HR Administrative Assistant

International Shoppes•Valley Stream, NY

1d•Onsite

About The Position

The HR Administrative Assistant plays a crucial role in supporting the human resources department by managing a variety of administrative tasks that ensure smooth and efficient HR operations. This position is responsible for maintaining employee records, partnering with the recruitment team, and assisting with onboarding and training activities. The role requires close collaboration with HR team members to facilitate communication between employees and management, ensuring compliance with company policies and legal requirements. The HR Administrative Assistant also handles confidential information with discretion and contributes to creating a positive work environment. Ultimately, this position supports the overall HR function by providing reliable administrative assistance that enables the department to focus on strategic initiatives.

Requirements

Minimum one (1) year HR administrative experience
Ability to work in fast-paced environment
Excellent Interpersonal Skills (examples are: active listening, verbal communication, assertiveness)
Strong organizational skills with the ability to manage multiple tasks and deadlines effectively.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with HR information systems (HRIS).
Excellent verbal and written communication skills.
Must be detailed oriented
Ability to manage confidential information
Must present professional behavior and appearance while interacting with candidates and outside business partners
Proficient in MS Office
Team oriented / Team Player
Must pass airport security background check with Port Authority of NY & NJ

Nice To Haves

Bachelor’s degree in Human Resources, Business Administration, or a related field.
Experience with applicant tracking systems (ATS) and payroll software.
Knowledge of federal and state employment laws and regulations.
Certification such as PHR (Professional in Human Resources) or SHRM-CP (Society for Human Resource Management - Certified Professional).
Demonstrated ability to handle sensitive and confidential information with discretion.

Responsibilities

Contact applicants provided by the recruitment team to schedule airport badging appointments, with the Port Authority of NY & NJ.
Keep applicants informed of next steps in badging process, (i.e. fingerprinting appointments, SIDA classes, new hire orientation classes).
Submit all new airport ID applications, and process badge returns to Airport Administration Office in a timely manner.
Responsible for keeping track of all airport ID’s and expiration dates. Including obtaining copies of ID’s and scanning them into employees’ airport file in scanning system.
Maintain records of all airport ID renewal information.
Verify Customs Applications submitted by employees and submitting them to CHASE Office.
Conduct audits of airport ID badge information, employee federal I-9 forms, and employee parking logs.
Maintain and update employee records and HR databases (such as ADP) with accuracy and confidentiality.
Coordinate onboarding activities for new hires, including preparing orientation materials and facilitating introductions.
Respond to employee inquiries regarding HR policies and procedures in a timely and professional manner.
Organize and maintain physical and electronic filing systems for HR documents in DocRecord.
Assist in additional human resources duties as needed.