Human Resources Assistant

Department:  Human Resources

Reports To:  Sr. Director, Human Resources

FLSA Status:  Non-Exempt

Work Location:  Hybrid - Town & Country, MO

POSITION SUMMARY

The HR Assistant serves as the front-line coordinator for Lexicon's pre-hire onboarding and new-employee lifecycle, ensuring every incoming employee at Lexicon and Cordell & Cordell experiences an accurate, compliant, and well-organized start.

This role owns the administrative mechanics of onboarding — offer documentation, I-9 and E-Verify compliance, and scheduling of various key virtual training and orientation milestones — while also providing dependable general administrative support to the broader HR team.

KEY RESPONSIBILITIES

Pre-hire Onboarding Coordination

• Serves as the primary point of contact for new hires between offer acceptance and first day, answering questions and setting expectations.
• Tracks each candidate's progress through the onboarding checklist and proactively flag delays or missing items to the appropriate internal stakeholders and HR team.
• Maintains accurate onboarding trackers/dashboards and ensure new-hire records are complete and audit-ready.

Offer Documentation & Coordination

• Prepares, issues, and tracks offer letters and related employment documentation for signature.
• Coordinates background checks, reference verification, and any pre-employment screening required before start date. Discusses any adverse results with the appropriate Recruiter and HR Leadership.
• Ensures new-hire paperwork (tax forms, direct deposit, benefits elections, policy acknowledgments) is collected, accurate, and filed appropriately in Paycom.

I-9 and E-Verify Compliance

• Completes Section 2 of Form I-9 within required timeframes and maintain compliant I-9 records for all new hires.
• Submits and monitors E-Verify cases, resolving tentative nonconfirmations (TNCs) and mismatches in coordination with HR leadership.
• Maintains organized, audit-ready I-9/E-Verify files in accordance with federal recordkeeping requirements.

Virtual First-Day Training & New Employee Orientation

• Schedules and supports the logistics for virtual first-day training sessions, including calendar invites, platform links, and facilitator/attendee confirmations.
• Coordinates and help facilitates virtual New Employee Orientation, ensuring materials, access, and technology are ready in advance.
• Partners with cross-departmental Onboarding Team to ensure new hires have the right equipment, access, and credentials ahead of day one.
• Partners with the HRBP to collect onboarding feedback and flag recurring issues to support continuous improvement of the onboarding experience.

General HR Administrative Support

• Supports the HR team with recurring administrative tasks, including data entry, filing, correspondence, and report preparation.
• Assists with special projects as assigned, such as process documentation, HR gift ordering, or event coordination.
• Maintains confidentiality of employee records and sensitive HR information at all times.
• Identifies opportunities to streamline onboarding and administrative workflows and suggest process improvements.

QUALIFICATIONS

• Some education in Human Resources, Business Administration, or a related field, or equivalent professional experience.
• 1–3 years of experience in HR administration, onboarding coordination, or a related administrative role; law firm or professional services environment a plus.
• Working knowledge of Form I-9 and E-Verify requirements; prior hands-on experience strongly preferred.
• Experience with an HRIS platform (Paycom experience a plus) and general proficiency with Microsoft Office/365 (Outlook, Word, Excel, Teams).
• Comfortable coordinating and supporting virtual meetings/training sessions across video conferencing platforms (Microsoft Teams).

COMPETENCIES & CORE VALUES

• Exceptional organization and follow-through — able to manage multiple onboarding files and deadlines simultaneously without dropped details.
• High attention to accuracy, particularly with compliance-sensitive documentation (I-9, E-Verify, offer paperwork).
• Clear, professional written and verbal communication with candidates, new hires, and internal stakeholders.
• Discretion and sound judgment in handling confidential employee information.
• A service-oriented, adaptable approach to shifting priorities and recurring administrative demands.

Collaboration: At Lexicon, an emphasis is placed on working together seamlessly and leveraging the collective strengths of individuals within the organization. Employees promote communication, teamwork, and the sharing of ideas to achieve common goals and objectives.

• Responsiveness: Responsiveness measures our ability to react quickly and effectively to changes, demands, or challenges. A responsive Employee fulfills all obligations effectively and timely to our current and future clients, while maintaining effectiveness and staying aware of evolving business needs or circumstances.

Culturally Positive: The "Courage to Ask Why" reflects our culture that encourages curiosity, understanding, critical thinking, and challenging the status quo. Employees professionally question existing processes, seek new viewpoints, and explore customer-focused solutions. Employees embrace and promote the values and beliefs of the organization and demonstrate respect for their colleagues, our clients, and the broader community. Employees create a culture that encourages "asking why" through professional curiosity, understanding, critical thinking, and challenging the status quo.

Customer Service: Employees are committed to prioritize and exceed the expectations of current and future clients. Employees know and anticipate the needs of internal and external customers and act accordingly – providing high priority to customer satisfaction. 

Accountability: True accountability thrives in partnership. We build trust through open communication, transparency, and shared problem-solving – recognizing that success is collective, not individual. By sharing information, reporting progress, and inviting feedback at every level, we create a culture where everyone feels informed, empowered, and connected ot the goals we're striving toward together.

WORKING CONDITIONS

This role is performed in a professional office or remote/hybrid environment and may require occasional flexibility in schedule to accommodate new-hire start dates, virtual orientation sessions, and time-sensitive compliance deadlines.

The position may require prolonged periods of sitting at a desk and working on a computer, as well as occasional lifting of up to 30 pounds. The physical demands described are representative of those required to successfully perform the essential functions of the role, and reasonable accommodations may be made to enable individuals with disabilities to perform the job responsibilities.

This job description reflects the general nature and level of work performed and is not intended to be an exhaustive list of all responsibilities, duties, and skills required.

ACKNOWLEDGEMENT

The above statements describe the job's essential responsibilities and requirements. They are not an exhaustive list of the duties that may be assigned to job incumbents.