Administrative Assistant

Description

Timberline ONE serves as parent to Timberline Landscaping, Timberline Trailcraft, Timberline Rock N Roll, and Timberline Building Systems. A 2021 Winner of "Best Workplaces in Colorado Springs" celebrating over 40 years in business.


The HR Administrative Assistant provides high-level administrative and organizational support to the Human Resources department and TimberlineONE companies. This role is ideal for a highly organized, detail-oriented administrative professional who is interested in learning and developing within Human Resources.

Previous HR experience is not required. We are looking for someone with a strong administrative foundation, excellent attention to detail, sound judgment, and the ability to manage confidential information and multiple priorities. Experience working with contracts, accounting, records management, compliance documentation, or other detail-intensive administrative functions is especially valuable.


Duties & Responsibilities

HR Administration & Employee Records

• Maintain accurate and organized employee records, personnel files, certifications, licenses, and HR database information.
• Enter and process employee changes accurately and timely, including job, department, supervisor, compensation, status, and other employment-related changes (including hiring and termination)
• Provide administrative support for employee onboarding, including new-hire paperwork, background checks, system documentation, and employee file setup.
• Maintain confidentiality and appropriately handle sensitive employee and company information.
• Regularly audit employee files, HR systems, and documentation for accuracy, completeness, and compliance.
• Assist with document collection, tracking, filing, scanning, and electronic records management.
• Monitor deadlines and follow up on missing documentation, certifications, signatures, and other HR requirements.

• Assist with monthly benefits administration and reconciliation.
• Assist with employee benefit documentation and routine employee questions, escalating more complex questions to the appropriate HR team member.
• Support annual open enrollment preparation and administration.

• Assist with tracking and maintaining HR metrics
• Prepare routine reports and spreadsheets for HR review.
• Audit HR records and reports for accuracy and identify discrepancies requiring follow-up.
• Assist with data collection for recurring HR reporting, compliance reporting, and department projects.
• Maintain tracking systems, spreadsheets, calendars, and reminders for recurring HR responsibilities and deadlines.

• Help coordinate employee training sessions, including scheduling, communication, materials, attendance, and recordkeeping.
• Track training completion and maintain accurate training records.
• Assist with maintaining employee certification and licensing records, including expiration dates and renewal documentation.

• With guidance and support from HR leadership, assist with maintaining compliance documentation related to federal, state, and local employment requirements.
• Monitor HR compliance calendars, recurring deadlines, and required documentation.
• Assist with documentation and administrative support related to DOT, I-9s, and other applicable HR compliance areas.
• Help maintain current HR forms, policies, notices, and supporting documentation.

• Prepare correspondence, reports, spreadsheets, forms, and other HR documents.
• Identify opportunities to improve administrative processes, organization, recordkeeping, and efficiency.
• Other duties as assigned.

Requirements

Education & Experience

Required:

• High school diploma or equivalent.
• 3-5 years of administrative experience in an office, business, accounting, contracts, operations, or similar professional environment.
• Strong organizational skills and demonstrated attention to detail.
• Ability to manage multiple priorities, deadlines, and recurring responsibilities.
• Strong written and verbal communication skills.
• Comfortable working with spreadsheets, databases, and business software.
• Ability to maintain confidentiality and exercise appropriate judgment when handling sensitive information.
• Ability to work independently while recognizing when questions or issues should be escalated.

HR experience is not required. Candidates should have an interest in learning Human Resources and developing their knowledge of HR administration, benefits, compliance, employee records, and HR systems.

Preferred Qualifications

• Administrative experience involving contracts, accounting, payroll, compliance, legal documentation, or records management .
• Experience auditing records or reconciling information for accuracy.
• Strong Microsoft Excel, Word, Outlook, and general computer skills.
• Experience working with an HRIS, payroll system, ERP, CRM, or other business database.
• Experience handling confidential or sensitive records.
• Bilingual English/Spanish is a plus.