HR Administrative Assistant/Payroll Clerk

We are seeking a proactive and organized Human Resources Administrative Assistant / Payroll Clerk to support our growing construction workforce. This role provides essential administrative and coordination support across recruiting, onboarding, payroll preparation, training logistics, and employee record management, with a strong emphasis on accuracy, organization, and compliance.

The position works closely with the Human Resources Director to support HRIS, timekeeping, benefits administration tasks, workforce programs, and documentation, while assisting with recruiting and training coordination to support skilled trades hiring and employee development.

This position is designed as an administrative support role with potential for expanded responsibilities over time, contingent on performance, training, and business needs.

Essential Functions

• Maintain accurate and compliant employee personnel files (paper and electronic), including filing, scanning, document organization, and record retention.
• Support HRIS, ATS, and payroll systems through accurate data entry, updates, reporting, and document tracking.
• Collect, review, and verify weekly employee timecards; follow up with supervisors to resolve missing or inaccurate entries.
• Assist with weekly payroll preparation, audits, corrections, and payroll documentation under HR Director review and approval.
• Track employee attendance, absences, and leave usage to ensure accurate payroll and HRIS records and timely escalation of discrepancies.
• Coordinate onboarding and offboarding activities, including scheduling, paperwork preparation, checklist tracking, and follow-up.
• Coordinate pre-employment screening activities, including background checks, drug testing, employment verification, and reference checks, in accordance with company policy.
• Prepare and process Verification of Employment & Salary (VOES) requests, ensuring proper authorization, accuracy, confidentiality, and record retention.
• Provide administrative support for benefits administration, including enrollment data entry, eligibility tracking, life-event documentation, and open enrollment support.
• Assist with recruiting coordination, including interview scheduling, candidate communication, job fairs, apprenticeship events, and applicant tracking.
• Support coordination and communication related to H-2B visa workers and apprenticeship programs through scheduling, documentation tracking, and onboarding assistance.
• Serve as a point of contact for routine HR and payroll inquiries, escalating compliance-related or non-standard matters to the Human Resources Director.
• Maintain calendars, compliance trackers, audit documentation, and perform additional administrative duties and special projects as assigned.

Qualifications:

• Associate’s degree in human resources, business administration, or a related field preferred; equivalent combination of education and relevant administrative experience will be considered.
• Minimum of 2 years of administrative experience, preferably supporting HR, payroll, or office operations.
• Strong attention to detail and ability to handle confidential employee, payroll, and benefit information.
• Proficiency with Microsoft Office and the ability to learn HRIS, ATS, and payroll systems.
• Experience maintaining employee personnel records in compliance with record-retention and confidentiality standards.
• Effective written and verbal communication skills with employees, supervisors, and external partners.
• Strong organizational and time-management skills with the ability to meet weekly payroll and compliance deadlines.
• Experience supporting construction, field-based, or regulated workforces; exposure to benefits administration, recruiting support, or H-2B/apprenticeship programs preferred.
• Valid driver’s license and ability to travel locally to job sites, career fairs, and training locations.

Work Environment & Physical Demands

The physical demands described here are representative of those that must be met by an employee, with or without reasonable accommodation, to successfully perform the essential functions of this job.

• Primarily office-based role in a construction and field-support environment with regular interaction with field employees, supervisors, and management in person and via phone or email.
• Ability to sit for extended periods while working at a computer workstation, as well as stand, walk, and move throughout the office, job sites, or facilities as needed.
• Frequent use of computers, phones, scanners, printers, copiers, and other standard office equipment.
• Ability to lift, carry, push, or pull files, boxes, or office materials weighing up to 25 pounds occasionally.
• Ability to bend, reach, stoop, and kneel as necessary to access filing systems and office equipment.
• Ability to visually review documents, computer screens, and data for accuracy and detail, and to communicate effectively in person, by phone, and via electronic communication.
• Fast-paced, deadline-driven work environment, particularly around weekly payroll processing, onboarding, and compliance deadlines.
• Occasional exposure to construction operations, including visits to job sites or shops for onboarding, training coordination, or recruiting events.
• Occasional local or regional travel required to attend job fairs, apprenticeship events, training sessions, or worksites.
Requires the ability to manage multiple priorities while maintaining accuracy, confidentiality, and professionalism.

Compensation & Benefits

Comprehensive medical and dental

401K with employer matching

Life Insurance

Short Term Disability

PTO

Paid Holidays

Education reimbursement

Supplemental insurance plans

Prescription Safety Glasses

NS Giles – Excellence in Concrete Construction

N.S. Giles is a dedicated team of concrete construction professionals committed to delivering exceptional service to our clients. We deeply value the opportunity to provide the highest quality workmanship, backed by innovation and integrity.

We uphold the highest standards in job site safety and employee education, ensuring our people and expertise stand apart in the industry. Our comprehensive in-house equipment and specialized services distinguish us from competitors.

Our core markets include a diverse range of commercial developments, such as:

• Community-based education facilities

• Mixed-use and multi-family projects

• Healthcare infrastructure

• Civil works, including parking garages, water and wastewater treatment facilities, airports, and concrete paving

At N.S. Giles, we pride ourselves on offering dynamic career opportunities and mentorship for our employees. Our core values emphasize fostering a strong sense of family, promoting mutual respect, and maintaining a healthy work-life balance.

We are dedicated to encouraging leadership, ongoing training, and continuous education at all levels. Our mission is to consistently recruit, develop, and retain top talent in the industry.

NS Giles is an equal opportunity employer.