SM Human Resources Administrative Assistant

About the Role:

The Human Resources Administrative Assistant provides dependable administrative and operational support to the Human Resources Department. This role serves as a welcoming point of contact for applicants, new hires, and employees while assisting with onboarding, employee records, communications, scheduling, and other HR processes. The successful candidate will be bilingual in English and Spanish, highly organized, professional, discreet, technically capable, and able to learn HR systems and procedures quickly.

Minimum Qualifications:

• High school diploma or GED required; associate degree or relevant postsecondary education preferred.
• At least two years of administrative, office, or customer service experience required; Human Resources experience is preferred.

Preferred Qualifications:

• Previous experience supporting Human Resources or employee onboarding.
• Experience facilitating orientations, training sessions, or group presentations.
• Experience working with a bilingual workforce.
• Experience in agriculture, manufacturing, food production, distribution, or another high-volume workforce environment.
• Experience using an HRIS, applicant tracking system, timekeeping system, or electronic employee-record system.

Responsibilities:

• Provide day-to-day administrative support to the Human Resources team, including support for the HR reception area, incoming calls, visitors, departmental projects, meetings, audits, and compliance-related record requests.
• Maintain accurate, complete, and organized electronic and paper employee records; complete data entry, file maintenance, document scanning, routine HR reporting, onboarding files, reports, and other HR materials.

• Respond professionally to employee and applicant questions and route issues to the appropriate HR team member or HR leadership when needed.

• Assist with interview scheduling, applicant communication, pre-employment coordination, onboarding materials, new-hire documentation, and timely entry of new-hire information into applicable systems.

• Support the coordination, organization, and execution of Human Resources events, employee activities, job fairs, recruitment events, and related outreach initiatives.

• Assist with creating, maintaining, and posting job vacancies through approved channels, including company platforms, job boards, and social media, in coordination with HR leadership.

• Provide administrative and communication support for employee engagement, retention, recognition, and workforce-support initiatives as assigned.

• Learn the company’s onboarding process and, after training, independently facilitate assigned portions of new-hire orientation and provide onboarding training to new hires.

• Follow up promptly regarding missing documents, incomplete forms, or other onboarding requirements while providing clear, welcoming support to English- and Spanish-speaking new hires.

• Serve as a courteous, professional, and approachable resource for employees and visitors; communicate effectively in English and Spanish, verbally and in writing, based on business needs.

Skills:

• Fluency in English and Spanish, including the ability to communicate effectively with employees and applicants in both languages.
• Excellent computer skills, including proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
• Ability to quickly learn HRIS platforms, onboarding systems, document-management tools, and company procedures.
• Strong organizational, time-management, follow-through, written and verbal communication skills.
• Excellent attention to detail and consistent commitment to accuracy.
• Ability to handle sensitive employee and business information with discretion and strict confidentiality.

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