Human Resources Administrative Assistant

Position Overview

The Human Resources Administrative Assistant is a key support role within the HR team, responsible for keeping employee records accurate, monitoring compliance-related documentation, and helping with file administration and data upkeep. The position calls for excellent organization, a sharp eye for detail, and the ability to handle private information with care.

Reporting Line and Location

Reports to: HR Director
Location: Lake Oswego, OR
Employment Type: Full-time, onsite

Employee Records and File Administration

This role involves managing personnel files so they remain current and aligned with agency and regulatory expectations. It also includes making sure records such as certifications, background screenings, and training documentation are filed on time.

Data Tracking and Reporting

The assistant will keep the HR master spreadsheet updated with employee details, licensing status, and compliance-related information. They will also prepare reports for HR leadership when requested.

HRIS and Employee Data Support

• Keep the HRIS accurate through routine updates and system maintenance.
• Build, launch, and oversee HR workflows for compliance documents, training updates, and education agreements.
• Handle HR Action Forms for terminations, role changes, supervisor changes, and pay adjustments, in coordination with designated HR leaders.
• Review and approve employee data updates submitted through Paylocity.
• Set up, adjust, and maintain HRIS security roles and access permissions.
• Manage Time & Labor access, including changes from hourly to salaried status and from employee to manager permissions.
• Send bi-monthly incentive forms through Paylocity.
• Enter and maintain 403(b) contribution updates in Paylocity.
• Prepare and share HRIS reports as needed, including compliance tracking and system audit reports.
• Trigger insurance waiver acknowledgments for new hires and annual renewals.
• Distribute and monitor exit surveys and stay surveys.

Administrative Support

The position supports onboarding and offboarding by collecting documents and updating systems. It also includes answering employee questions about HR paperwork and compliance requirements, along with assisting with audits and special projects.

General Duties

• Respond to employee questions about policies, HR systems, and related processes.
• Report each new hire to the State of Oregon.
• Maintain compliance records for active employees by sending reminders, updating documents and dates in Paylocity, refreshing the master spreadsheet, and following up with employees on outstanding items.

Skills and Competencies

The ideal candidate should understand HR practices and compliance expectations, communicate clearly, work well with others, and manage priorities effectively in a busy environment.

Requirements

At least 2 to 4 years of experience in Human Resources is required. An associate degree in HR or a related field is preferred. Strong Excel skills and familiarity with data management tools are important, along with excellent organization, strong attention to detail, and the ability to protect confidential information.