Human Resources Assistant

Job Description

Job Summary -

The HR Assistant supports the HR Director in the daily activities of people management and HR operations. This role plays a key part in ensuring smooth workforce administration, accurate payroll processing, and strong employee engagement.

The HR Assistant?s responsibilities include reviewing daily electronic timecards, monitoring weekly overtime, and notifying Department Heads to help manage and minimize overtime expenses. The role also assists with payroll accuracy by reviewing timecard entries and ensuring all employees are properly paid.

In addition, the HR Assistant manages employee benefits administration, including reviewing, maintaining medical insurance elections, and verifying accuracy within the payroll system. The position actively supports the recruiting and onboarding process by posting job openings, reviewing applications, scheduling interviews, and coordinating the onboarding of new hires.

Beyond administrative tasks, the HR Assistant contributes to building positive employee relations by maintaining a visible presence in the workplace?regularly engaging with employees in offices, hallways, and common areas such as breakrooms and lunch areas?to foster communication, support, and trust.

The HR Assistant also provides general administrative support to the HR department, including maintaining personnel records, drafting HR correspondence, preparing reports, and assisting with employee engagement initiatives and company events.

Responsibilities

Overseeing the hiring process, from development of a job description to a job posting in the Paychex Hiring system. Reviewing and screening applicants and arranging on-site interviews with the department heads.

Manages the job offer to on-boarding process, enrolling candidates as employees. Prepare all new hire documentation and support onboarding activities. Ensure all required paperwork (e.g., I-9, W-4, direct deposit) is completed accurately and on time. Assures the issuing of employee lockers and door badges are documented, and the badge is entered into the access control software. Processes employee background checks to ensure they are processed on time, and they meet the company?s standards. Contacts the IT company to order any of the following for a new hire, desk phone, laptop, email address, and any other IT related supply.

Maintain accurate and up-to-date employee records, both electronic and physical. Ensure compliance with federal, state, and company policies regarding HR documentation. Assist in preparing HR reports for audits, compliance, or management requests.

Assist employees with benefits enrollment questions and changes. Support payroll processing by maintaining accurate employee time and attendance records, including review of all timecards for punches and time off requests.

Provide administrative support for HR programs (e.g., performance reviews, training, recognition programs). Help organize employee engagement activities and company events.

Serve as a point of contact for HR-related inquiries. Respond to general HR questions and direct employees to appropriate resources. Develops and keeps a relationship with all employees.

Upon notice of an injury report arranges for transportation to Concentra to provide necessary care. Reports worker compensation claims to the carrier, helps employees with care related questions and problems.

Draft HR correspondence, policies, and announcements. Maintain HR files, forms, and supplies. Support HR team with special projects and initiatives assigned.

Coordinates cGMP and Safety training for all employees and new hires. Issues monthly training as required.

Welcomes visitors and answers the phone. Manages office supplies and reordering to maintain designated supply levels. Acts as the Office Manager for all issues. Manages the uniform supply system, ordering new uniforms and assuring supplies are properly maintained. Reviews and approves Uniform Company?s invoices to assure the AAA Pharmaceutical is not overcharged.