HR Administrative Assistant, Part-Time
About The Position
The HR Administrative Assistant provides critical administrative support to the HR Department with a primary focus on employee file management, organization, and compliance. This role is responsible for ensuring all employee files (personnel, medical, and education) are complete, accurate, organized, and compliant with federal and state recordkeeping requirements. This position serves as the foundation for maintaining organized HR records and offers an entry point into the HR field for candidates interested in growing their HR knowledge and skills.
Requirements
- High school diploma or equivalent
- 1-2 years of administrative or clerical experience, including:
- Filing, records management, or document organization
- Data entry with strong attention to detail
- Customer service or professional office environment experience
- Strong organizational skills and ability to manage multiple tasks with accuracy
- Ability to follow detailed processes and compliance checklists exactly as written
- Experience with Microsoft Office Suite (Word, Excel, Outlook) and Microsoft Teams preferred
- Excellent written and verbal communication skills
- Ability to work independently with minimal supervision while knowing when to ask questions
- Strict confidentiality – must be comfortable handling sensitive employee information including payroll, medical records, and personnel matters
- Ability to balance accuracy with reasonable productivity (detail-oriented without excessive overthinking)
Nice To Haves
- Prior exposure to HR functions or HR office environment
- Experience with HRIS systems (Paycom experience is a plus)
- Familiarity with employee recordkeeping or compliance documentation
Responsibilities
- Create, organize, and maintain physical and electronic employee files in compliance with federal and state recordkeeping requirements
- Audit employee files for completeness using established compliance checklists
- Identify missing or incomplete documentation and flag gaps to the HR Coordinator or HR Generalist for follow-up
- Ensure proper document placement in designated file categories: personnel files, medical files, and education/certification files
- Scan and upload documents into employees' electronic files in the shared drive and HRIS system (Paycom)
- Organize, purge, and archive outdated employee records in accordance with retention policies
- Retrieve employee files for HR team members, audits, or separations as needed
- Maintain organized filing systems in both physical file rooms and electronic platforms
- Provide general clerical support to the HR team as needed
- Assist with HR projects and special assignments as directed by the HR Director
- Communicate proactively with HR team regarding file status, questions, or system improvements
- Use Microsoft Outlook, Teams, Word, and Excel for routine correspondence and recordkeeping
- Identify inefficiencies in filing systems or processes and recommend improvements
- Ask clarifying questions to ensure accuracy rather than making assumptions
- Maintain up-to-date knowledge of document types and filing protocols through ongoing training
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
11-50 employees
