Administrative Assistant- Human Resources

Maschio's Food Service Inc.; Chester (NJ); On-site; USD 25,000 - 30,000; Part time

Job summary

Maschio's Food Services Inc. is seeking an Administrative Assistant - Human Resources to provide administrative support across talent acquisition, workers' compensation intake, and general HR duties.

The role concentrates on maintaining HR records, coordinating with managers, and ensuring confidentiality of sensitive information. The position is part-time, 10 months, with a Monday–Friday schedule and office-based duties.

Qualifications

• High school diploma or equivalent required.
• 1-2 years' experience in administrative, customer service, or receptionist capacity.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Strong attention to detail and ability to manage multiple projects simultaneously.
• Proficiency with Microsoft Office/Google Workspace; experience with HRIS platforms is a plus.

Responsibilities

• Support talent acquisition by posting jobs and maintaining postings.
• Assist with workers' compensation intake and documentation.
• Maintain HR records and confidential information.
• Coordinate with supervisors on light-duty assignments when applicable.
• Provide general HR administrative support and file management.

Skills

Communication

Organizational skills

Time management

Attention to detail

Multitasking

Microsoft Office/Google Workspace

Education

High school diploma or equivalent

Bachelor's degree in Business Administration or related field

Tools

HRIS platforms

Job description

Job Title:

Administrative Assistant- Human Resources

Position Summary:

The Human Resources Administrative Assistant provides administrative and operational support to the Human Resources Department in a variety of areas, including talent acquisition administration, workers' compensation intake and documentation, employee and management communication, and general HR support.

Essential Duties and Responsibilities:

Include but are not limited to:

• Talent Acquisition Support
  • Receive job postings and recruitment requests from Supervisors and Department Leaders.
  • Create and post job advertisements based on the needs of the requesting department.
  • Develop and maintain job posting templates.
  • Create and/or assign system accounts for new users involved in the recruitment process.
  • Monitor and maintain applicant counts for posted positions.
  • Monitor the status and expiration of job advertisements.
• Workers' Compensation Administrative Support
  • Provide administrative intake support for workers' compensation matters.
  • Receive and organize workers' compensation-related documentation.
  • Upload medical records, reports, First Report of Injury (FROI) forms, supporting documentation, and other applicable records into the appropriate systems.
  • Forward medical documentation and return-to-work/release-from-care information to the appropriate workers' compensation team members.
  • Communicate and coordinate with workers' compensation adjusters and HR/workers' compensation administrators as directed.
  • Assist with maintaining accurate and timely workers' compensation records.
  • Coordinate with supervisors and managers regarding the availability of appropriate light-duty assignments when applicable.
  • Assist with communicating necessary information to employees regarding workers' compensation administrative matters.
  • Follow established procedures regarding the handling, storage, and transmission of confidential medical and employee information.
  • Escalate questions, concerns, or documentation issues to the appropriate HR or workers' compensation team member.
• General Human Resources Administrative Support
  • Provide general administrative assistance to the HR Department.
  • Assist with filing, scanning, copying, document organization, and electronic record maintenance.
  • Maintain organized and accurate HR files and records in accordance with established procedures.
  • Assist HR team with special projects and other duties as assigned.
  • Maintain confidentiality and exercise appropriate discretion when handling sensitive employee, applicant, medical, and personnel information.

Qualifications:

Required:

• High school diploma or equivalent required.
• Minimum of 1-2 years' experience in an administrative, customer service, or receptionist capacity.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Strong attention to detail and ability to manage multiple projects simultaneously.
• Proficiency with Microsoft Office/Google Workspace; experience with HRIS platforms is a plus.

Preferred:

• Bachelor's degree in Business Administration or related field.

Essential Physical Requirements and Working Conditions:

• Ability to sit or stand in a stationary position.
• Ability to bend and lift up to 40lbs as needed to move objects.
• Work is performed in an office environment.
• This is a part-time, 10-month position, typically scheduled Monday through Friday, with hours aligned to the needs of the business.

Maschio's Food Services Inc. is an Equal Opportunity Employer and values diversity at all levels of the organization.