HR Office Assistant I

QPS • Newark, DE

7d • Onsite

About The Position

The HR Office Assistant I is an entry-level support role providing clerical and administrative support to the HR department and employees on human resources activities, policies, processes, and procedures. The work spans the employee lifecycle, including recruitment and offer administration, pre-employment screening, onboarding, HRIS and personnel records, and offboarding. The incumbent should be self-motivated and use initiative and judgment to prioritize work, while seeking supervisor guidance for unfamiliar situations or problems and deviations.

The role also provides front-desk and purchasing support for QPS’s Marrows Road office. The position is 100% based at a QPS office or facility in Newark, Delaware.

Requirements

• A combination of relevant education and experience that provides sufficient knowledge and skills for success in the role.
• High school diploma and prior work experience.

Nice To Haves

• One year of experience in an administrative support role is preferred.

Responsibilities

• Post open positions on university, labor, and other outreach sites.
• Receive and upload resumes from Handshake.
• Assist HR Generalists with HRIS updates and requisition refreshes.
• Prepare new-hire offer letters using approved templates and compensation details; route them for approval, distribute them to candidates, and track signed acceptances.
• Prepare and distribute standard employment agreements for new-hire signatures.
• Initiate and track background checks, drug screens, reference checks, and education, license, and employment verifications through approved vendors.
• Ensure background-check disclosures and authorizations are obtained and assist HR Generalists with pre-adverse and adverse-action notices in accordance with applicable laws.
• Prepare New Hire Orientation packets and materials, and 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 expiring work authorization reverifications.
• Collect and review new-hire paperwork for completeness.
• 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 as required by law.
• 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 printing, and generate purchase orders for relevant items.
• Complete assigned purchasing duties for the Marrows Road office, including ordering name plaques and managing and ordering printer cartridges.

Benefits

• Company-matched 401(k).
• Company-sponsored group life and AD&D insurance.
• Short- and long-term disability insurance.
• Bonuses and merit increases linked to individual, team, and company performance.
• Learning opportunities and support from experienced professionals.
• Structured career ladders and advancement opportunities.
• Internal committees designed around employee needs and enjoyment.

What This Job Offers

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