The Human Resources Assistant supports employees and connects them with resources and information throughout the employee lifecycle. This role will build effective relationships with managers and employees to support all phases of the employment cycle from onboarding through departure all employees (US, Canada and Internationally managed employees). Responsible for administrating HR processes and services responding to employee inquiries and questions, maintaining and updating data in HR systems and communications relating to lifecycle changes (hires/terms/personnel actions).

The Human Resources Assistant role requires a high level of accuracy, timeliness, and proactivity with a predisposition for solving problems and figuring out the best way to do things, with the goal of ensuring the Human Resources department is compliant with employment laws and regulations

Responsibilities:

• Create offer letter and memos utilizing templates for signature and/or confirmation for all personnel actions (compensation, position, and supervisor updates), during the employee lifecycle for US, Canada and Internationally managed employees.
• Compiling and updating employee records (filing hard and soft copies). Maintains the confidentiality of human resource files and records for employees.
• Provides documentation to payroll to ensure the accurate and timely payment of base compensation, bonus payments and deductions.
• Works closely with the HRIM and payroll team members to ensure accurate and consistent data collected and is being transferred accurately to appropriate parties. Ensures clear communications through active participation in weekly HR/payroll meetings.
• Answers frequently asked questions from employees relative to standard policies, hiring processes, etc.; Obtain input or refer more complex questions to appropriate HRBP or HR management.
• Assist with compliance with immigration laws through proper documentation from new hires within specified time limitations, and monitoring compliance by out of state locations. Ensures E-Verify is completed and I-9 records are accurate
• Assists with ensuring completion of all necessary employment paperwork and other related processes for new employees within the U.S and Canada, starting with creating offer letters, processing background checks, notifying internal departments, setting them up in HRIS system (ADP) providing onboarding paperwork (benefits, employee handbook, etc.)
• Assist with communication with immigration attorney providing needed documents for visa applications and processes
• Assists with maintaining files for all work visas, permanent residence cases and other immigration matters.
• Assist Manager, HR Operations with global and internal systems to ensure accurate and consistent data collected and is being transferred accurately to appropriate parties
• Provides back-up assistance for HRIM role during planned vacations and absences.
• Performs periodic audits of HR files and quality checks of HRIS data; ensures data integrity in HR systems and the accuracy of information filed. Ensure appropriate labeling of confidential information in accordance with ISO 27001 regulations
• Provide Verification of Employment (VOE) letters as needed.
• Creates ad hoc reporting as requested
• Maintains the confidentiality of human resource files and records.
• Assist with internal/external audits
• Support meetings, and general purchase/invoices and ad hoc projects
• Processing HR purchasing orders, invoices, and reconcile HR Department credit card / purchasing card billing
• Obtain and stay current with employment legal requirements and regulatory issues concerning human resources through HR publications, participation in projects and surveys, vendor contacts, employer networks and continuing education.
• Partner with HR Team on special projects as assigned
• Some travel may be required

Additional Responsibilities:

• Support the Company’s vision and mission statement.
• Adhere to all Company policies and procedures as outlined in the various Corporate Policies and the Employee Handbook.
• All employees are responsible for general cooperation and support of all Company locations.
• All employees are expected to work in a manner that supports a safe and healthy work environment for themselves and others. This includes following established rules, policies and practices of environmental, health and safety in the workplace.

Qualification

Education and Experience:

• High school diploma or equivalent required.
• College degree in business administration, Human Resources, or related field preferred
• 1-3 years in an office environment
• 1 year in related HR administration
• Familiarity with applicable employment laws and regulations.
• Familiarity with international employment regulations desirable

Specific Skills, Knowledge and Abilities: 

Technical /Business Unit Related Skills & Knowledge:The technical skills and knowledge that are important for a specific role that enable an employee to fulfil the technical and business needs of their role This is to be defined by the respective business unit/department and will be evaluated in performance assessments.

• Ability to act with integrity, professionalism, and confidentiality.
• Excellent verbal and written communication skills.
• Excellent organizational skills, attention to detail and accuracy
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks, meet deadlines and adapt to a fluid environment
• Ability to establish and maintain effective relationships internal customers and colleagues.
• Proficient with Microsoft Office Suite, with advanced understanding of Excel
• Ability to quickly learn the organization’s HRIS systems. (SAP/ADP WFN/Success Factors/Cornerstone)
• Strong interpersonal skills with a customer service focus.
• Able to successfully operate within a matrixed structure and work as part of a global team.
• Ability to work effectively, efficiently and strive for continuous improvement

Competencies:

Fundamental competencies form the foundation for individual and organizational success in TÜV SÜD and apply to all employees and showcase behaviors aligned to TÜV SÜD values and culture cornerstones and will be evaluated in performance assessments

• Communication
  • Listen to others and send clear, convincing and balanced messages as well as effectively exchange ideas, information and feelings with stakeholders.
  • Pay attention to non-verbal behavior and respond respectfully.
  • Give and take feedback constructively.
  • Possess empathy and make it the guiding principle for communication.
• Collaboration
  • Work as a team with people (internal / external) through traditional and / or virtual collaboration, to develop ideas / solutions and complete a project / task, taking into consideration diversity in views and experiences.
  • Respect other’s opinions and feedback
  • Keep communication open and never withhold information necessary to carry out tasks.
  • Place group goals above personal satisfaction and/or recognition and reach consensus on how to achieve the goals.
  • Show appreciation and support each other.
• Customer Orientation
  • Assess and understand internal and external customer needs.
  • Act with integrity when creating value and results for customers and the organization.
  • Establish and maintain effective and trusting relationships with customers.
  • Continuously identify and explore business opportunities and innovation.
• Self- Management
  • Effective and efficient in managing one’s time, energy, emotional well- being, and workload.
  • Maintain a good professional image, work standards and expectations.
  • Ensure personal life does not impact work productivity and efficiency

Additional information

Equal Opportunity Employer – Disability and Veteran

TÜV SÜD America, Inc. is an equal opportunity, affirmative action employer and considers qualified applicants for employment without regard to race, color, creed, religion, ancestry, marital status, genetics, national origin, sex, sexual orientation, gender identity and expression, age, physical or mental disability, veteran status and those laws, directives, and regulations of Federal, State, and Local governing bodies or agencies. We participate in the E-Verify Employment Verification Program.

For more information on applicable equal employment regulations, please refer to the following: Labor Law 2024