HR Assistant - Islandia

SUMMARY

The HR Assistant provides administrative and operational support across core Human Resources functions, including HRIS data management, onboarding coordination, recruitment support, compliance-related activities, and general HR operations. This role supports routine HR processes through accurate data entry, document maintenance, onboarding metrics tracking, and employee support to ensure records remain accurate, organized, and audit-ready. Plays an active role in supporting corporate recruitment and onboarding initiatives, partnering closely with the Senior Onboarding &Talent Acquisition Specialist as well as Talent Acquisition Manager. The position also serves as a frontline resource for employee inquiries and provides backup front desk support to maintain a professional and efficient corporate office environment.

Onboarding

• Assists with onboarding new team members, ensuring timely completion of required documentation and system entries.
• Supports onboarding metrics reporting and tracking to ensure efficiency and compliance.
• Partners with the Senior Onboarding and Talent Acquisition Specialist to ensure a smooth and consistent new hire experience.
• Updates and maintains corporate requisitions to ensure postings remain current and accurate.
• Processes team member activations in ADP as needed.
• Assists with onboarding documentation flow between recruiting, HR, Payroll, and system records.
• Completes I-9 verification process in ADP Recruiting Management.
• Creates and maintains new hire folders and downloads onboarding documentation for proper filing and recordkeeping.

Recruitment

• Assists with interview scheduling and coordination as needed.
• Maintains accurate candidate and requisition data within ADP Recruiting Management. and related systems.
• Runs and prepares time-to-fill and recruitment metrics reports within Recruiting Management.
• Supports the Talent Acquisition Manager with recruitment initiatives and special projects.
• Assists with job fair attendance and recruitment events as needed.
• Helps ensure recruitment data remains current, organized, and audit ready.

General Administrative Support

• Supports employment verification requests and related documentation processing.
• Serves as primary backup for front desk coverage.
• Supports shared HR mailbox management and employee inquiry response.
• Manages the HR portion of the Whitsons Employee Referral Bonus program.
• Supports HR team with documentation intake, filing, and tracking related to compliance records.
• Assists with unemployment claims, audits, wage verifications, and related documentation as needed.
• Partners with HR team members to support compliance readiness and data accuracy across systems
• Provides day-to-day administrative and operational support to the HR team to ensure timely and accurate execution of HR processes.
• Assume additional responsibilities or interim assignments as business needs evolve.

WORK ENVIRONMENT AND OTHER DETAILS

Expected Hours of Work:
This is a full-time, non-exempt position. Standard hours are Monday–Friday, 8:00 AM–5:00 PM, with occasional adjustments based on front desk coverage or business needs. Occasional overtime require.

Travel Requirements:
Occasional travel may be requested to support HR events.

Physical Demands of the Job:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the team member is frequently required to sit, stand, walk, talk, and hear; use hands and fingers to feel, handle, or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

The work is performed primarily in an office setting. The noise level in the company work environment is moderate. The duties listed above are intended only as illustrations of the various types of work and duties that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position, and the Company reserves the right to add additional duties or modify existing duties.

The job description does not constitute an employment agreement between the Company and employee and is subject to change by the Company as the needs of the Company and requirements of the job change. Employee's signature below constitutes employee's understanding of the requirements, essential functions, and duties of the position.

Payrate: $25-27 per hour

REQUIRED QUALIFICATIONS AND COMPETENCIES

Education

• Associate's degree required.
• Bachelor's degree in business, Human Resources, or a related field preferred.

Experience

• 1–2 years of experience in an administrative, Human Resources, HR operations, or customer service support role.
• Exposure to HRIS platforms (such as ADP or similar systems), document management systems, or shared inbox/workflow tools strongly preferred.

Technical Skills

• Ability to work in a fast-paced environment while effectively multitasking, and meeting priority deadlines. Proficiency in Microsoft Outlook, Word, Excel, and Teams, including the ability to manage data, reports, and documentation.
• Strong data accuracy, organization, and attention to detail, with the ability to learn and navigate new systems quickly.

Competencies:

• Confidentiality & Integrity: Handles sensitive employee and company information with discretion, professionalism, and sound judgment.
• Accuracy & Organization: Demonstrates exceptional attention to detail, strong documentation practices, and effective time management.
• Communication: Communicates clearly, professionally, and respectfully with employees, managers, and cross-functional partners.
• Accountability: Takes ownership of responsibilities, follows through on commitments, and consistently meets deadlines.
• Collaboration: Builds positive working relationships and contributes to a team-oriented, supportive work environment.