Human Resource Assistant

Job Description

Job Description

Job Title: Human Resource Assistant Job Description

The Human Resource Assistant supports the full employee lifecycle by coordinating onboarding, employment changes, and offboarding while maintaining accurate HR records and delivering timely, employee-focused service. This role provides essential HR operations support, ensures compliance with established procedures, and partners closely with HR, Payroll, Benefits, and other stakeholders to create a consistent and positive experience for employees.

Responsibilities

• Coordinate pre-employment and new hire onboarding activities from initiation through completion.
• Prepare and distribute new hire communications, forms, checklists, orientation materials, and required documentation.
• Monitor completion of new hire paperwork and follow up on missing, incomplete, or inaccurate information.
• Coordinate orientation schedules, equipment and workspace requests, system access requests, and introductions to key stakeholders.
• Create or update employee records in the human resources information system and related platforms.
• Maintain onboarding trackers, communicate status updates, and escalate potential delays or process barriers.
• Help deliver an organized, welcoming, and consistent new hire experience.
• Support employee changes such as transfers, promotions, manager updates, job changes, organizational changes, and work location updates.
• Prepare, route, track, and retain supporting documentation and approvals for employee transactions.
• Enter, verify, and audit employee data to ensure records remain complete and accurate.
• Coordinate handoffs with Payroll, Benefits, Talent Acquisition, HR Business Partners, and other process owners, as appropriate.
• Coordinate employee separation activities, including resignations, retirements, and other employment terminations.
• Prepare offboarding communications, documentation, and checklists, and track required actions through completion.
• Coordinate return-of-property, system access removal, final documentation, and applicable stakeholder notifications.
• Update employee records and maintain separation documentation according to retention and confidentiality requirements.
• Escalate sensitive, unusual, incomplete, or policy-dependent matters to the appropriate HR partner.
• Maintain accurate, organized, and confidential electronic and personnel records.
• Enter, update, validate, and audit employee information in HR systems, trackers, shared files, and service platforms.
• Monitor assigned HR request queues, shared mailboxes, or case management systems and route requests to the appropriate owner.
• Respond to routine employee and manager questions using approved resources, templates, and procedures.
• Prepare, format, proofread, organize, and distribute HR correspondence, reports, presentations, forms, job aids, and standard communications.
• Maintain HR calendars, trackers, distribution lists, document repositories, templates, and process documentation.
• Support employment verification, document requests, data requests, audits, reporting, and other recurring HR activities.
• Assist with HR meetings, events, project coordination, scheduling, notes, action-item tracking, and follow-up.
• Identify recurring documentation errors, data gaps, unclear instructions, or employee confusion and share observations with the team.
• Contribute to process improvement, standardization, cross-training, and knowledge management efforts.
• Perform other duties and special projects as assigned.
• Provide timely, professional, accurate, and employee-focused support.
• Follow established HR procedures, service standards, internal controls, and escalation paths.
• Protect confidential employee and organizational information and use appropriate discretion when handling sensitive matters.
• Support audit readiness by maintaining complete documentation, accurate records, and clear transaction or case notes.
• Escalate complex employee relations, legal, compliance, policy interpretation, or exception requests to the appropriate HR professional.

Essential Skills

• At least 2+ years of experience working with UKG, Zendesk, and Outlook.
• Human resources support experience with a focus on onboarding, administrative support, and clerical tasks.
• Hands-on experience with UKG human resources systems.
• Hands-on experience with Zendesk or similar case management or ticketing tools.
• Proficiency with Microsoft Outlook for professional communication and coordination.
• One to three years of administrative, customer service, human resources support, or HR operations experience.
• Experience handling confidential information and maintaining accurate records.
• Proficiency with Microsoft Word, Excel, Outlook, Teams, and related productivity tools.
• Strong written and verbal communication skills.
• Strong organization skills with reliable follow-through and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Ability to follow defined procedures and recognize when escalation is needed.

Additional Skills & Qualifications

• Associate degree in Human Resources, Business Administration, or a related field, or an equivalent combination of education and relevant experience.
• Experience coordinating onboarding, employment changes, and offboarding processes.
• Familiarity with HR information systems and maintaining electronic personnel records.
• Experience working with shared mailboxes, HR request queues, or case management systems.
• Ability to prepare and format HR correspondence, reports, presentations, and standard communications.
• Experience supporting audits, reporting, and recurring HR activities.
• Interest in contributing to process improvement, standardization, cross-training, and knowledge management.
• Comfort working in a customer-focused HR support environment.

Work Environment

This position offers flexibility with both remote and hybrid work options. Candidates who meet all core system and experience requirements may work fully remote. Candidates who do not meet all remote requirements may work in a hybrid arrangement based in the Washington, DC area, typically on-site on Tuesdays and Wednesdays. The role relies heavily on HR technologies and productivity tools, including UKG, Zendesk, Microsoft Outlook, Word, Excel, and Teams, as well as HR information systems, shared mailboxes, and case management platforms. The environment emphasizes professional communication, accurate documentation, and collaboration with HR, Payroll, Benefits, Talent Acquisition, and HR Business Partners. Work is performed in a professional office or home office setting with standard business hours, requiring reliable internet connectivity, focus, and adherence to established HR procedures and confidentiality standards.

Job Type & Location

This is a Contract to Hire position based out of Indianapolis, IN.

Pay and Benefits

The pay range for this position is $26.44 - $26.44/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully remote position.

Application Deadline

This position is anticipated to close on Sep 23, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on us.fitly.work for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.