PRIMARY FUNCTION
The Human Resources Assistant provides administrative and operational support for the Human Resources department. This position is responsible for maintaining accurate employee records, supporting payroll and timekeeping processes, administering paid time off records, maintaining performance review documentation, and assisting with employee benefits and other HR programs.
The ideal candidate is highly organized, dependable, discreet, and interested in developing a long-term career in Human Resources. This position provides an opportunity to gain broad HR experience and develop the knowledge and skills necessary for future advancement into an HR Generalist or HR management role.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Payroll and Timekeeping
- Process payroll accurately and timely in accordance with established payroll schedules.
- Review employee timekeeping records for completeness and accuracy.
- Follow up with employees and supervisors regarding missing punches, timecard corrections, leave entries, and required approvals.
- Enter and maintain payroll-related employee changes, including pay rates, deductions, benefit elections, and other authorized updates.
- Maintain payroll reports and supporting documentation.
- Assist with researching and resolving payroll discrepancies.
- Maintain the confidentiality of employee payroll and compensation information.
Paid Time Off and Leave Administration
- Calculate, review, and process monthly paid time off accruals.
- Maintain accurate PTO, sick leave, floating holiday, and other applicable leave balances.
- Research and correct discrepancies in employee leave records.
- Maintain documentation related to employee leaves of absence, short-term disability, long-term disability, and other approved leave programs.
- Ensure employees do not accrue paid leave during periods in which accruals are suspended under company policy.
- Provide employees and managers with accurate leave balance information when requested.
Performance Management
- Maintain employee performance review records and supporting documentation.
- Track upcoming and overdue performance reviews.
- Notify managers of approaching review deadlines and follow up regarding outstanding reviews.
- Verify completed performance review forms for required signatures and documentation.
- File completed performance reviews in the appropriate employee records.
- Maintain performance review tracking reports and assist with periodic reporting.
Employee Records and HR Documentation
- Create and maintain accurate personnel, payroll, benefits, training, and other employee files.
- File employee records promptly and in accordance with company recordkeeping practices.
- Maintain electronic and paper employee records, ensuring documents are complete, organized, and easily retrievable.
- Process employee status changes, transfers, promotions, compensation changes, and terminations after receiving appropriate authorization.
- Maintain current employee contact, emergency contact, tax, direct deposit, and other employment information.
- Assist with periodic audits of employee files and HR records.
- Maintain records in accordance with company retention requirements and applicable laws.
- Protect confidential, sensitive, and proprietary employee information at all times.
Benefits and Retirement Administration
- Assist with employee benefit enrollments, changes, and terminations.
- Maintain benefit election forms and supporting documentation.
- Assist employees with routine benefit questions and direct more complex matters to the Human Resources Manager or appropriate provider.
- Maintain retirement plan census information and other required records.
- Assist with benefit reconciliation, eligibility reviews, and reporting.
- Support annual open enrollment activities.
- Coordinate with benefit carriers and vendors as directed.
Quarterly and Recurring HR Processing
- Prepare and process quarterly Modified Business Tax reporting and payment information.
- Maintain documentation supporting quarterly MBT filings.
- Assist with recurring federal, state, and company reporting requirements.
- Prepare routine HR reports, spreadsheets, reconciliations, and tracking logs.
- Maintain calendars and reminders for payroll, tax, benefit, performance review, and compliance deadlines.
Recruitment and Onboarding Support
- Assist with posting open positions and maintaining applicant records.
- Schedule interviews and communicate interview information to candidates and hiring managers.
- Prepare new-hire paperwork and onboarding materials.
- Assist with new-hire orientation and ensure required forms are completed.
- Verify that onboarding documentation is complete and properly filed.
- Assist with background checks, employment verifications, and other pre-employment processes as directed.
Employee Support
- Respond to routine employee questions regarding payroll, timekeeping, PTO, benefits, policies, and HR procedures.
- Provide employees with appropriate forms, instructions, and general HR information.
- Refer sensitive, complex, or employee-relations matters to the Human Resources Manager.
- Provide courteous, professional, and consistent assistance to employees and managers.
- Support a respectful and positive workplace environment.
Compliance and Department Support
- Assist with maintaining required employment notices, forms, policies, and HR procedures.
- Support HR audits, benefit reviews, payroll audits, workers’ compensation documentation, and compliance projects.
- Assist with maintaining job descriptions, organizational records, and training documentation.
- Comply with all company policies, confidentiality requirements, OSHA standards, and workplace safety requirements.
- Perform other Human Resources duties and special projects as assigned.
REQUIRED EDUCATION AND EXPERIENCE
- High school diploma or equivalent required.
- Prior administrative, payroll, accounting, human resources, or office experience preferred.
- Experience working with confidential records preferred.
- Experience with payroll, timekeeping, HRIS, or benefits systems is preferred but not required.
- An associate degree, bachelor’s degree, Human Resources coursework, or progress toward an HR certification is a plus.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
- Strong interest in developing a career in Human Resources.
- High level of discretion and ability to maintain confidentiality.
- Strong organizational skills and attention to detail.
- Ability to accurately perform calculations and reconcile records.
- Ability to manage recurring deadlines and multiple priorities.
- Strong written and verbal communication skills.
- Professional and approachable interpersonal manner.
- Ability to follow established policies, procedures, and approval processes.
- Ability to identify discrepancies and ask appropriate questions.
- Ability to work independently while recognizing when a matter should be escalated.
- Proficiency with Microsoft Word, Excel, Outlook, and general office technology.
- Ability to create and maintain spreadsheets, reports, and tracking documents.
- Willingness and ability to learn payroll, benefits, employment law, HR compliance, and employee relations practices.
WORKING CONDITIONS
- Work is primarily performed in a professional office environment.
- Regular use of computers, payroll systems, spreadsheets, electronic records, and standard office equipment is required.
- Occasional overtime may be required during payroll processing, open enrollment, year-end activities, audits, or other departmental deadlines.
- The position requires frequent interaction with employees, supervisors, vendors, and members of management.
PHYSICAL REQUIREMENTS
- Ability to sit and work at a computer for extended periods.
- Ability to communicate effectively in person, by telephone, and electronically.
- Ability to occasionally lift, carry, or move employee files, benefit materials, and office supplies.
- Ability to access and maintain paper and electronic filing systems.
SAFETY HAZARDS
Minimal. General office working conditions apply. The employee must comply with all company safety requirements and any applicable requirements when entering manufacturing or operational areas.
DISCLAIMER
This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It does not include every duty, responsibility, or qualification that may be required. Employees may be assigned additional duties and responsibilities as business needs change.
Management reserves the right to revise this job description at any time. This job description does not constitute a contract of employment. Employment remains at will, subject to applicable law.
