HR Assistant

Job Title

HR Assistant
Job ID

2025-10771
Job Locations

US-NY-Rochester and surrounding areas
Category

Human Resources
Location : Location

US-NY-Rochester and surrounding areas
Home Department : Postal Code

14623
Home Department : Address

275 Kenneth Drive, Ste. 100
Type

Full-Time
Telecommute

No

Qualifications:

• Ability to independently follow through with duties in a responsible and professional manner.

• Excellent verbal and written communication skills
• Ability to work independently as well as in a team environment
• Excellent organizational skills

• Proficient skills in Microsoft Office
• Must maintain confidentiality and demonstrate discretion in handling sensitive information and data.

• Reliable transportation to and from work, and to offsite events as needed
• Minimum of High School Diploma; Associates degree preferred
• 1-2 years of experience in an HR administrative role

Our Commitment to Equity and Justice

 

We believe that people are entitled to dignity, respect, equity and justice. We champion a society that removes barriers. We reject racism and discrimination of any kind. We protest systemic and political inequities that marginalize people, recognizing that there is a history of structural racism in the United States. We will continue to learn and change to achieve justice. We know that strength comes from unity.

 

Responsibilities:

Administrative Support

1. Maintain Employee Records: Organize and update employee files, including personal data, employment history, and performance reviews.
2. Manage HR Documents: Prepare and maintain HR-related documents such as contracts, policies, and handbooks.
3. Maintain personnel files: Files documents in personnel files. Searches for and retrieves information contained in files as requested. Keeps files current (name changes etc). Removes termed paper files from payroll cabinets. Annual purge of termed files to onsite storage. Arranges for offsite storage as needed

 

Recruitment and Onboarding

1. Assist in Hiring Processes: Set up and clean up for in office hiring events.
2. Onboarding New Employees: Help prepare onboarding materials, support recruiters to conduct reference checks, and ensure new hires complete necessary documentation.
3. Create and Send Offer Letters: Prepare, send and collect all offer letters for candidates for employment.

Employee Relations

1. Respond to Employee Inquiries: Act as a point of contact for employees regarding HR policies, benefits, and procedures.
2. Maintain Personnel Files: Reads/examines incoming material for accuracy and legibility, gets clarification if necessary, classifies properly

 

Training and Development

1. Coordinate Training Sessions: Schedule and coordinate training programs and workshops for employee development.
2. Maintain Training Records: Keep records of training sessions, attendance, and employee progress.

Compliance and Reporting

1. Ensure Legal Compliance: Support the HR team in maintaining compliance with labor laws and company policies.
2. Audit New Hire Files: Monthly check and audit for compliance on new hire documentation and personnel files.
3. Quality Advancement Audits: Collaborate with QA surveyors to complete needed background check audits as scheduled by surveyors.

Total Rewards

1. Coordinate Benefits Events – Support the Total Rewards team by communicating with vendors and assisting with the coordination of employee benefits events.2
2. Track Vacation Profiles – Assist in maintaining accurate records of employee vacation profiles in collaboration with the benefits team.

General Office Support

1. Organizational Chart Maintenance: Keep all departmental and organizational charts up to date and accurate.
2. Coordinate with Other Departments: Liaise with other departments to ensure smooth HR operations and collaboration.