Human Resources Administrative Assistant

1. PRIMARY PURPOSE –

The Human Resources Admin is responsible for handling a wide range of human resources related services, including employee records, recruitment, onboarding, and compliance with state and federal regulations. The position requires a detail-oriented, hands-on approach to supporting HR processes while fostering positive relationships with all employees.

2. ESSENTIAL DUTIES AND RESPONSIBILITIES –

1. Maintain and update employee records, HR databases, and personnel files, ensuring accuracy and compliance, including weekly filing.

2. Assist with recruitment activities, including posting job openings, screening candidates, scheduling interviews, and conducting reference checks.

3. Coordinate onboarding and orientation for new hires, including completion of required paperwork, scheduling calendar invites, and providing safety gear.

4. Track employee training, certifications, and safety requirements, ensuring completion of all mandatory programs on schedule. Organize annual training meetings and notify Senior HR Generalist when retraining is required.

5. Support seasonal workforce management, including proper documentation, onboarding, and regulatory compliance; provide weekly hours to staffing agencies for temporary employees.

6. Manage the milestone anniversary recognition program.

7. Prepare and distribute weekly and monthly reports, such as Employee Check-Off List, PTO accrual, birthdays, anniversaries, and other relevant data.

8. Create and distribute memos, flyers, gifts, and other employee communications. Manage and update OptiSigns digital displays.

9. Coordinate monthly birthday lunches.

10. Maintain the MAS calendar, ensuring prescheduled conferences, tours, and events are accurately reflected.

11. Manage the Office Depot account for the office and place orders as needed.

12. Monitor changes in HR laws, regulations, and procedures, coordinating with the team to ensure policies and processes remain compliant; stay current with HR best practices.

13. Draft and distribute emails, memos, and letters, collecting signatures as needed.

14. Serve as a backup for safety meetings, including notetaking, meeting setup, and related support.

15. Assist with benefits administration, including tracking employee eligibility and providing upcoming eligibility reports to the Senior HR Generalist.

16. Coordinate and schedule benefits enrollment meetings, ensuring employees receive timely information and enrollment materials.

17. Support benefits communication by answering employee questions and directing them to appropriate resources.

18. Manage Sick to PTO conversion processes, ensuring accurate tracking and compliance with company policy.

19. Assist in planning and coordinating employee events, including the annual employee party and other engagement activities. Work with vendors and internal teams to organize logistics, participation, and communication of company events.

20. Greet visitors warmly and provide general support.

21. Answer phones and facilitate communication between departments, ensuring the phone list is current and accurate.

22. Perform other duties as assigned by the company.

3. OTHER DUTIES AND RESPONSIBILITIES –

1. Arrive to work and meetings on time and prepared.

2. Maintain work areas in a clean and organized manner.

3. Perform any other duties assigned by your manager.

4. Respond promptly to customer needs.

5. Maintain confidentiality of business, customer and personnel matters.

6. Communicate changes and progress to manager.

7. Follow instructions, respond to management direction.

8. Demonstrate accuracy and thoroughness.

9. Adapt to changes in the work environment.

10. Maintain a positive attitude.

11. Follow policies and procedures.

12. Efficient use of company resources to create added value.

13. Observe safety and security procedures, uses equipment and materials properly.

14. Promote teamwork within your department, location, and company.

4. MINIMUM QUALIFICATIONS AND EXPERIENCE –

• 1–2 years of experience in Human Resources or a related administrative role, or an individual seeking to develop and grow a career in Human Resources.
• High level of interpersonal skills to handle sensitive and confidential situations and documentation.
• Attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines
• Excellent writing abilities.
• Self-starter and ability to work well in a manufacturing environment.
• Working knowledge of Microsoft Office, Excel, and Outlook.
• Exceptional customer service and phone skills.
• Ability to perform at high levels in a fast-paced ever-changing work environment.
• Bilingual in Spanish – writing, speaking, reading

Pay: $21.15 - $26.92 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Experience:

• Human resources: 1 year (Preferred)
• Administrative: 1 year (Preferred)

Language:

• Spanish (Required)

Work Location: In person

Salary : $21 - $27