HR Office Assistant I

9ee3716b-b93b-41d4-b702-c8728d7396d2 • Newark, DE

2h • $40,000 - $45,000 • Onsite

About The Position

The HR Office Assistant I provides clerical and administrative support to the HR department and employees on human resources activities, policies, processes, and procedures. This entry-level role supports the full employee lifecycle, including recruitment and offer administration, pre-employment screening, onboarding, HRIS and personnel records, and offboarding. The incumbent is expected to be self-motivated and may use initiative and judgment to set or adjust priorities and workflow, while seeking supervisor guidance for unfamiliar situations or problems and deviations.

The position is 100% based at the QPS office/facility and also provides front-desk and general administrative support for the QPS Marrows Road office.

Requirements

• A combination of relevant education and experience providing sufficient knowledge and skills for success in the role.
• High school diploma and prior work experience.
• One year in an administrative support role is preferred.

Nice To Haves

• One year in an administrative support role.

Responsibilities

• Post open positions on university, labor, and other outreach sites.
• Receive and upload resumes from Handshake.
• Assist HR Generalists with updating HRIS and refreshing requisitions.
• Prepare new hire offer letters using approved templates and compensation details provided by HR colleagues; route for approvals, distribute to candidates, and track signed acceptances.
• Prepare and distribute standard employment agreements for new hire signatures, including confidentiality, intellectual property, and restrictive covenant agreements.
• Initiate and track background checks, drug screens, reference checks, and education, license, and employment verifications through approved third-party vendors.
• Ensure required background check disclosures and authorizations are obtained and assist HR Generalists with pre-adverse and adverse action notices in accordance with the FCRA and applicable laws.
• Prepare New Hire Orientation packets and materials; schedule and facilitate the administrative portions of orientation.
• Complete Form I-9 verification and E-Verify cases within required timelines, and track and follow up on reverification of expiring work authorization.
• Collect and review new hire paperwork for completeness, including tax withholding forms, direct deposit information, emergency contacts, and policy acknowledgments.
• Enter new hire data in ADP WFN and confirm its accuracy before the first payroll.
• Coordinate Day One readiness with IT, Facilities, and hiring managers, including system access, workstations, and building access cards.
• Manage new hire titers as needed.
• Prepare new employee files and documents; maintain I-9, medical, and other confidential records separately from personnel files in accordance with legal requirements.
• Audit HRIS data and personnel files for accuracy and completeness, and correct discrepancies as directed.
• Respond to employment verification requests in accordance with company policy.
• Support retention, archiving, and secure destruction of HR records according to the company retention schedule.
• Prepare standard separation documentation and initiate standard Need to Know notifications.
• Schedule exit interviews, distribute exit materials, and maintain the Exit Interview Database.
• Provide front-desk coverage at the QPS Marrows Road office, including greeting visitors, administering new hire building access cards for DTP1 and DTP3, and handling mail for the CEO and COO.
• Coordinate business card orders, proof copy before final printing, and generate purchase orders for relevant items.
• Complete assigned purchasing duties for the QPS Marrows Road office, including ordering name plaques and managing and ordering printer cartridge inventory.

Benefits

• Learning opportunities and support from experienced professionals to explore learning potential and career goals.
• Structured career ladders supporting growth based on personal aspirations.
• Bonuses and merit increases linked to individual, team, and company performance.
• Company-matched 401(k).
• Company-sponsored group life/AD&D insurance.
• Company-sponsored short- and long-term disability insurance.
• Park-like setting in Newark, Delaware.
• Internal committees designed around QPS employees' needs and enjoyment.

What This Job Offers

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