Summary: The HR Coordinator/Administrative Assistant is responsible for administrative activities and projects supporting the HR Department, including assigned HR and other administrative duties on a local, statewide and national basis. This is an onsite / part-time position. 

Essential Functions

• Organize and maintain physical and electronic Human Resources file systems to ensure accurate record retention.  Assure accuracy and completeness of employee data and files.  Set up and maintain accurate new hire, termination, active employee and applicant records. Ensure correct and complete documentation in HR file and set up appropriate folders. Archive annual files and retrieve information as needed. Maintain other information as requested

• Assist in the new hire onboarding and offboarding process and paperwork according to standard procedures.   Processes may include but are not limited to: 

1. Onboarding: work on assigned new hire and onboarding processes and monitor completion; maintain ADP employee database, handle service desk tickets, set up electronic employee files with completed documentation and checklists.  Assist with licensing and other required paperwork.
2. Offboarding: Follow checklists and make sure all items are processed for terminations including documentation, notices and follow-through processes in a timely manner.  Update payroll and licensing portals, mail required notices, move employee data from active to term files. Gather all employee documents and retain a complete electronic and/or physical file.  
3. I-9 files: Maintain files, including the physical document retention schedule up to date, per standard policy and procedures. During new hire process, timely follow I-9 process from start to completion, and assure  I-9 documentation for complete paperwork using online process. Escalate all issues and questions as necessary to manager.  If online file is not available, follow through with manual paperwork.  During termination process, keep retention file up to date.  Chart I-9s for retention periods according to established procedures.  Upload documentation and paper I-9s to employee file
4. Employee Changes:  Maintain employee files, including ADP transfers and corresponding paperwork, checking background checks for new assignment requirements, completion of new paperwork required (ie licenses, if applicable).  Maintain employee electronic files, payroll, service desk system and other resources with employee changes.  Maintain and record transactions such as employee transfers, promotions, etc.  

• Monitor HR box for general responses, mail, and other administrative work, escalate and redirect as appropriate. Professionally, promptly and efficiently answer the HR office phone. Answer questions and escalate issues as necessary.  Order HR supplies.
• Assist HR Manager and Corporate HR with duties: including but not limited to HR-related paperwork/projects, client audits, annual background checks, licensing and other requests.  Prepare and send regular and overnight mail.  Assist with scanning, mailings, copying, labels and other tasks.   Work on special projects and assist the HR management as requested
• Keep up-to-date knowledge, understanding, and compliance with governmental laws and regulations, with functional area, and with Company policies and procedures
• Maintain regular attendance and timeliness which are required due to the production-based nature of the business and client requirements
• Provide proactive feedback to management concerning potential problems and recommendations for improvement. Recommend process improvements for efficiencies and best practices
• Adhere to all Company, Client and Consumer confidentiality and security policies and procedures 

Non-Essential Functions

• Contribute to team effort by accomplishing related requests as needed and perform other duties as assigned

Requirements

• H.S. diploma or equivalent required, Associates or Bachelor’s Degree preferred  
• 1-3 years office experience; human resources experience a plus

• Proficient computer skills, and working knowledge of Microsoft Office products including PowerPoint, Outlook, Word and Excel.  ADP experience helpful.

• Excellent interpersonal and verbal communication, effective customer service and follow-through skills