HR Assistant

Makai LLC•Town of Cortlandt, NY

1d•$65,000 - $72,000•Onsite

About The Position

Makai LLC is seeking a skilled Human Resources (HR) Assistant to facilitate and support civilian personnel recruitment, onboarding, and HR operations. As a primary point of contact and subject matter expert for the hiring process, the HR Assistant ensures that all staffing actions are executed accurately, efficiently, and in compliance with internal policies and employment regulations. Reporting directly to HR leadership, this role is essential to a smooth employee experience and broader organizational workforce goals.

Requirements

Bachelor’s degree (or equivalent practical experience) in a relevant field
5+ years of experience
Active DoD Secret clearance.
Proficiency with Microsoft Office applications (Excel, Word, PowerPoint, Outlook).
Familiarity with PDF document management software (e.g., Adobe Acrobat).
Strong organizational skills and the ability to manage multiple priorities simultaneously.
Effective written and verbal communication, with capability to brief individuals or groups.
Demonstrated ability to work both independently and collaboratively.
High attention to detail and strong follow-through on assigned tasks.
Strong interpersonal skills, with the ability to foster positive relationships across departments.
High degree of discretion and professionalism in handling sensitive information.
Problem-solving mindset and flexibility to adapt to changing requirements.
Commitment to continuous improvement and personal development.
Candidates must exhibit professional behavior that promotes teamwork, fosters cooperation, and enhances productivity in the workplace.
Must be well organized with the ability to coordinate, prioritize and execute multiple tasks simultaneously in a high-pressure environment.
Ability to communicate verbally and in writing to work effectively with a variety of government, military and contractor personnel at all levels.
Candidates must be able to interface effectively with individuals at all levels of the organization.
Grooming and dress is usually business casual, but dependent on client’s standards. Must not pose a safety hazard to employees working in the same general area.

Nice To Haves

Prior experience supporting HR functions in government, defense, higher education, or large enterprise environments.
Professional HR certification (PHR, SHRM-CP, or equivalent).
Bachelor’s degree in human resources, business administration, or a related field.
Familiarity with specialized HR information systems (HRIS) or applicant tracking systems (ATS) is a plus.

Responsibilities

Serve as the primary resource for all civilian personnel hiring actions, providing guidance to hiring managers on procedures and compliance.
Prepare, initiate, and manage required paperwork (e.g., job descriptions, personnel action requests, candidate documentation) for each stage of the hiring process.
Coordinate with internal departments or external classification authorities to ensure roles are clearly defined and aligned with organizational standards.
Liaise with partner offices, such as shared services or centralized HR teams, to track hiring workflows and resolve process bottlenecks.
Organize, document, and support selection panels, including scheduling, resume distribution, scoring, and records management.
Track and provide status updates on hiring activity to HR leadership or relevant stakeholders.
Act as an initial point of contact for new employees, managing orientation, compliance documents, and integration into the organization.
Ensure new hires understand available resources, workplace policies, and key contacts to build engagement and retention from day one.
Deliver general administrative support to the HR team, including maintaining digital and paper records, submitting forms, and assisting with routine audits.
Participate in process improvement projects and organizational initiatives, contributing creative solutions to enhance HR delivery.
Support employee data analysis, creating reports for management as needed.
Drafting job postings and coordinating with communications or recruitment teams.
Reviewing application packets for completeness and compliance.
Scheduling and participating in interviews or panel assessments.
Maintaining applicant files and ensuring compliance with data management policies.
Preparing and sending offer letters or onboarding packages.
Responding to employee and manager inquiries about HR procedures or timelines.