HR Administrative Assistant

ECS is seeking an HR Administrative Assistant to work in our Fairfax, VA office.

The Human Resources Administrative Assistant will perform administrative and operational duties that support the overall functions of the Human Resources Department. This role works closely with the HR team to ensure efficient onboarding, compliance monitoring, documentation management, and employee support. The ideal candidate will be proactive, detail-oriented, and capable of maintaining a high level of professionalism and confidentiality while interacting with employees, candidates, and third-party partners.

Onboarding:

• Assist the Onboarding Team with welcome emails and communication to newly hired employees.
• Provide timely responses to new hire questions throughout the onboarding process.
• Complete Form I-9 employment eligibility verification, including Section 2 and verification calls for supporting documents.
• Coordinate background screening requests through approved vendors and monitor completion.
• Maintain onboarding checklists and ensure all required documents are received, accurate, and uploaded to the designated systems.

Compliance:

• Stay up to date with USCIS requirements to ensure accurate and compliant I-9 processing.
• Assist in maintaining compliance with federal, state, and company HR policies and procedures.
• Support audit preparation activities by ensuring employee files and documentation meet regulatory standards.
• Assist with maintaining compliance records in accordance with retention guidelines and internal controls.
• Verify completion of mandatory trainings and assist with tracking company-wide compliance initiatives.

Administration:

• Process requests for the Training and Tuition Program
• Process employee changes (pay changes, supervisor changes, etc.)
• Coordinate VOE (Verification of Employment) via Equifax, responses and support employment-related investigations as needed.
• Prepare reports for BabyBox and New Hire welcome boxes to qualifying employees.
• Process unemployment claims by gathering required information and supporting documentation.
• Assemble New Hire Packets and upload to document management system (DynaFile).
• Upload HR documents into the document management system (DynaFile).
• Sort, log, and distribute physical mail for the HR Department.
• Provide administrative support to the HR team as needed.
• Prepare standard HR letters (employment confirmations, acknowledgments, etc.).

HR Systems & Reporting:

• Assist with recurring DynaFile system updates on a weekly basis.
• Support HR reporting and audit activities by maintaining accurate employee data and documentation.
• Run periodic in-house audits of employee files to ensure proper naming conventions, missing documents, and correct categorization.

• High School diploma or equivalent required.
• 2 years of experience in an administrative role, preferably in human resources
• Familiarity with HRIS and payroll systems, preferably ADP, and proficiency in Microsoft Office Suite.
• Basic understanding of HR compliance, labor laws, and best practices.
• Strong attention to detail and ability to manage multiple tasks with competing deadlines.
• Excellent written and verbal communication skills when interacting with employees at all levels.
• Comfortable working in a fast-paced environment with evolving priorities.
• Ability to handle confidential information with discretion and professionalism.