Administration Assistant​/Recruiting Specialist

The Administrative Assistant / Recruiting Specialist plays a key role in supporting the full recruitment cycle and ensuring seamless hiring operations. This dual‑function position combines critical administrative duties—including record‑keeping, scheduling, and compliance—with active participation in recruitment efforts such as job postings, candidate communication, interview coordination, and onboarding. The role ensures that organizational hiring needs are met efficiently while maintaining a positive candidate and employee experience.

• Manage full‑cycle recruitment: job postings, candidate sourcing, screening, interviewing and reference checks.
• Partner with hiring managers to gain a comprehensive understanding of the hiring needs and job specifications for each position.
• Develops and releases job postings on job boards, social networks and platforms.
• Utilizes knowledge of multiple recruiting sources to find quality candidates.
• Maintain applicant tracking system (ATS) and recruitment pipelines.
• Ensure a positive candidate experience throughout the hiring process.
• Develop relationships with schools, job boards, and community organizations to support talent pipelines.
• Maintain a database of candidate records, including active and passive prospects.
• Follows up on interview process status and updates records in internal database.
• Monitors, responds to and distributes incoming communications from the Recruiting and HR Recruiter Inboxes.
• Develops and carries out an efficient documentation and electronic filing system.
• Conducts new hire orientation and assists with the onboarding process.
• Manages content for the Intranet and employee communication, providing engaging features that improve employee engagement.
• Assists with maintaining accurate employee records, including personnel files, HRIS data entry, and compliance documentation.
• Prepare reports and metrics for leadership review.
• Ensure compliance with labor laws, policies, and procedures.
• Assist with employee engagement initiatives, training coordination, and HR communications.
• Provide day‑to‑day support to the Executive Support/Recruitment Supervisor and Hiring managers.
• Reviews operating practices and implements improvements where necessary.
• Interacts with external clients as well as internal staff at all levels.
• Organize and attend various meetings; prepare and distribute meeting minutes as needed.
• Performs other related duties as required and assigned.

• High School Diploma or GED required. Bachelor’s degree in human resources or related field preferred.
• Minimum one year recruiting experience required including various types of interviews (i.e. phone, video, etc.).
• Familiarity with job boards, and HR software, databases, and management systems.
• Basic knowledge of personnel management, employment and recruitment techniques, and laws relating thereto.
• Strong written and verbal communication skills.
• Exercises discretion in acquiring and disseminating confidential and proprietary information.
• Technical, critical thinking and interpersonal skills relevant to Human Resources to effectively communicate with applicants, employees, team members, hiring managers, directors and administration.
• Proven ability to work productively in an environment with high levels of interruption.
• Ability to prioritize work with minimal supervision, and to independently carry out the duties of the position.
• Ability to problem solve, interpret instructions from diverse individuals, and recommend solutions.
• Advanced Microsoft Office skills and database management experience required.
• Flexibility and excellent time management skills.
• Strong organization skills, attention to detail and ability to multitask.
• Ability to support and implement department projects, policies, goals and objectives.
• Maintain a functional and safe home working space with adequate internet connection for the job.
• Comply with all agency and program policies and procedures including confidentiality, employee conduct, computer usage and dress code.
• Meet program/department’s performance and productivity standards.
• Attend required agency and program/department meetings.
• Adhere to the schedule…