type PT Non-Exempt Description Part-Time Human Resources Assistant - Join Our Employee-Owned Company! Position Summary The Part-Time Human Resources Administrative Assistant provides administrative and organizational support to the Human Resources Department. This position is responsible for helping maintain accurate employee records, converting paper personnel files into an organized electronic filing system, entering and auditing employee data, supporting the administration of the company’s Predictive Index software, and assisting with recruiting and other HR-related activities. This role requires someone who is highly organized, dependable, detail-oriented, comfortable working with confidential information, and able to complete administrative tasks accurately and consistently. Essential Duties and Responsibilities Audit employee personnel files to ensure required documents are complete, accurate, appropriately signed, and properly filed. Identify missing, incomplete, outdated, or incorrectly filed documentation and communicate necessary corrections to the appropriate HR team member. Convert existing paper personnel files into organized electronic employee records. Scan, name, categorize, upload, and file documents according to the company’s electronic filing procedures. Create and maintain personnel files for new employees. Ensure personnel, medical, confidential, and other employment-related records are maintained in the appropriate files. Maintain orderly and secure paper and electronic filing systems. Assist with periodic file audits and record-retention projects. Retrieve employee records and documentation when requested by authorized HR personnel. Data Entry and Record Maintenance Enter employee and applicant information into HR systems, spreadsheets, databases, and other internal records. Review information for accuracy and correct administrative errors when identified. Update employee records following approved changes. Assist with maintaining employee lists, tracking reports, organizational records, and HR spreadsheets. Perform routine data audits to identify missing, inaccurate, or inconsistent information. Maintain accurate and current records while following established confidentiality and data-security requirements. Predictive Index Administration Update and maintain employee and candidate information within the company’s Predictive Index software. Send Predictive Index assessment invitations to employees and applicants as directed. Track assessment completion and follow up on outstanding assessments. Create and organize employee profiles, teams, job targets, and other records within the system. Assist managers and HR team members with locating Predictive Index reports and related information. Ensure employee changes, transfers, new hires, and terminations are accurately reflected in the system. Assist with maintaining accurate organizational and departmental information within the Predictive Index platform. Provide administrative support to the recruiter and recruiting process. Assist with posting job openings and updating job advertisements. Enter and update candidate information in recruiting systems and tracking spreadsheets. Review applications for basic required information and route qualified applicants to the recruiter. Assist with scheduling interviews and communicating interview details to candidates and managers. Send assessments, applications, forms, and other pre-employment documents to candidates. Track candidate progress and follow up on incomplete documents or assigned steps. Assist with organizing recruiting events, career fairs, interview materials, and candidate files. Help maintain an organized pipeline of active and prospective applicants. Perform additional recruiting-related assignments as directed. General Human Resources Support Prepare employee packets, orientation materials, forms, labels, folders, and other HR documents. Assist with filing, scanning, copying, mailing, and document preparation. Organize HR supplies, records, and shared work areas. Assist with special HR projects, audits, employee communications, and departmental initiatives. Provide courteous and professional assistance to employees, applicants, managers, and visitors. Direct employee questions to the appropriate HR team member. Perform other administrative duties as assigned. Confidentiality This position will have access to confidential employee, applicant, compensation, medical, and company information. The HR Administrative Assistant must maintain the highest level of confidentiality and may only access, discuss, or share information as authorized and necessary to perform assigned responsibilities. Required Qualifications High school diploma or equivalent. Previous administrative, clerical, data-entry, records-management, or office experience preferred. Strong organizational skills and attention to detail. Ability to enter and review information accurately. Ability to follow established processes and complete repetitive tasks consistently. Basic proficiency with Microsoft Word, Excel, Outlook, scanning equipment, and electronic filing systems. Ability to learn HR software, recruiting systems, and the Predictive Index platform. Strong written and verbal communication skills. Ability to manage multiple assignments and meet deadlines. Ability to work independently while seeking clarification when needed. Demonstrated reliability, professionalism, discretion, and sound judgment. Ability to maintain strict confidentiality. Preferred Qualifications Previous experience working in Human Resources, recruiting, payroll, benefits, or office administration. Experience auditing personnel or business records. Experience converting paper files into electronic records. Experience with HR information systems, applicant-tracking systems, or document-management platforms. Familiarity with Predictive Index software or other behavioral assessment systems. Working knowledge of Microsoft Excel, including basic spreadsheets, filtering, sorting, and data entry. Knowledge, Skills, and Abilities The successful candidate should demonstrate: Exceptional attention to detail. Strong filing and records-management skills. Accuracy and consistency when entering information. The ability to recognize missing or inconsistent documentation. Strong time-management and prioritization skills. Comfort working with paper files, electronic records, software systems, and spreadsheets. A service-oriented and team-focused attitude. The ability to handle sensitive situations professionally. A willingness to perform both routine administrative work and special projects. The ability to follow through on assignments with minimal supervision. Physical Requirements Ability to sit and work at a computer for extended periods. Ability to frequently use a keyboard, mouse, scanner, copier, and other standard office equipment. Ability to organize, retrieve, and transport personnel files and office materials. Ability to occasionally lift and carry boxes or files weighing up to approximately 25 pounds. Ability to bend, reach, stand, and move throughout the office as needed. #J-18808-Ljbffr