HR Administrative Assistant

Job description

Job Title: HR Administrative Assistant
Reports To: HR Manager
Location: Woodstock
FLSA Status: Non Exempt
Type: Part-Time (24 to 30 hours)

Position Summary:
The HR Administrative Assistant provides administrative support to the Human Resources department and assists with a variety of HR functions, including recruitment, onboarding, employee records, benefits administration, payroll support, training coordination, and employee communications. This role helps ensure accurate recordkeeping, timely processing of HR transactions, and a positive employee experience. The position works closely with the HR Manager to support day-to-day HR operations while maintaining confidentiality and professionalism.

Key Responsibilities

Recruitment & Onboarding Support
• Assist with posting job openings and monitoring applicant flow.
• Schedule interviews and coordinate candidate communications.
• Prepare onboarding paperwork and assist with new hire orientation.
• Conduct employment verifications, reference checks, and background checks as directed.
• Maintain recruitment files and job descriptions.
Payroll & Timekeeping Support
• Assist with payroll preparation and data entry.
• Review timesheets for completeness and notify managers of discrepancies.
• Track PTO balances and leave requests.
• Maintain payroll-related records and documentation.
Benefits & Employee Support
• Assist employees with benefit enrollment forms and general benefit inquiries.
• Process benefit changes and maintain benefit records.
• Support annual open enrollment activities and employee communications.
• Coordinate COBRA notifications and maintain related documentation.
• Assist with employee wellness and engagement initiatives.
HR Records & Administration
• Maintain employee personnel files and HRIS records.
• Prepare employment letters, forms, and routine HR correspondence.
• Process employee status changes, including new hires, transfers, and terminations.
• Assist with training records and compliance documentation.
• Maintain confidentiality of employee information.
Compliance & Reporting Support
• Assist with required HR reporting and recordkeeping.
• Maintain OSHA and Workers' Compensation tracking logs.
• Support ACA, EEO, and other employment-related reporting requirements.
• Assist with annual notices and compliance communications.
• Help maintain audit-ready HR records.
HR Projects & Administrative Support
• Assist with employee recognition, engagement, and training programs.
• Coordinate meetings, training sessions, and HR events.
• Prepare reports, spreadsheets, and presentations as requested.
• Provide administrative support to the HR Manager.
• Participate in special projects and other duties as assigned.


Qualifications
• Associate degree in Human Resources, Business Administration, or related field preferred.
• 1 to 3 years of administrative, HR, payroll, or office support experience preferred.
• Experience with HRIS, payroll, or timekeeping systems preferred.
• Strong organizational and customer service skills.
• Proficiency in Microsoft Office and computer systems.
• Ability to handle confidential information with discretion.
• Strong attention to detail and ability to manage multiple tasks.


Five Roles:
1. Support Recruitment & Onboarding - Assist with hiring, onboarding, and new hire paperwork to ensure a positive employee experience.
2. Maintain Accurate HR Records - Keep employee files, HRIS data, payroll records, and documentation organized and up to date.
3. Provide Employee & Benefits Support - Serve as a resource for routine employee questions, benefits administration, and HR processes.
4. Assist with Compliance & Documentation - Support compliance efforts through accurate recordkeeping, reporting, and required employment documentation.
5. Support HR Operations & Projects - Provide administrative support to the HR Manager and assist with HR programs, communications, and special projects.