Human Resources Assistant

Intellisense Systems•Torrance, CA

16d•Onsite

About The Position

The Human Resources Assistant provides daily transactional support across onboarding and offboarding, benefits enrollment, leaves of absence, and workers’ compensation, and serves as a point of contact for routine employee needs. Approximately half of the role is dedicated to executive administrative support to the Senior Executive Assistant. The position is also the primary back-up for front desk coverage. The split between HR and executive support duties is approximately 50/50 and varies with business needs; when priorities conflict, the HR VP and Senior Executive Assistant jointly determine sequencing. The role is onsite at the Torrance, California facility. Responsibilities may change, and additional duties may be assigned by a supervisor or upper management. Intellisense Systems, Inc. is a privately held Southern California technology innovator serving aerospace, defense, and commercial markets. Its products and systems address mission-critical needs across sensing, processing, video integration, displays, data recording and storage, environmental and maritime sensing, and smart power management. The role supports HR transactions and routine employee questions using established materials, escalating matters that require interpretation. It also provides executive scheduling, travel, expense, document, meeting, and records support, handles confidential information with discretion, backs up front desk coverage, assists with company events, and supports HR projects. The position does not interpret retirement plan provisions or approve participant requests, and does not source, screen, or evaluate candidates. The position requires a high school diploma or GED and 1–3 years of experience in human resources, executive support, or an administrative role. An associate degree in Human Resources or Business Administration and experience supporting senior leadership are desired. Applicants must be a U.S. Citizen, U.S. Permanent Resident, or otherwise qualify as a U.S. Person as defined by 8 USC 1324b(a)(3). The pay range is $26.00–$32.00 per hour, with base salary varying according to skills, qualifications, and experience.

Requirements

High school diploma or GED.
1–3 years of experience in a human resources, executive support, or administrative role.
Experience with Microsoft Excel in at least one of the following: pivot tables, INDEX/MATCH, writing formulas, conditional formatting, or charting.
Experience with Word, PowerPoint, and Outlook.
Ability and willingness to learn new applications.
Self-motivated, professional, and articulate, with good independent judgment and discretion when handling confidential matters.
Outstanding verbal and written communication skills.
Team- and goal-oriented, with good problem-solving ability and the ability to work with a diverse workforce.
Must be a U.S. Citizen, U.S. Permanent Resident, or otherwise qualify as a U.S. Person as defined by 8 USC 1324b(a)(3).
On-site presence required at the Torrance, California facility.

Nice To Haves

Associate degree in Human Resources or Business Administration.
Experience supporting senior leadership.

Responsibilities

Create and maintain new-hire packets and personnel folders, and follow up with new hires for missing personnel-file paperwork.
Support onboarding, including orientation scheduling, badge and business card requests, and medical plan input for new hires and employee changes.
Enter benefits elections for new employees, follow up on existing employees’ changes, and route qualifying-event documentation to the HR Administrator.
Administer I-9s, process E-Verify for all new hires, and maintain current I-9 document books.
Prepare leave-of-absence documents and forms for review and issuance by the HR Administrator or HR Generalist.
Process 401(k) enrollment paperwork, deferral election changes, and beneficiary designation forms; distribute enrollment packets and required participant notices; and maintain participant files.
Complete written employment verifications in accordance with Company policy on information release.
Prepare workers’ compensation claim packets and forward them to the HR Administrator or HR Generalist for submission.
Prepare termination packets and process termination of employee benefits.
Review, process, and log relocation expense reports, then forward them to the HR Administrator or HR Generalist for allowability review.
Assist with reports, including organization charts, headcount, and hires and terminations reports.
Assist employees who come to Human Resources and monitor the Human Resources Support Inbox; answer routine questions using established materials and escalate questions requiring interpretation.
Maintain working knowledge of personnel policies sufficient to direct employees to the correct resource.
Provide recruiting scheduling and administrative support by coordinating interview calendars and conference rooms, sending candidate correspondence from approved templates, arranging candidate travel, and preparing interview packets.
Support the Senior Executive Assistant with executive staff calendar management, meeting scheduling, and conference room coordination.
Prepare and submit travel arrangements and itineraries, and compile and submit expense reports in accordance with Company and FAR requirements.
Prepare, format, and proofread correspondence, presentations, and meeting materials.
Coordinate logistics and materials for board, customer, and leadership meetings, including visitor hosting and room readiness, in partnership with the HR Coordinator.
Maintain executive files and records with strict confidentiality and exercise discretion with sensitive business, customer, and personnel information.
Back up the Human Resources Coordinator and Front Desk during scheduled rest breaks, meal periods, and planned absences; maintain working knowledge of visitor sign-in, badge issuance, Denied Party List screening, and lobby security procedures.
Assist with company events, including the flu shot clinic, employee appreciation events, holiday events, and the company anniversary; manage invitations and RSVP tracking, order supplies, coordinate room setup, and independently lead smaller departmental events end to end.
Support other Human Resources staff and assist with HR projects as assigned.