Administrative Assistant

Kimley-Horn and Associates, Inc.; Indianapolis (IN); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Retirement plan

Health coverage

Flexible time off

Student loan matching

Tuition reimbursement

Family benefits

Job summary

Kimley-Horn is seeking an HR Assistant to support the regional HR team with onboarding, records maintenance, and administrative duties at our Indianapolis office.

The role requires strong MS Office skills, attention to detail, and solid communication abilities. You will handle I-9s, background checks, and HRIS entries, ensuring compliance and accuracy across personnel files.

Qualifications

• High school diploma or equivalent required; additional education is a plus.
• Proven administrative experience in a professional setting is preferred.
• Strong written and verbal communication with attention to detail.

Responsibilities

• Oversee onboarding tasks including paperwork, background checks, and drug tests.
• Coordinate adjudication steps with HR staff based on screening results.
• Manage I-9 processing and reverifications for new hires.
• Enter new hire data into HRIS per onboarding guidelines.
• Schedule orientations and required trainings for new employees.
• Maintain personnel files in HRIS and archives.
• Assist recruiters with postings, events, interviews, travel, and expenses.
• Generate reports from HRIS and support internal audits.

Skills

Interpersonal communication

Attention to detail

Discretion with confidential info

Punctuation & grammar

Education

High School Diploma or equivalent

Tools

MS Office Suite

Excel

Word

Outlook

Adobe Acrobat

HRIS system

Job description

Overview

Join one of Fortune Magazine's "100 Best Companies to Work For"!

Kimley-Horn is seeking a Human Resources Assistant for our dynamic regional HR team.

You will play a crucial role in supporting our regional HR team and ensuring the smooth operation of various administrative functions.

This office-based role is located at 500 E. 96th Street, Suite 300, Indianapolis, Indiana (IN).

Responsibilities

• Manage the onboarding and integration tasks including pre-employment paperwork, background checks, and drug tests for new hires.
• Partner with HR Coordinator or Partner to undergo adjudication process pending results of new hire screenings.
• Manage I-9 process for new hires, including rectifying tentative non-confirmation results and employment authorization reverifications.
• Enter new hire details into HRIS system in accordance with onboarding guidelines and best practices.
• Schedule new hire orientation and assign any required new hire trainings.
• Manage and maintain personnel files via HRIS Document Manager and hard copies.
• Assist Recruiters with job postings, career fair coordination, candidate interview coordination, travel arrangements and the processing of associated travel expenses.
• Use HRIS system to prepare reports.
• Support internal auditing efforts for accuracy including, but not limited to, I-9 records and employee personnel information.
• Ensures federal and state regulation compliance for labor law posters.
• Manage calendars and help schedule meetings/conference calls.
• Support the organization and scheduling of training or other meetings as needed.
• Organize and maintain the HR supply room and order supplies.
• Perform other administrative duties to include, but not limited to, photocopying, mailing, scanning, and filing.
• Other duties as assigned.

Qualifications

• High School Diploma or equivalent
• 2+ years' experience in an administrative position in a professional setting
• Strong interpersonal and communication skills; strong punctuation and grammar skills
• Proficient in MS Office Suite; highly proficient in Excel, Word, and Outlook
• Proficient in Adobe Acrobat
• Positive, client service-oriented
• Collaborative and team-oriented
• Capable of managing and balancing multiple tasks/priorities in a fast-paced, deadline driven environment
• Visibility of work requires attention to detail, excellent organizational skills, and discretion with confidential information

Why Kimley-Horn?

At Kimley-Horn, we do things differently. People, clients, and employees are at the forefront of who we are. Clients know we prioritize achieving their goals and growing their success. Employees know our culture and approach to business are built on a desire to provide an environment for everyone to flourish. Our commitment to quality is only as good as the people behind it— that’s why we welcome and develop passionate, hardworking, and proactive employees. We take pride in how our employee retention, robust benefits package, and company values have led to Kimley-Horn’s placement on the Fortune “100 Best Companies to Work” list for 19 years!

Key Benefits at Kimley-Horn

• Exceptional Retirement Plan: 2-to1- company match on up to 4% of eligible compensation (salary + bonus) and additional profit-sharing contribution.
• Comprehensive Health Coverage: Low-cost medical, dental, and vision insurance options.
• Time Off: Personal leave, flexible scheduling, floating holidays, and half-day Fridays.
• Financial Wellness: Student loan matching in our 401(k), and performance-based bonuses.
• Professional Development: Tuition reimbursement and extensive internal training programs.
• Family-Friendly Benefits: New Parent Leave, family building benefits, and childcare resources.