Human Resources Adminstrative Assistant

ACE Family of Companies • Paso Robles, CA

10d • $20 - $25 • Onsite

About The Position

Associated Construction & Engineering, Inc. is seeking a dependable, organized, and professional HR Administrative Assistant to provide administrative and clerical support to the Human Resources Department. This position supports day-to-day HR operations across a fast-paced construction and industrial organization, including employee records, recruiting and onboarding, benefits administration, leave documentation, training records, compliance tracking, employee communications, and general HR administration. The HR Administrative Assistant will regularly handle confidential and sensitive employee information and must demonstrate professionalism, discretion, accuracy, sound judgment, and a high level of confidentiality. The ideal candidate is highly organized, comfortable managing multiple priorities and deadlines, and able to communicate professionally with employees, applicants, supervisors, managers, vendors, and outside service providers.

Requirements

• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Strong attention to detail and commitment to accuracy.
• Ability to appropriately handle confidential and sensitive employee information.
• Professional demeanor and ability to communicate effectively with employees at all levels of the organization.
• Strong customer-service and interpersonal skills.
• Ability to prioritize multiple assignments, deadlines, and competing responsibilities.
• Ability to work independently while following established procedures and management direction.
• Ability to exercise discretion and sound judgment when handling employee and company information.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to learn and effectively use HRIS, payroll, benefits, timekeeping, applicant-tracking, and other company software systems.
• Ability to maintain accurate electronic and physical records.
• Ability to work effectively in a fast-paced construction and industrial environment.
• Prolonged periods of sitting, standing, and working at a computer workstation.
• Frequent use of computers, telephones, scanners, copiers, and other standard office equipment.
• Frequent walking throughout office and facility areas.
• Ability to occasionally lift and/or move files, boxes, office supplies, or materials weighing up to 25 pounds.
• Ability to perform repetitive administrative tasks including typing, filing, scanning, data entry, and telephone communication.
• Ability to communicate effectively in person, by telephone, electronically, and in writing.

Nice To Haves

• Basic understanding of Human Resources administrative practices preferred.
• Bilingual English/Spanish communication skills are preferred but not required.
• Valid California Driver's License with an acceptable driving record may be required for occasional company-related driving.
• Associate degree, HR coursework, business administration coursework, or related education preferred but not required.
• Minimum one (1) year of administrative, clerical, Human Resources, payroll, recruiting, or office support experience preferred.
• Previous Human Resources experience is preferred but not required for a candidate with strong administrative skills and the ability to learn.
• Construction, industrial, manufacturing, field-office, or similar workforce experience is preferred but not required.
• Occasional local driving may be required.

Responsibilities

• Provide daily administrative and clerical support to the Human Resources Director and Human Resources Department.
• Assist with employee onboarding, orientation preparation, new-hire paperwork, and required employment documentation.
• Assist with recruiting activities, including job postings, applicant correspondence, interview scheduling, candidate files, and pre-employment processes.
• Coordinate and track pre-employment requirements, including background checks, drug screenings, employment documentation, and other required onboarding items.
• Assist with maintaining employee personnel files, confidential HR records, electronic files, and document retention systems.
• Enter, update, and maintain accurate employee information within company HR, payroll, benefits, training, and other administrative systems as assigned.
• Assist with employment status changes, wage changes, promotions, transfers, department changes, and other employee documentation.
• Assist with preparation and distribution of employee notices, correspondence, acknowledgment forms, memorandums, and HR communications.
• Assist with benefits administration, including enrollment paperwork, employee communications, eligibility tracking, and coordination with benefit providers.
• Assist with tracking employee leaves of absence, medical certifications, return-to-work documentation, and related HR correspondence under the direction of the Human Resources Director.
• Assist with workers' compensation administrative documentation, incident records, medical-status documentation, and related correspondence as directed.
• Maintain employee training, certification, licensing, and qualification records and assist with expiration and renewal tracking.
• Assist with scheduling employee training, certifications, orientations, meetings, interviews, and HR-related appointments.
• Assist with employee timekeeping and attendance documentation and communicate discrepancies to the appropriate HR or payroll personnel.
• Assist with preparing reports, spreadsheets, employee lists, organizational information, and other HR-related documentation.
• Maintain and update required employee notices, workplace postings, and internal HR communications.
• Assist with company events, employee recognition activities, open enrollment, meetings, training programs, and special HR projects.
• Respond professionally to routine employee questions and direct policy, benefits, payroll, leave, disciplinary, or other sensitive matters to the appropriate HR representative.
• Communicate with employees, supervisors, managers, applicants, vendors, clinics, benefit providers, and other third parties as authorized.
• Assist with employment verification and other routine HR administrative requests in accordance with company procedures.
• Perform scanning, filing, copying, data entry, document preparation, mailing, and other general administrative functions.
• Maintain strict confidentiality regarding employee personnel information, medical information, compensation, investigations, disciplinary matters, company records, and other sensitive information.
• Follow established company policies, HR procedures, document-retention requirements, and confidentiality standards.
• Perform occasional local errands, mail runs, document deliveries, or other off-site administrative tasks as assigned.
• Provide administrative backup and support to other departments when business needs require.
• Perform additional duties and responsibilities as assigned by the Human Resources Director or management.

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• 401(k) Retirement Plan
• California Paid Sick Leave
• Holiday Pay
• Supplemental Insurance Options
• Additional company-sponsored benefits for which the employee may become eligible

What This Job Offers

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