Job Summary
Support all administrative functions of the HR department, including data management, employee documentation, and project support such as union negotiations and policy updates. Manage HRIS, including new hire setup, employee changes, and terminations, ensuring accurate data entry and process flow. Assist with HR projects, communications, and documentation, ensuring compliance and efficiency.
Essential Duties and Responsibilities
- Maintain and update HRIS records, including new hire onboarding, employee data changes, terminations, benefits administration, and compliance tracking, ensuring accuracy and timely completion of all entries.
- Provide backup support to the receptionist by covering front‑desk responsibilities during breaks, lunches, or absences. Duties include greeting visitors, handling calls, distributing mail and packages, checking in new employees, creating and issuing badges/IDs and related access credentials, and coordinating reception coverage.
- Provide backup support to the HR team by conducting new‑hire orientations, assisting with pre‑employment background checks, completing HRIS data entry, maintaining benefits and personnel files, and supporting general HR administrative tasks and projects.
- Support HR projects such as updating and maintaining the employee handbook, preparing materials for union negotiations (typing, compiling, formatting, and organizing official records and reports), and assisting with policy rollout and implementation.
- Perform administrative filing and records upkeep by creating, organizing, maintaining, and purging physical and electronic HR files (including personnel, benefits, I‑9s, disciplinary, and training records). Ensure all records follow retention and destruction requirements in accordance with company policy and applicable California and federal regulations. Maintain confidentiality and secure storage of sensitive documents.
- Support with preparing and distributing HR communications, including notices related to union matters, policy updates, and other department initiatives.
- Schedule, coordinate, and assist with employee training sessions, meetings, and HR‑related events.
- Maintain records, ensuring timely retrieval and transfer of files as needed.
- Support employee engagement efforts, including administering activity discount programs and similar initiatives.
- This job description is not all inclusive of all duties. Other duties may be assigned.
Education and Experience
- AA degree (or equivalent experience) in related discipline and minimum 1-year administrative or HR experience.
- PHR certification is a plus
Knowledge, Skills and Abilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- Experience supporting HR projects, including coordinating updates and maintaining documentation.
- Strong typing, formatting, and document‑preparation skills for formal reports and negotiation materials.
- Ability to prioritize and balance multiple tasks, including HR initiatives, administrative responsibilities, and HRIS updates.
- Knowledge of union processes and awareness of applicable legal considerations.
- Proficiency in HRIS systems, preferably Paycom, with experience working with detailed and complex employee data.
- Proficiency in Microsoft Office applications; experience with Oracle or SAP systems is a plus.
- Excellent written and verbal communication skills.
- Ability to apply HR practices, technical standards, and established concepts in daily work.
- Knowledge of California employment laws and regulations.
Supervisory Responsibilities
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- Lift up to 35 lbs.
- Push and pull 35 lbs.
- Bend Occasionally
- Sit, Stand, and Walk Frequently
- Talk and Listen Frequently.
- Frequent Use of Computer Monitor
Special Requirements
N/A
Limitations and Disclaimer
The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, this job description does not establish a contract for employment. In compliance with the Americans with Disability Act (ADA) of 1990, the Company will make reasonable accommodations with those individuals with a disability as defined by the ADA.