HR Administrative Assistant

Job Summary

Support all administrative functions of the HR department, including data management, employee documentation, and project support such as union negotiations and policy updates. Manage HRIS, including new hire setup, employee changes, and terminations, ensuring accurate data entry and process flow. Conduct new hire orientations for incoming employees. Assist with HR projects, communications, and documentation, ensuring compliance and efficiency.

Essential Duties and Responsibilities

• Maintain and update HRIS records, including new hire onboarding, employee data changes, terminations, benefits administration, and compliance tracking, ensuring accuracy and timely completion of all entries in a fast-paced environment.
• Provide backup support to the receptionist by covering front‑desk responsibilities as needed. Duties include greeting visitors, handling calls, distributing mail and packages, checking in new employees, creating and issuing badges/IDs and related access credentials, and coordinating reception coverage.
• Conduct new‑hire orientations, including presenting company policies, benefits, and HR programs, completing required new‑hire paperwork, and coordinating with hiring managers and other departments to ensure a smooth onboarding experience.
• Provide support to the HR team by assisting with pre‑employment background checks, completing HRIS data entry, maintaining benefits and personnel files, and supporting general HR administrative tasks and projects.
• Support HR projects such as updating and maintaining the employee handbook, preparing materials for union negotiations (typing, compiling, formatting, and organizing official records and reports), and assisting with policy rollout and implementation.
• Perform administrative filing and records upkeep by creating, organizing, maintaining, and purging physical and electronic HR files (including personnel, benefits, I‑9s, disciplinary, and training records). Ensure all records follow retention and destruction requirements in accordance with company policy and applicable California and federal regulations. Maintain confidentiality and secure storage of sensitive documents.
• Support with preparing and distributing HR communications, including notices related to union matters, policy updates, and other department initiatives.
• Schedule, coordinate, and assist with employee training sessions, meetings, and HR‑related events.
• Maintain records, ensuring timely retrieval and transfer of files as needed.
• Support employee engagement efforts, including administering activity discount programs and similar initiatives.
• Maintain regular, reliable and punctual attendance in accordance with business needs.
• Demonstrate responsiveness and a strong sense of urgency while maintaining confidentiality.
• Maintain a welcoming office environment by managing office supplies inventory, placing orders as needed, and organizing communal spaces.
• This job description is not all inclusive of all duties.  Other duties may be assigned.

Education and Experience

• AA degree (or equivalent experience) in related discipline and minimum 1-year administrative or HR experience.
• PHR certification is a plus

Knowledge, Skills and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Experience supporting HR projects, including coordinating updates and maintaining documentation.
• Strong typing, formatting, and document‑preparation skills for formal reports and negotiation materials.
• Ability to prioritize and balance multiple tasks, including HR initiatives, administrative responsibilities, and HRIS updates.
• Knowledge of union processes and awareness of applicable legal considerations.
• Proficiency in HRIS systems, preferably Paycom, with experience working with detailed, confidential and complex employee data.
• Proficiency in Microsoft Office applications; experience with Oracle or SAP systems is a plus.
• Excellent written and verbal communication skills.
• Ability to apply HR practices, technical standards, and established concepts in daily work.
• Knowledge of California employment laws and regulations.

Supervisory Responsibilities

• N/A

Physical Requirements

• Lift, carry, push, or pull up to 35 pounds.
• Sit, stand, and walk frequently.
• Bend, stoop, squat, and reach occasionally.
• Use hands and arms frequently, including gripping and grasping.
• Talk and listen frequently.
• Use a computer, monitor, telephone, and other office or business equipment frequently.
• Walk through or briefly remain in manufacturing-floor areas occasionally, as required by the position.

Special Requirements

• N/A

Limitations and Disclaimer

This job description outlines essential responsibilities but does not represent an exhaustive list. The company may modify duties as needed. The company provides reasonable accommodations in accordance with ADA and applicable state laws.