Administrative Assistant

HR Administrative Assistant

The HR Administrative Assistant will provide administrative support to the Human Resources department, with a primary focus on employee records management, filing, and document digitization. This position will play a key role in transitioning employee personnel files from paper to electronic records by organizing, scanning, categorizing, and maintaining accurate documentation. In addition to records management, the HR Administrative Assistant will support new hire orientation, maintain HR tracking documents, and assist with various administrative tasks and departmental projects as needed. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining confidentiality.

Essential Duties and Responsibilities:

Employee Records Management and Filing (Primary Responsibility)

• Sort, organize, and maintain active and inactive employee personnel files. • Review existing paper records to ensure documents are properly categorized and filed. • Maintain consistent electronic folder structures and document naming conventions to ensure records are accurate, organized, and easily accessible to authorized personnel. • Maintain the confidentiality and security of employee personnel, medical, and other sensitive records in accordance with company policies. • Collaborate with HR and Legal to review, develop, and implement employee record retention and disposal procedures. • Perform ongoing filing, scanning, and records maintenance to ensure employee files remain current and organized.

New Hire Orientation and Onboarding Support:

• Assist with the preparation, coordination, and execution of new hire orientation. • Prepare orientation materials, employee welcome bags, and other onboarding supplies. • Coordinate employee uniform distribution, including collecting shirt sizes, organizing inventory, and maintaining distribution records. • Maintain and update new hire tracking spreadsheets and onboarding records. • Help ensure required onboarding paperwork is collected, accurately documented, and provided to the appropriate HR team members. • Provide general administrative assistance during new hire orientation sessions.

General HR Administrative Support:

• Assist with collecting, organizing, and maintaining HR-related documentation, including attendance, medical, and other employee records, as assigned. • Enter, update, and maintain accurate employee information in spreadsheets, HR systems, and other tracking tools. • Respond to basic employee inquiries and direct questions to the appropriate HR representative when necessary. • Provide additional administrative support to the HR team as business needs arise.

HR Projects and Process Improvement:

• Assist with special HR projects and departmental initiatives as assigned. • Help research, organize, and document potential process improvements. • Assist with the implementation of updated HR procedures, systems, and documentation processes.

Minimum Qualifications:

• High school diploma or equivalent required. • Strong organizational skills and attention to detail. • Ability to manage multiple tasks, prioritize assignments, and meet deadlines. • Ability to work independently while maintaining accuracy and consistency.

Standout Qualifications:

• Associate's degree in Business Administration, Human Resources, or a related field. • Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook. • Previous experience in Human Resources or an administrative support role. • Experience with electronic document management systems, scanning, or records management. • Familiarity with HR information systems, such as Workday.

Working Conditions:

• Primarily office-based position within a manufacturing environment. • Regular use of computers, scanners, printers, and other office equipment. • May require occasional lifting or moving of employee files, supplies, and orientation materials. • Ability to manage changing priorities and support departmental needs as assigned.

Employee Benefits:

At LanceSoft, full time regular employees who work a minimum of 30 hours a week or more are entitled to the following benefits:

• Four options of medical Insurance
• Dental and Vision Insurance
• 401k Contributions
• Critical Illness Insurance
• Voluntary Permanent Life Insurance
• Accident Insurance
• Other Employee Perks

About LanceSoft:

LanceSoft is rated as one of the largest staffing firms in the US by SIA. Our mission is to establish global cross-culture human connections that further the careers of our employees and strengthen the businesses of our clients. We are driven to use the power of our global network to connect businesses with the right people, and people with the right businesses without bias. We provide Global Workforce Solutions with a human touch.