Human Resources Administrative Assistant

Job Description

Job Description

Job Title: Human Resources Administrative Assistant (Contract)

Job Description

This Human Resources Administrative Assistant role is a 6‑month onsite contract opportunity, with potential to extend based on ongoing needs. The position focuses on auditing and organizing employee records across multiple sites, standardizing files into a virtual database, and supporting the HR team in a professional corporate environment. This is an excellent entry point into HR or business for candidates looking to gain hands-on corporate experience.

Responsibilities

• Audit employee files for multiple sites, reviewing records for completeness and accuracy.
• Identify missing documents in employee files and proactively follow up with employees to obtain required forms and signatures.
• Create complete employee files for individuals who do not currently have them established.
• Organize and process a high volume of paper-based and digital employee records.
• Scan, digitize, and upload documents into a virtual database, ensuring proper categorization and file naming.
• Standardize employee records from different formats and locations into one consolidated virtual database.
• Maintain meticulous record keeping and documentation practices in line with HR and corporate standards.
• Provide administrative support to the HR team, including data entry and file processing as needed.
• Communicate professionally with employees across multiple sites to coordinate document collection and resolve record issues.
• Manage assigned projects with minimal supervision, staying organized and self-directed to meet deadlines.
• Collaborate with onsite HR team members to align record-keeping processes and support broader HR initiatives.
• Handle confidential employee information with discretion and maintain strict confidentiality at all times.

Essential Skills

• Demonstrated high attention to detail, especially when auditing and organizing large volumes of employee files.
• Experience or strong ability in records documentation, record keeping, and file processing.
• Proficiency in data entry with accurate and efficient input of information into databases or tracking systems.
• Strong professional communication skills, both written and in-person, for interacting with employees and HR staff.
• Comfort working in a corporate or HR environment with employee records and administrative processes.
• Ability to confidently follow up with employees across multiple sites to collect missing documents and signatures.
• Capability to scan, digitize, and upload documents into a virtual database or electronic filing system.
• Organized and self-directed work style, with the ability to manage projects with minimal supervision.
• Customer service mindset when dealing with employees and internal stakeholders.
• Interest in human resources or business operations and willingness to learn HR processes.

Additional Skills & Qualifications

• Bachelor’s degree in business, human resources, or a related field is strongly preferred.
• Prior experience auditing employee files or working with HR documentation is beneficial but not required.
• Comfort working across multiple locations, supporting four sites in total.
• Ability to adapt to new systems and software as the organization selects and implements a virtual records platform.
• Strong organizational skills and ability to prioritize tasks in a fast-paced, project-driven environment.
• Professional demeanor and ability to work effectively as part of an onsite HR team.
• Motivation to build a career in HR or business and take advantage of an entry-level opportunity in a corporate setting.

Work Environment

This role is fully onsite, working standard business hours from 8:00 a.m. to 5:00 p.m. You will work alongside the HR team in a corporate environment, handling confidential employee records for multiple Southern California sites. The files you manage will be a mix of paper and digital, and you will help standardize them into one virtual database as the organization selects and implements new records management software. The setting is professional, office-based, and collaborative, providing direct exposure to HR operations and corporate processes, making it a strong environment for candidates looking to gain practical business and human resources experience.

Job Type & Location

This is a Contract position based out of Oceanside, CA.

Pay and Benefits

The pay range for this position is $25.00 - $29.00/hr.

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 onsite position in Oceanside,CA.

Application Deadline

This position is anticipated to close on Aug 24, 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.