Human Resources Administrative Assistant

Job Title: HR Administrative Assistant

Reports To: HR Director

Location: Lake Oswego

Employment Type: Full time 

Position Summary

The HR Administrative Assistant provides essential support to the Human Resources department by maintaining accurate employee records, ensuring compliance with licensing requirements, and assisting with file management and data tracking. This role requires strong organizational skills, attention to detail, and the ability to manage confidential information effectively.

Key Responsibilities

Employee File Management:

Maintain and update all employee personnel files in compliance with agency and regulatory standards.

Ensure timely filing of documents such as certifications, background checks, and training records.

Data Management:

Maintain and update the HR master spreadsheet with current employee information, licensing status, and compliance data.

Generate reports as requested by HR leadership.

HRIS Administration & Employee Data Support

• Maintain HRIS system accuracy by completing updates and routine system maintenance as needed
• Create, launch, and manage HR workflows to collect compliance documentation, training updates, and education agreements
• Process HR Action Forms related to terminations, position changes, supervisor changes, and pay changes (shared responsibility with designated HR leadership)
• Review and approve employee information updates submitted through Paylocity
• Assign, edit, and maintain HRIS security roles and system permissions
• Update Time & Labor permissions, including transitions from hourly to salary and employee to manager access
• Send bi-monthly incentive forms through Paylocity
• Enter and maintain 403(b) contribution changes in Paylocity
• Create and distribute HRIS reports as requested, including compliance tracking and system audits
• Launch insurance waiver acknowledgments for new hires and annual renewals
• Send and track exit surveys and stay surveys

Administrative Support:

Assist with onboarding and offboarding processes, including document collection and system updates.

Respond to employee inquiries regarding HR documentation and compliance requirements.

Support HR team with special projects and audits as needed.

General:

-Assist employees with general questions regarding policies, HRIS, etc.

-Report new hire to State of Oregon.

-Maintain compliance documents for current employees.  Ensure system reminders are sent, updated documents and dates are updated in Paylocity.  Update master spreadsheet with current information.  Connect employees about outstanding items as needed. 

Skills & Competencies

Knowledge of HR practices and compliance standards.

Strong communication and interpersonal skills.

Ability to prioritize tasks and meet deadlines in a fast-paced environment.

Associate degree in HR or related field preferred.

2-4 years of Human Resources experience 

Strong proficiency in Microsoft Excel and other data management tools.

Excellent organizational skills and attention to detail.

Ability to maintain confidentiality and handle sensitive information.