Administrative Assistant

Aston Carter•Chesapeake, VA

4d•$25 - $25•Onsite

About The Position

We are seeking a detail-oriented and service-focused Human Resources Associate/Administrative Assistant to support employee onboarding, HR administration, and Occupational Health functions. This position serves as a key point of contact for new hires, employees, applicants, visitors, and internal departments, providing professional and responsive support in a fast-paced environment. The Human Resources Associate will play an important role in ensuring a smooth onboarding experience by coordinating pre-employment requirements, reviewing new hire documentation, maintaining accurate employee records, and supporting HR and Occupational Health processes.

Requirements

2+ years of administrative experience required.
Hands-on experience supporting new hire onboarding and pre-employment processes.
Experience reviewing and maintaining employee documentation, including I-9s and other onboarding records.
Strong Microsoft Office skills, particularly Outlook, Word, and Excel.
Experience using Microsoft Teams or similar communication tools.
Strong data entry skills with excellent attention to detail and accuracy.
Excellent written and verbal communication skills.
Strong customer service skills with the ability to interact professionally with employees, applicants, visitors, and leadership.
Ability to prioritize and manage multiple responsibilities in a fast-paced environment with frequent interruptions.
Comfortable working in a front desk/reception setting and interacting with employees throughout the day.
Ability to maintain confidentiality when handling sensitive employee and health-related information.
Must be comfortable working fully onsite Monday through Friday.

Nice To Haves

Previous Occupational Health, healthcare, or employee health experience.
Experience processing employee background checks.
Notary certification or experience supporting notarization processes.
Familiarity with scheduling platforms such as Acuity or similar systems.
Experience supporting employee wellness programs or Health Risk Assessments.
Experience working within a growing or evolving Human Resources department.

Responsibilities

Coordinate and support the onboarding process for new employees, ensuring required documentation and pre-employment requirements are completed accurately and on time.
Process background checks for new hires in accordance with organizational policies and procedures.
Process and notarize Child Protective Services background searches for designated departments and applicable new hires, internal transfers, and contracted employees.
Review and verify I-9 documentation to support employment eligibility compliance.
Prepare new hire paperwork, create personnel files, and review documentation for accuracy and completeness.
Identify missing or incomplete onboarding documentation and follow up with new hires as needed.
Obtain and organize employee immunization records and Health Risk Assessment (HRA) documentation.
Maintain accurate and confidential employee information through timely data entry, scanning, and electronic recordkeeping.
Handle sensitive employee and applicant information with professionalism and discretion.
Serve as a first point of contact for employees, applicants, visitors, department leaders, and other internal and external contacts.
Provide professional customer service in person and over the phone, addressing questions and directing individuals to the appropriate resource when needed.
Greet and check in employees visiting Occupational Health and help maintain an organized and welcoming reception experience.
Answer incoming calls and provide timely, professional assistance.
Communicate with internal teams through Microsoft Teams to coordinate employee needs and workflow updates.
Support Occupational Health clinic operations by coordinating employee needs and communicating updates to appropriate staff.
Assist with scheduling HRA and follow-up appointments using designated scheduling systems, such as Acuity.
Support employees with Fit Thumb account setup and completion of HRA assessments.
Ensure required new hire packets, patient forms, and other documentation are printed, stocked, and readily available.
Review applicable training materials and return-to-work guidelines with new hires to support understanding and compliance.
Maintain a clean, organized, and professional reception area.
Process incoming mail, correspondence, scanning, copying, and other administrative tasks.
Prepare Healthy Me follow-up correspondence and other departmental mailings.
Serve as a department notary as needed, or assist with processes requiring notarization.
Assist with departmental reporting, special projects, and additional responsibilities as assigned.