Human Resources Assistant

Summary: 

Under the direct supervision of the HR Manager, the HR Assistant assists in performing duties in the following functional areas: payroll, employee benefits, recruiting, onboarding, and performance management. Maintaining assignments in a manner that ensures accuracy, and compliance with all applicable state and federal laws and regulations.

Essential Functions & Responsibilities:

1. Recordkeeping
   • Maintains the integrity and confidentiality of human resource files and records.
   • Maintains accurate and up-to-date human resource files, records, and documentation.
   • Accurately maintains all employee data in the payroll system.
   • Completes and verifies Forms I-9, submits I-9 documentation to E-Verify, and maintains I-9 files.
   • Assists with the processing of terminations.
   • Prepares new employee files, creates new hire ADP profile, and updates the tracker and reports information.
   • Performs periodic audits of the HR files and records to ensure that all required documents are collected and filed appropriately.
   • Sends required reports to managers in preparation of the performance review process.
   • Processes mail.
   • Assists with bi-weekly payroll functions including reviewing timecards, sending notices, answering employee questions, and fixing timecard errors. 
   • Tracks new hire benefits enrollment to ensure timely completion and proper HRA plan enrollment. 
   • Send digital and physical insurance cards to new employees.
   • Follow up with the training department to get new hire forms, acknowledgments, and photos.
   • Audits all Personnel Change forms and ensures data matches the payroll system and proper signatures are on completed forms.
   • Audits adherence to five days of PTO policy. 
   • Audits applicant responses to ensure all applicants have received a notice when the position closes. Sends report to the VP of HR.
   • Performs additional audits as needed to ensure dual control in all aspects of HR.
2. Employee Relations
   • Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring process, etc.; refers more complex questions to appropriate senior-level HR staff or management.
   • Sends birthday and anniversary reports to the Accounting and Marketing departments.
   • Assist with planning and organizing fun bunch activities. 
   • Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations. 
3. Recruiting
   • Submits new-employee background and credit checks. 

Additional Duties:

1. Backup 
   • Assists with new hire orientation. 
   • Assists with the preparation of the performance review process.
   • Assists with job posting and advertisement processes.
   • Assists with recruitment and interview process. Tracks status of candidates in ADP and responds with follow-up letters at the end of the recruiting process.
2. Growth Projects 
   • Collaborates with HR staff to identify improvements and enhancements; recommends and implements solutions. 
   • Proofreads and edits documents and correspondence produced by department as requested. 
   • Attends training as needed, both online and in person.