Job Description

SUMMARY:

The HR Assistant provides vital administrative support to the Human Resources department, ensuring the smooth and efficient operation of HR processes. This role is responsible for assisting with recruitment activities, coordinating employee onboarding, maintaining accurate personnel records, leave coordination and supporting day-to-day HR functions. The HR Assistant plays a key role in fostering a positive workplace environment and ensuring compliance with company policies and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Assist with benefits administration, including enrollment, changes, and responding to employee inquiries
• Assist with benefits plan audits, reporting, and preparation of required documentation
• Assist with new hire onboarding, including preparing documentation, conducting orientation sessions, and ensuring all required paperwork is completed
• Maintain accurate and up-to-date employee records, both digitally and in physical files, ensuring confidentiality and compliance with company policies
• Prepare HR-related reports, correspondence, and presentations as needed
• Help organize employee engagement activities, training sessions, and other HR initiatives
• Respond to employee questions regarding HR policies, procedures, and programs, escalating complex issues as appropriate
• Ensure compliance with applicable employment laws and company regulations
• Perform general administrative tasks such as filing, data entry, and maintaining office supplies for the HR department
• Administer employee leave of absence programs, including but not limited to FMLA, disability, parental, medical, and personal leaves
• Serve as the primary point of contact for employees requesting or currently on leave, providing clear communication and guidance regarding procedures, documentation, and eligibility
• Process and track leave requests, ensuring all required paperwork and approvals are completed in a timely manner.
• Maintain accurate and up-to-date records in HRIS and leave management systems.
• Collaborate with HR, Payroll, and departmental managers to ensure seamless coordination of leave cases and accurate pay processing.
• Monitor return-to-work dates and coordinate with employees and managers to facilitate smooth transitions.
• Support the recruitment process by scheduling interviews, coordinating candidate communications, and maintaining applicant tracking systems.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

No requirement.

PERFORMANCE STANDARDS:

Maintains strict confidentiality of Personnel and HR related information. Performs functions in an accurate and timely manner. Professional in appearance and attitude. Utilizes interpersonal skills effectively in a team environment.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/ or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regulatory Requirements: Your position has specific procedures that must be followed to comply with Privacy Act, Office of Foreign Assets Control (OFAC), and Bank Secrecy/Patriot Act. You will receive annual training to keep you current on any changes to these policies/ procedures to assure compliance. Failure to comply with procedures may cause termination of your position as well as possible monetary penalties from the federal regulatory agency.

EDUCATION and/or EXPERIENCE:

Highschool diploma or equivalent required; associate’s or bachelor’s degree in Human Resources, Business Administration, or related field preferred; Previous experience in an administrative or HR support role is an advantage, or equivalent combination of education and experience. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) is required.

LANGUAGE SKILLS:

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to employees and members of the organization.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY:

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS:

No requirement.

OTHER SKILLS and ABILITIES:

Proficient in Microsoft Word and Excel.

Ability to operate general office machines and equipment such as: typewriters, photocopier, fax machine, and PC.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand and walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to sit and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

MENTAL DEMANDS:

The mental characteristics necessary to competently perform this job include the need to occasionally assist others in completing tasks; the frequent need to resolve problems, and the continuous need to be alert, precise, and exercise patience and reason in dealing with members and fellow employees.