HR Assistant

Summary: The HR Assistant provides administrative and clerical support to the Human Resources Department, ensuring that personnel records and HR documentation are accurately maintained, confidential, and compliant with organizational and regulatory requirements. This position assists with day‑to‑day HR operations including recordkeeping, onboarding support, data entry, and document management. The HR Assistant plays an essential role in maintaining the integrity, organization, and accessibility of employee files and HR data.

• Maintain and organize confidential employee personnel files, medical files, and other HR documentation in accordance with federal, state, and organizational retention policies.
• Create and update personnel files for new hires, terminations, and status changes.
• Support the transition from paper files to electronic filing systems (e.g., scanning, indexing, and labeling documents).
• Support audit preparation by ensuring files are complete, accurate, and easily retrievable.
• Purge inactive or outdated files according to the organization’s records retention schedule and prepare them for storage or secure disposal.
• Label and organize boxes for off‑site storage; create and maintain a file storage log to track contents, storage locations, and retention timelines.

• Assist with new hire onboarding, including preparing new hire packets, collecting required forms, and updating checklists.
• Support the distribution, collection, and filing of employee forms.
• Provide general administrative support to the HR team including copying, scanning, faxing, and mailing documents.
• Assist with special HR projects and initiatives as assigned.
• Provide back‑up support for front desk or other administrative functions as needed.
• Maintain strict confidentiality of employee and organizational information.
• Follow HR department protocols and safeguard sensitive information at all time.
• Answer incoming HR department phone calls and provide courteous, timely assistance or route calls to the appropriate team member.
• Monitor and manage the HR department inbox, ensuring inquiries are responded to promptly and forwarded as necessary.
• Respond to inquiries and requests for information in a courteous and professional manner.

• High school diploma or equivalent required;
  Associate’s degree in Business Administration, Human Resources, or related field preferred.
• One (1) to three (3) years of clerical, administrative, or HR support experience preferred.
• Experience in a healthcare or non‑profit setting a plus.

• Strong attention to detail, organization, and accuracy.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and comfortable learning HRIS or document management systems.
• Excellent communication and interpersonal skills.
• Ability to prioritize and manage multiple tasks in a fast‑paced environment.
• Printer/Copier/Scanner/Fax proficiency.

Entry level

Full‑time

Human Resources

Hospitals and Health Care