Human Resources Administrative Assistant - Gables Search Group

Seeking a Human Resources Administrative Assistant to join our New Jersey Office.  The HR Assistant is responsible for the administrative support of day-to-day human resource operations.  

Job Title: Human Resources Administrative Assistant

Job Summary: As a Human Resources Administrative Assistant, you will provide essential support to the HR department by assisting with various administrative tasks and HR functions. You will play a crucial role in maintaining employee records, coordinating recruitment activities, and facilitating communication between HR staff and employees. Your organizational skills and attention to detail will contribute to the smooth operation of HR processes.

Responsibilities:

1. Employee Records Management: Maintain accurate and up-to-date employee records, including personal information, employment history, benefits enrollment, and performance evaluations. Ensure compliance with data privacy regulations and confidentiality standards.

2. Recruitment Support: Assist with the recruitment process by posting job openings, scheduling interviews, and coordinating candidate communication. Prepare interview materials, collect feedback from hiring managers, and update applicant tracking systems.

3. Onboarding and Offboarding: Facilitate the onboarding process for new hires, including preparing offer letters, conducting orientation sessions, and coordinating training activities. Process paperwork for new employee enrollments, background checks, and I-9 verification. Assist with offboarding procedures for departing employees.

4. Benefits Administration: Support benefits administration activities, including open enrollment, changes to employee benefits elections, and communication of benefit options to employees. Assist employees with inquiries related to health insurance, retirement plans, and other benefits programs.

5. Payroll Assistance: Provide administrative support for payroll processing, including entering timesheet data, verifying time records, and addressing payroll inquiries from employees. Assist with payroll adjustments, deductions, and reconciliations as needed.

6. Employee Relations: Serve as a point of contact for employees regarding HR policies, procedures, and programs. Respond to employee inquiries, escalate issues to HR staff as appropriate, and facilitate resolution of employee concerns.

7. HR Documentation: Prepare and distribute HR-related documents, such as employee handbooks, policies, and forms. Assist with drafting memos, announcements, and communications to employees on behalf of the HR department.

8. Compliance Monitoring: Assist with monitoring compliance with federal, state, and local employment laws and regulations. Update HR policies and procedures to ensure compliance with legal requirements and industry best practices.

9. Meeting Coordination: Schedule meetings, appointments, and training sessions for HR staff and employees. Coordinate logistics for HR events, such as training sessions, benefits fairs, and wellness programs.

10. General Administrative Support: Provide general administrative support to the HR department, including managing calendars, ordering supplies, processing invoices, and maintaining filing systems.

Qualifications:

1. High school diploma or equivalent required; associate or bachelor's degree in human resources or related field preferred.
2. Prior experience in an administrative role, preferably in a human resources department or office setting.
3. Familiarity with HR processes, procedures, and terminology.
4. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and HRIS software.
5. Excellent organizational skills and attention to detail.
6. Strong communication and interpersonal skills, with the ability to interact professionally with employees at all levels.
7. Ability to maintain confidentiality and handle sensitive information with discretion.
8. Adaptability and willingness to learn new tasks and procedures.
9. Ability to work independently and collaboratively in a team environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Prepare job postings and schedule candidates for interviews
• Assist with new-hire orientation
• HRIS maintenance and reporting
• Maintenance of employee files
• Schedule meetings and conference calls; follow up with participants prior to meetings; preparation of related materials
• Assist with Event Planning

A Bachelor’s Degree in Human Resources and law firm experience a plus.  Must be highly organized and possess the ability to prioritize, be a team player, have excellent written and verbal skills and ability to demonstrate a high degree of confidentiality and discretion.  Strong working knowledge of Microsoft Word, Excel, PowerPoint experience with HRIS systems a plus.