Human Resources Administrative Assistant

Square One is a private nonprofit organization in Springfield, MA. Our programs include early education and care, home-based care settings located throughout greater Springfield, and out-of-school-time care for elementary-school-age children. Our parent education, support, and training programs are offered through groups, home visitation, and personalized case management to help parents access whatever services are needed to be successful in their role as their child’s first teacher.

We are currently looking for a Human Resources Administrative Assistant interested in joining our team for about 30-40 hours per week.

The Human Resources Administrative Assistant provides administrative and clerical support to ensure the efficient operation of the Human Resources Department. This position assists with recruiting, onboarding, recordkeeping, and benefits coordination, while maintaining confidentiality and professionalism. The HR Administrative Assistant also supports HR compliance efforts, helps manage personnel files, and provides general administrative support for HR programs and initiatives.

QUALIFICATIONS:

• High school diploma required; associate’s degree or coursework in Human Resources, Business, or a related field preferred.
• Two or more years of administrative experience required; experience in Human Resources preferred.
• Two or more years of data entry experience.
• Experience with HRIS platforms like ADP Workforce Now strongly preferred.
• Strong computer skills with proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Excellent organization, attention to detail, and follow-up skills.
• Demonstrated ability to maintain confidentiality and handle sensitive information.
• Strong interpersonal and customer service skills; ability to communicate effectively with employees at all levels.
• Reliable attendance and ability to thrive in a fast-paced environment.
• Ability to travel between Square One locations as needed.

DESCRIPTION OF DUTIES:

General Administrative Support

• Provide day-to-day administrative and clerical support for the Human Resources Department.
• Answer and route phone calls and respond to voicemails and general inquiries in a professional manner.
• Manage departmental calendar, schedule meetings, and prepare meeting materials.
• Sort, distribute, and process incoming and outgoing mail.
• Operate standard office equipment (computer, copier, scanner).

Recruitment & Onboarding Support

• Post job openings on Indeed and other job boards as directed by the HR Manager.
• Maintain a job posting log and job description library.
• Schedule interviews and coordinate candidate communication.
• Prepare and send new hire packets.
• Track receipt of required pre-employment and onboarding documents.
• Prepare offer letter and formal notice drafts as directed.
• Assist in scheduling/preparing for and conducting new employee orientations.
• Complete and verify I-9 forms.
• Enter new hire data into ADP Workforce Now.
• Order and distribute employee name badges and access materials.

Personnel File & Data Management

• Create, organize, and maintain accurate and complete personnel files (paper and digital).
• Scan, label, and upload documents to digital systems as directed.
• Audit HR files for accuracy and completeness; track and follow up on missing information.
• Support records retention and destruction process in compliance with state and federal regulations.
• Visit other Square One locations as needed to collect or deliver personnel documentation.
• Complete Employee Status Change (ESC) forms to assist with payroll processing.

Benefits & Leave Support

• Distribute benefit materials and enrollment reminders.
• Update and maintain benefits tracking spreadsheets as directed.
• Assist with PFML/FMLA documentation tracking and follow-up.
• Prepare and mail termination-related information (e.g., unemployment brochures, COBRA notices, etc.).

Compliance & Reporting Support

• Assist with Department of Early Education and Care (EEC) Background Records Check (BRC) and Criminal Offender Record Information (CORI) submission, tracking, and file maintenance.
• Track and log expiring background checks, certifications, and required training.
• Support HR audits by gathering documentation and verifying file completeness.
• Maintain confidentiality and ensure all personnel data is handled securely and in compliance with regulations.

Other Responsibilities

• Provide support for HR projects, policy updates, and system improvements as assigned.
• Complete employment verifications and MassHealth Premium reviews.
• Assist with payroll as required.
• Perform other job-related duties as required.

PHYSICAL DEMAND AND WORK ENVIRONMENT:

While performing the duties of this job, the employee is frequently required to sit, talk, and hear. The employee is occasionally required to stand; use hands to handle or feel; reach with arms; and move files or related materials. The employee is frequently required to keyboard and do data entry at a computer. The employee must be able to lift and/or move up to 15 pounds. Vision and the ability to adjust focus are required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The work environment includes indoor office environments or comparable spaces. The noise level varies by sites and meetings.

Mental/Visual Demand

1. High attention to detail involving normal mental and visual attention.

REASONS TO WORK WITH SQUARE ONE:

• Work with an agency that makes a difference in our community every day!
• Be a part of a great team that provides excellent services and support to its families
• Gain experience in various areas of early education and care, human services and behavioral health
• Our fast paced environment is never boring!
• We offer comprehensive health benefits package and 401(k) retirement plan
• Our employees enjoy robust time off policies, 12 paid holidays, over 4 weeks of paid time off with scheduled increases
• Flexible schedule

Want to learn more about Square One?

https://startatsquareone.org/

Job Type: Full-time

Pay: $19.00 - $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Mileage reimbursement
• On-the-job training
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Ability to Commute:

• Springfield, MA 01105 (Required)

Work Location: In person