People Operations Administrative Assistant

Job Summary

The People Operations Administrative Assistant supports the People Operations department with administrative, payroll, and recruiting tasks. This role reports to the Director of People Operations. The ideal candidate has an upbeat personality, strong attention to detail, and a genuine desire to learn. Previous experience in an administrative or HR support role is preferred but not required; we'll train the right person.

Job Schedule: Must be available for after-hours calls and employee questions as needed by the Department; Typically Monday-Friday 8:30am-5:00pm with some varying schedule depending on business needs or recruiting events

Job Duties

Onboarding and Recruiting

•      Complete all new-hire onboarding tasks, including document collection, E-Verify, and tax form verification

•      Send onboarding packets to all new hires

•      Verify background checks are completed by new hires

•      Support recruiting through phone screenings, interview scheduling, and job postings on Facebook

•      Respond to job inquiries and questions for candidates

•      Attend local hiring events

Payroll and Benefits

•      Answer employee questions about pay stubs, payroll changes, and basic benefits

•      Update employee information in the benefits portal

•      Manage payroll deductions and garnishments in the HRIS

•      Update pay rates in the HRIS and payroll systems

•      Adjust PTO balances as needed

•      Complete verifications of employment (VOEs) for current and former employees

HRIS Maintenance

Enter and maintain accurate employee records in the HRIS, including personal information, job titles, locations, and employment status

Process new hires, transfers, promotions, and terminations in the HRIS promptly

Keep employee data consistent across the HRIS, payroll system, benefits portal, and POS time clock

Audit HRIS data regularly to catch errors, missing information, and outdated records

Run standard reports (headcount, turnover, new hires, PTO balances) as requested

Document HRIS processes and help train managers on basic system tasks

 Compliance and Records

•      Complete forms, fax documents, and file records accurately in Drive

•      Assist with responding to routine Department of Labor audits and requests

•      Maintain strict confidentiality of employee, payroll, and personnel information

Administrative Support

•      Schedule People Operations meetings and appointments (if needed)

•      Write general memos and employee correspondence (non-policy)

•      Distribute mail

•      Support the Director of People Operations and People Operations Manager with shifting daily priorities

•      Serve as the department's first point of contact, answering basic policy questions and escalating as needed

Training

•  Conduct orientation and other trainings as needed
• Other Duties as Assigned

Qualifications

Required

•      High school diploma or equivalent

•      Ability to handle confidential information with discretion

•      Strong organization and attention to detail

•      Comfortable with computers and learning new software programs

•      Positive, upbeat attitude and desire to learn

Preferred

•      Previous experience as an Administrative Assistant, People Operations Assistant, or HR Assistant

•      Basic knowledge of employment law (FLSA, FMLA, etc.)

•      Familiarity with child labor laws and compliance

•      Experience with payroll or HRIS systems, Rippling a plus