Human Resources Assistant

Intellisense Systems Inc•Torrance, CA

3d•$25 - $38•Onsite

About The Position

Intellisense Systems, Inc. is hiring a Human Resources Assistant to provide daily transactional support across onboarding and offboarding, benefits enrollment, leaves of absence, workers’ compensation, and routine employee needs. Approximately half of the position is dedicated to executive administrative support to the Senior Executive Assistant, and the role also provides primary back-up coverage for the front desk. The division of HR and executive support duties is approximately 50/50 and may vary with business needs. When priorities conflict, the HR VP and Senior Executive Assistant jointly determine sequencing. This is an onsite position at the company’s Torrance, California facility. The role supports HR processes, recruiting administration, executive calendars and meetings, travel and expense reporting, confidential records, visitor and event logistics, and other HR projects. Responsibilities may change, and additional duties may be assigned by a supervisor or upper management.

Requirements

High school diploma or GED required.
1–3 years of experience in a human resources, executive support, or administrative role.
Experience with Microsoft Excel in at least one of these features: 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).
Onsite 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 paperwork.
Support onboarding, including scheduling orientation, requesting badges and business cards, and entering medical plan information for new hires and employee changes.
Enter benefits elections for new employees, follow up with existing employees on changes, and route qualifying-event documentation to the HR Administrator.
Administer Form I-9 processes, 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. The role does not interpret plan provisions or approve participant requests.
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 in generating organization chart, headcount, hiring, and termination reports.
Assist employees visiting Human Resources and monitor the Human Resources Support Inbox; answer routine questions using established materials and escalate matters requiring interpretation.
Maintain a working understanding of company personnel policies to direct employees to the appropriate 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. The role does not source, screen, or evaluate candidates.
Support the Senior Executive Assistant with executive 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 confidentially and use discretion when handling sensitive business, customer, and personnel information.
Provide scheduled front desk back-up during the HR Coordinator and Front Desk employee’s 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 planning and executing company events, including the flu shot clinic, employee appreciation events, holiday events, and company anniversary; manage invitations and RSVPs, order supplies, coordinate room setup, and independently lead smaller departmental events.
Support other Human Resources staff and assist with HR projects as assigned.