Human Resources Administrative Assistant

1 month ago

Irvine, United States Ultimate Staffing Full time

Human Resources Department Administrative Assistant Needed for the Corporate Office of busy Property Management Company

The position is fully Onsite in Irvine near the OC Airport

Human Resources Administrative Assistant Temporary to Hire

Monday - Friday 8:00 am - 5:00 pm Onsite

If you have exposure to Human Resources and enjoy working with all levels of employees, please read on

You must have at the very minimum 1-2 years of current Human Resources department background as an Assistant/Administrative Assistant

  • Responsible for daily administrative tasks of the Human Resources department including filing, scanning, review and distribute faxes, copying ,organizing departmental files, ordering and maintaining supplies, and other HR administrative support services.
  • Maintain corporate office equipment, by placing service calls and ensuring copiers/faxes are ready for use on a daily basis.
  • Set-up/clean-up of company functions (i.e. birthday and Associate recognition events); and other activities
  • Responsible for processing invoices from third-party HR providers
  • Assist with the Pre-employment process as needed including providing follow-up on any missing information or missing forms from candidates and/or hiring managers.
  • Prepare New Hire Packets for orientation and other employee packets as necessary.
  • Provide backup administration on the Onboarding process including preparing, compiling, and sorting source documents, completing Form I-9's.
  • Assist with creating employment agreements and other related documents for transfers and promotions as needed.
  • Assist with maintaining COVID-19 Logs and preparing Exposure Notices as needed.
  • Establish and maintain the HR archive system including active and terminated personnel files,
  • Take initiative to interact with department team members and assist with tasks.
  • Assist with special projects as assigned, answering incoming calls and distribution of mass mail-outs.
  • Provide administrative support to the Human Resources Manager and Director as needed.
  • Foster and maintain customer satisfaction through friendly, effective and efficient handling of employee questions in person and on the phone.
  • Demonstrate initiative, personal awareness, professionalism, integrity and exercise confidentiality in all areas.

REQUIRED KNOWLEDGE SKILLS AND ABILITIES:

  • Demonstrated knowledge of general Human Resources practices and principles.
  • Basic knowledge of general Human Resources practices and employment law.
  • Must be proficient in MS Office suite (Word, Excel, Outlook, etc.).
  • Must maintain confidentiality of personal and highly sensitive information.
  • Possess high level of reliability and dependability.
  • Must be very detail oriented, demonstrate extreme accuracy and thoroughness with work, strong ability to follow procedures and be very well organized.
  • Demonstrate initiative, personal awareness, professionalism, integrity and exercise confidentiality in all areas of performance.
  • Projects a professional image and demeanor.
  • Understand, apply and comply with all company policies and procedures.
  • Excellent customer service and communication skills, both written and verbal.
  • Ability to multi-task in a fast-paced environment.

EDUCATION/EXPERIENCE:

  • High School Diploma or General Educational Development (GED).
  • HR Certification preferred, but not required.
  • At least 1-2 years' current hands-on experience in a Human Resources department.

PHYSICAL REQUIREMENTS:

  • Frequent standing, sitting, stooping, bending, twisting, climbing stairs,, simple grasping (answering phone) and occasional lifting or carrying objects of up to 20 lbs.

RQUIRED LICENSES/CERTIFICATION:

  • Must possess a valid driver's license and proof of auto insurance.
  • Must maintain an acceptable driving record


All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. To the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

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