POSITION PURPOSE
The HR Assistant provides dedicated administrative support to the Talent function, including Talent Acquisition, Onboarding, Workforce Development, and Learning & Development. This role is responsible for executing high-volume, transactional work that supports hiring, onboarding, and training processes, ensuring accuracy, timeliness, and seamless experience for candidates and employees.
The HR Assistant plays a critical role in enabling Talent and Workforce Development professionals to focus on higher-value, relationship-driven and strategic work by owning the administrative components of recruiting, onboarding, and training operations.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
To perform this position successfully, an individual must be able to perform the essential functions of the job, with or without reasonable accommodation. The company will provide reasonable accommodations to qualified individuals with disabilities, consistent with applicable law.
Recruiting Administration
- Coordinate and schedule interviews across multiple stakeholders, ensuring efficiency and accuracy
- Communicate with candidates regarding interview logistics, confirmations, and scheduling changes
- Create and post job requisitions in the applicant tracking system (ATS)
- Maintain accurate candidate records, statuses, and documentation within the ATS
- Track candidate progress and follow up on outstanding scheduling or documentation items
Pre-Employment Processing
- Prepare and distribute offer letters and employment-related documentation
- Coordinate all pre-employment requirements, including background checks, drug screenings, physicals, and verification of employment, education, licenses, and certifications
- Track completion of all pre-hire requirements and follow up to ensure timely clearance for start dates
- Maintain accurate records of all pre-employment activities
Onboarding Administration
- Prepare new hire documentation and onboarding materials
- Coordinate onboarding logistics, including orientation scheduling and required sessions
- Complete and verify Form I-9 documentation in compliance with federal regulations
- Ensure all onboarding documentation is completed accurately and filed appropriately
- Serve as a point of contact for new hires regarding onboarding logistics and requirements
Data & Process Administration
- Maintain accurate and up-to-date records across recruiting and onboarding.
- Ensure documentation is complete, organized, and audit-ready
- Support data entry, tracking, and basic reporting for Talent and Workforce Development activities
- Identify missing or incomplete information and follow up to resolve gaps
General Talent Support
- Respond to routine candidate and employee inquiries related to hiring, onboarding, and training processes
- Assist candidates and employees with navigating application and learning systems
- Support Talent, Workforce Development and Learning team initiatives through administrative and logistical support as needed.
OTHER FUNCTIONS
- Perform additional duties and responsibilities as assigned
SUPERVISORY RESPONSIBILITIES
EDUCATION AND/OR EXPERIENCE
To perform this job successfully, an individual must have the following education and/or experience.
- Associate’s or Bachelor’s degree in Human Resources or related field a plus
- 1–3 years of administrative or HR support experience preferred
KNOWLEDGE, SKILLS, AND ABILITIES
The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily.
- Strong organizational skills with the ability to manage high-volume, detail-oriented work
- High attention to detail and accuracy in documentation and data entry
- Strong follow-through and ability to complete tasks with minimal oversight
- Effective communication skills and professional interaction with candidates and employees
- Strong customer service orientation
- Ability to handle confidential information with discretion and professionalism
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Familiarity with HRIS, applicant tracking systems (ATS), or learning management systems (LMS) preferred
PHYSICAL DEMANDS
To perform this position successfully, an individual must be able to perform the essential physical functions of the job, with or without reasonable accommodation. The company will provide reasonable accommodations to qualified individuals with disabilities, consistent with applicable law.
- Ability to remain stationary for extended periods
- Ability to move within office and training environments as needed
- Regular on-site presence is considered an essential function of this administrative role due to the need for in-person collaboration, hiring events, orientation, onboarding, and training.
IndyGo is an Equal Opportunity Employer