Administration Assistant​/Recruiting Specialist

General Description

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.

• Essential job functions include the following.
• 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…