Administrative Assistant - HR

San Manuel Band of Mission Indians • Highland, CA

5d • Hybrid

About The Position

Under the director of the Manager, Executive Projects and Communications, the Administrative Assistant of HR provides entry-level operational and administrative support to the Human Resources department, helping ensure the accurate and efficient execution of payroll processes, project coordination, contract tracking, and financial support activities. Assists with payroll data entry and reconciliation, supports coordination of HR projects and initiatives, maintains contract and vendor documentation, and provides administrative support for invoice processing and budget tracking. Serves as a key administrative support resource for departmental functions, assisting HR leadership and team members with scheduling, documentation, reporting, and process coordination. This role requires strong attention to detail, organization, and the ability to manage multiple priorities while ensuring compliance with organizational policies and procedures.

Requirements

• High School Diploma or GED required.
• Basic knowledge of Human Resources functions, including payroll processes, HR operations, and administrative practices
• Understanding of general accounting and financial tracking concepts (e.g., invoices, expense tracking, budget reports)
• Familiarity with contract documentation and records management practices
• Knowledge of office administration procedures and business operations support
• Basic understanding of compliance requirements, confidentiality standards, and organizational policies
• Analytical skills to identify discrepancies and support issue escalation
• Attention to detail and accuracy in data entry, recordkeeping, and document review
• Basic problem-solving skills with the ability to follow established processes and procedures
• Coordination and administrative support skills, including meeting planning, tracking deliverables, and documentation
• Proficiency in data tracking, spreadsheet maintenance, and reporting support
• Customer service orientation with the ability to support internal clients professionally and responsively
• Demonstrated ability to work independently and exercise sound judgment.
• Demonstrated ability to build effective relationships across departments and with external partners.
• Demonstrated ability to adapt to changing priorities in a fast-paced, dynamic environment.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.

Nice To Haves

• Bachelor’s degree in Business Administration, Finance, or Human Resources preferred.
• Minimum one (1) year of experience supporting Human Resources preferred.
• Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements indicated above.
• Familiarity with HRIS/payroll systems and document management tools preferred.

Responsibilities

• Performs payroll data entry, validation, and reconciliation by reviewing timekeeping records for accuracy.
• Processing invoices by entering vendor data and verifying alignment with submitted services.
• Maintains organized payroll, invoice, and financial records.
• Tracks departmental expenditures and updates budget tracking tools.
• Compiles financial data for reporting and periodic reviews.
• Supports compliance with established financial processes and coordinates with Finance, Payroll, and Procurement on routine matters.
• Tracks project timelines, deliverables, and progress, and escalates delays or issues to leadership.
• Assists in organizing project documentation and ensuring accuracy and completion of assigned tasks.
• Coordinates meetings, prepares materials, and supports follow-up activities.
• Maintains and updates contract records, including tracking key dates such as expiration and renewal timelines.
• Organizes and maintains contract files, documentation, and related correspondence.
• Assists with monitoring contract status and ensures documentation is complete and accessible.
• Coordinates with Procurement or leadership as needed regarding contract updates or changes.
• Provides general administrative support to the HR team, including scheduling, document preparation, and reporting.
• Maintains department inventory and supplies.
• Supports adherence to departmental processes and procedures to ensure consistency and compliance.
• Coordinates with Finance, Procurement, Public Works, Centralized Workplace Services and IT on routine administrative matters.
• Performs other duties as assigned to support the efficient operation of the department.

Benefits

• Total Rewards package of monetary, benefits and development rewards

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED