HR Admin Assistant - Professional Search Group

Professional Search Group OC is seeking a HR Administrative Assistant to join their clients team! The HR Administrative Assistant will provide essential administrative support to the Human Resources department by assisting in various HR functions, including recruitment, employee relations, payroll, benefits administration, and HR compliance. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently while maintaining confidentiality.

Professional Search Group OC is proud to partner with this leading non-profit in Irvine, CA. The position will require up to 4 days onsite.

HR Administrative Assistant Duties and Responsibilities:

• Perform general administrative duties such as filing, organizing HR documents, answering phones, and responding to email inquiries.
• Schedule meetings, interviews, and HR-related events, and maintain the department's calendar.
• Assist in preparing HR reports, presentations, and correspondence.
• Maintain accurate and up-to-date employee records, including personnel files and compliance documentation.
• Assist with HR audits, data entry, and tracking of employee information.
• Post job openings, screen resumes, and schedule interviews.
• Assist in coordinating new employee onboarding, including preparing offer letters, processing new hire paperwork, and organizing orientation sessions.
• Conduct background checks and verify employee eligibility as part of the hiring process.
• Maintain applicant tracking system and recruitment databases.
• Serve as the first point of contact for employee inquiries related to policies, benefits, and procedures.
• Assist with employee engagement initiatives and maintain updated contact lists for HR communications.
• Support the HR team in handling employee relations issues by documenting and filing related reports.
• Assist in processing bi-weekly payroll by gathering and entering employee data and ensuring compliance with payroll regulations.
• Provide administrative support during open enrollment and help employees with benefits inquiries.
• Maintain benefits records and assist in communication with benefits providers
• Ensure the confidentiality of HR records and compliance with federal, state, and company regulations.
• Assist in updating and maintaining employee handbooks, policies, and procedures.
• Help with HR audits and prepare compliance-related documents and reports.
• Input and update employee information in the HRIS system (TriNet or similar), ensuring accuracy.
• Generate routine and ad-hoc reports from the HR system to support HR operations.
• Assist with troubleshooting HRIS issues and providing basic user support for staff.
• Assist with various HR projects and initiatives, including employee recognition programs, wellness activities, and morale-boosting events.
• Provide administrative support in handling employment-related inquiries from applicants and employees.
• Perform other duties as assigned to support the HR team.

HR Administrative Assistant Requirements:

• Associate's degree in Human Resources, Business Administration, or related field, or equivalent experience.
• 2+ years of administrative experience, preferably within HR.
• Strong organizational, communication, and interpersonal skills.
• Ability to handle sensitive information with confidentiality.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with HRIS systems.
• Ability to multitask and manage competing priorities in a fast-paced environment.