Human Resources Assistant

SUMMARY

The Human Resources Assistant provides essential administrative and operational support to the Human Resources Department while developing broad exposure to Human Resources practices and programs. This entry-level HR position is designed for an individual with foundational HR knowledge who is eager to learn, contribute, and grow within the department. The role assists with onboarding coordination, HRIS support, employee inquiries, personnel file management, compliance tracking, payroll support, employee recognition, HR events, policy and procedure development, departmental projects, and process improvement initiatives. The Human Resources Assistant is expected to demonstrate curiosity, initiative, attention to detail, and a continuous-improvement mindset by identifying opportunities to strengthen HR processes and the employee experience.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following. Other duties may be assigned.

Administrative & Department Support

• Provide administrative and operational support to the Human Resources Department, including organizing, tracking, and maintaining HR forms, documents, records, and department resources.
• Support HR communications, reminders, employee notices, meeting scheduling, training coordination, and other department administrative needs.
• Assist with employee milestone recognition, including cards, announcements, coordination, and related tracking.

Payroll Support

• Assist with reviewing and entering employee payroll authorization forms, including employee accounts receivable payroll deductions and other approved payroll-related forms.
• Support routine timecard review by checking for missing punches, missed approvals, and basic timekeeping discrepancies, and follow up as directed.
• Assist with preparing payroll-related reports, tracking sheets, and follow-up items as requested to support accurate payroll processing.

Onboarding & New Hire Support

• Assist with new hire onboarding coordination, including tracking required documents, forms, acknowledgments, background screenings, and onboarding tasks.
• Follow up on incomplete onboarding or background screening items and notify the appropriate HR team member of concerns, delays, or missing information.
• Help ensure new hire records are accurate, complete, and properly maintained in the HRIS system.

HRIS & Employee Inquiry Support

• Assist with routine employee inquiries through HRIS.
• Assist employees with locating forms, policies, documents, and basic HR resources.
• Support HRIS data entry, employee record updates, document uploads, and routine system maintenance while maintaining confidentiality.

Documentation, Personnel Files & Compliance Tracking

• Maintain accurate and organized personnel files and HR documentation in accordance with department procedures.
• Assist with scanning, uploading, filing, and organizing employee documents.
• Support compliance tracking related to required training, policy acknowledgments, certifications, licenses, deadlines, and other employment-related documentation.

HR Events, Wellness & Engagement Support

• Assist with planning, preparation, coordination, and administrative support for HR-related initiatives and events, including wellness programs, hiring events, job fairs, employee engagement activities, workplace culture initiatives, recruitment outreach, and other department-sponsored events.
• Support event logistics, including preparing materials, coordinating supplies, organizing schedules, tracking participation, and assisting with follow-up communication.
• Support employee recognition and engagement efforts, including milestone recognition, appreciation events, wellness activities, and related coordination.

HR Projects, Policies & Process Improvement

• Assist with researching, drafting, reviewing, updating, and organizing Human Resources policies, procedures, forms, guidelines, and Standard Operating Procedures (SOPs).
• Participate in HR projects and cross-functional initiatives in collaboration with leaders and team members from other departments.
• Assist with documenting HR workflows and procedures to promote consistency, efficiency, compliance, and continuity within the department.
• Identify opportunities to improve HR processes, forms, workflows, communications, and employee-facing resources and share recommendations with the Human Resources Manager.
• Assist with implementing approved process improvements and tracking their effectiveness.
• Conduct basic HR research and benchmarking as assigned to support policy development, department initiatives, and continuous improvement.
• Participate in department projects that provide exposure to multiple areas of human resources and support continued professional development.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The individual must demonstrate strong attention to detail, confidentiality, professionalism, organization, and a customer-service mindset. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Strong organizational and administrative skills.
• Ability to maintain confidentiality of employee, leadership, compensation, medical, investigative and organizational information.
• Ability to handle sensitive information with professionalism.
• Strong attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Ability to manage multiple tasks and follow through on deadlines.
• Customer-service focused attitude with a helpful and professional approach.
• Foundational knowledge of Human Resources principles, practices, terminology, or employment-related processes through education or prior experience.
• Demonstrated initiative, curiosity, and willingness to identify opportunities for improvement rather than relying solely on assigned tasks.
• Ability to research information, organize findings, and assist with developing policies, procedures, SOPs, and other HR resources.
• Ability to learn new HR concepts, systems, processes, and responsibilities as the position develops.
• Experience with HRIS systems, Paycom, or similar platforms preferred.
• Proficiency with Microsoft Office and general office technology.

EDUCATION and/or EXPERIENCE

• Associate’s required in Human Resources, Business Administration, or a related field (or equivalent experience).
• One to two years of administrative, office, customer service, or HR support experience preferred.

CAREER DEVELOPMENT & GROWTH

• Graystone Eye is committed to developing Human Resources talent from within the organization. The Human Resources Assistant position is intended to provide progressive exposure to multiple areas of Human Resources and opportunities to develop additional knowledge, skills, and responsibilities.

• As proficiency, performance, and HR knowledge develop, the team member may be provided opportunities to take on increasingly complex assignments, participate in broader HR initiatives, and prepare for advancement through the Human Resources department's career development structure.
• Career progression is based on demonstrated performance, competency development, organizational needs, and the availability of appropriate opportunities and is not automatic or guaranteed.

CONFIDENTIALITY

This position routinely handles highly sensitive and confidential employee, leadership, financial, and organizational information. The ability to maintain confidentiality, demonstrate discretion, and protect sensitive information is an essential function of this role and critical to maintaining trust across the organization

LANGUAGE SKILLS

Ability to read and understand instructions, correspondence, policies, procedures, and employee communications. Ability to prepare basic professional correspondence and communicate effectively with employees, managers, applicants, and external partners.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide using whole numbers, common fractions, and decimals. Ability to assist with basic tracking, data entry, and reporting.

REASONING ABILITY

Ability to apply common sense understanding to carry out written and oral instructions. Ability to identify routine issues, organize information, follow established procedures, and escalate complex or sensitive matters to the appropriate HR team member.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to sit, stand, walk, use hands and fingers, communicate verbally and in writing, and operate standard office equipment. The employee may occasionally lift and/or move up to 20 pounds.

WORK ENVIRONMENT

This role operates primarily in a professional office and healthcare practice environment. The noise level is usually quiet to moderate. The position requires regular interaction with employees, managers, applicants, and external partners.