HR Administrative Assistant

Department: Human Resources
Reports To: Vice President of Human Resources
Employment Classification: Full-Time, Non-Exempt
Location: Laurel, Maryland, with support for other offices and jobsites as assigned

Position Summary

The HR Administrative Assistant provides administrative and clerical support to Freestate Electric’s Human Resources Department. This position assists with new-hire onboarding and orientation, Form I-9 and E-Verify processing, employee data entry, personnel-file maintenance, records management, and other daily HR activities.

The position supports office, field, union, and non-union employees working throughout Freestate Electric’s electrical construction and service operations. The successful candidate must be highly organized, detail-oriented, dependable, and capable of protecting confidential employee and company information.

Essential Duties and Responsibilities

New-Hire Onboarding and Orientation

• Prepare new-hire packets, employment forms, policy acknowledgments, benefit information, and other required onboarding documents.
• Schedule and assist with new-hire orientation for office, field, union, and non-union employees.
• Present or review routine onboarding information under the direction of HR management.
• Communicate with new hires regarding required documents, reporting instructions, orientation schedules, and outstanding onboarding items.
• Coordinate onboarding activities with HR, field supervision.
• Confirm completion of applicable pre-employment requirements, including background screening, drug testing, safety orientation, and required certifications.
• Enter new-hire information accurately and promptly into VISTA.
• Prepare employee orientation materials, and other items required for an employee’s first day.

Form I-9 and E-Verify Administration

• Assist with the timely and accurate completion of Forms I-9 in accordance with federal requirements and company procedures.
• Review original or legally acceptable employee documentation for facial validity and consistency without requesting specific or additional documents beyond what the law permits.
• Enter eligible new hires into E-Verify within the required timeframe.
• Follow established E-Verify procedures when a case requires additional action, including providing required notices under the direction of HR management.
• Track work-authorization expiration dates and notify HR management when reverification may be required.
• Assist with reverification while ensuring that HR management reviews questions involving automatic extensions, receipt rules, rehires, or unusual documentation.
• Maintain Form I-9 and E-Verify records separately from general personnel files.
• Maintain required confidentiality and follow non-discrimination requirements throughout the verification process.

HR Data Entry and File Maintenance

• Enter, update, and verify employee information in HR.
• Maintain complete, accurate, and organized electronic and paper personnel files.
• Scan, label, upload, file, and retrieve employee documents.
• Review records for missing information, signatures, dates, or inconsistencies and follow up as needed.
• Maintain separate confidential files for medical information, Form I-9 records, investigations, and other restricted documents.
• Prepare routine spreadsheets, tracking logs, employee lists, and HR reports.
• Assist with document-retention, archiving, and secure-destruction procedures.
• Perform periodic reviews of files to ensure documents are properly organized and retained.

General HR Administrative Support

• Respond to routine employee questions and refer sensitive or complex matters to HR management.
• Track completion of required policies, acknowledgments, training, licenses, and certifications.
• Order and maintain HR forms, onboarding materials, and office supplies.
• Maintain strict confidentiality concerning employee information, compensation, medical records, investigations, and company operations.
• Perform other administrative and HR-related duties as assigned.
• Coverage for Receptionist to cover lunch period.

Required Qualifications

• High school diploma or equivalent.
• At least two years of administrative, clerical, human resources, or personnel-records experience.
• Experience providing administrative support in a construction, union, field-service, or similar fast-paced environment.
• Basic knowledge of new-hire onboarding, Form I-9 completion, E-Verify, or personnel-file administration.
• Proficiency with Microsoft Word, Excel, Outlook, and electronic filing systems.
• Accurate data-entry and recordkeeping skills.
• Strong attention to detail and organizational ability.
• Ability to manage multiple assignments and meet time-sensitive deadlines.
• Ability to communicate professionally with employees, applicants, managers, union representatives, and outside organizations.
• Demonstrated ability to maintain confidential information.

Preferred Qualifications

• HR administrative experience with an electrical contractor, construction subcontractor, or union employer.
• Experience supporting both union and non-union employees.
• Hands-on experience processing Forms I-9 and E-Verify cases.
• Experience using VISTA.
• Familiarity with collective bargaining agreements, union referrals, or union benefit administration.
• Bilingual English and Spanish communication skills.

Knowledge, Skills, and Abilities

• Strong administrative, organizational, filing, and data-entry skills.
• Ability to follow established procedures and escalate unusual or sensitive matters appropriately.
• Ability to review forms and supporting documents for completeness and accuracy.
• Ability to prioritize assignments in a fast-paced construction environment.
• Strong interpersonal and customer service skills.
• Effective written and verbal communication skills.
• Ability to work independently and collaboratively as part of the HR team.
• Ability to maintain professionalism when handling confidential or sensitive employee matters.

Physical and Work Requirements

• Regularly operates a computer, telephone, scanner, copier, and other office equipment.
• Frequently communicates with employees, applicants, supervisors, and outside representatives.
• Must be able to review electronic and paper records for extended periods.
• Occasionally moves personnel files, onboarding materials, or office supplies weighing up to 20 pounds.
• May occasionally travel to Freestate Electric offices, union facilities, or construction jobsites.
• Must be able to perform the essential functions of the position, with or without reasonable accommodation.

Work Environment

This position primarily works in a professional office environment while supporting active electrical construction and service operations. Work volume may increase during periods of significant hiring, project mobilization, layoffs, recalls, benefit enrollment, or compliance review.

Equal Employment Opportunity

Freestate Electric provides equal employment opportunities to qualified applicants and employees without regard to any characteristic protected by applicable federal, state, or local law. Reasonable accommodations will be provided to qualified individuals with disabilities and for other legally protected needs, as required by applicable law.

Disclaimer

This job description summarizes the principal duties and qualifications of the position. It does not create an employment contract or guarantee employment for any specific duration. Freestate Electric may modify the duties, responsibilities, reporting relationship, or requirements of the position based on legitimate business needs, subject to applicable law and any controlling collective bargaining agreement.

Large, well-established construction contractor that is focused on being the best contractor in MD-VA-DC Metro area. When you become part of our team, you join an organization that encourages collaboration, vision and personal development. We have been around for over 40 years. Our state-of-the-art, “green” office is a professional environment with an informal construction feel that makes it fun to go to work each day. This position has the opportunity to grow and learn and advance.

*Section503/“This contractor and subcontractor shall abide by the requirements of 41 CFR 60-741.5(a). This regulation prohibits discrimination against qualified individuals on the basis of disability, and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified individuals with disabilities.
”VEVRAA/“This contractor and subcontractor shall abide by the requirements of 41 CFR 60-300.5(a). This regulation prohibits discrimination against qualified protected veterans, and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans.)”*********