HR Administrative Assistant (34343)

KLS Martin Group; Jacksonville (FL); On-site; USD 30,000 - 45,000; Full time

Job summary

KLS Martin Group in Jacksonville is seeking an HR Administrative Assistant to provide essential support in recruitment, employee records management, and benefits administration. The ideal candidate should have strong organizational skills and attention to detail, alongside previous administrative experience in an HR or office environment. Proficiency in MS Office Suite and the ability to maintain confidentiality are crucial for this role. Join us to help streamline HR processes and enhance employee engagement.

Qualifications

• Previous administrative experience in an HR or office environment preferred.
• Ability to handle confidential information with discretion.
• Basic understanding of HR principles, employment law, and best practices.

Responsibilities

• Assist with creation of offer letters.
• Coordinate interview schedules and assist in communication with candidates.
• Prepare and publish company organizational charts.
• Ensure compliance with legal and organizational requirements for record-keeping.

Skills

Organizational skills

Attention to detail

Written and verbal communication

Proficiency in MS Office Suite

Multitasking and time-management

Education

High school diploma required

Associate’s or Bachelor’s degree in Human Resources or related field preferred

Job description

Job Summary

The HR Administrative Assistant is responsible for providing administrative support to the Human Resources department by assisting with recruitment, employee records management, benefits administration, and other HR-related tasks. This role requires excellent organizational skills, attention to detail, and the ability to maintain confidentiality.

Essential Functions, Duties, and Responsibilities

• Assist with creation of offer letters.
• Coordinate interview schedules and assist in communication with candidates.
• Prepare interview materials and ensure the timely onboarding of new hires.
• Maintain and update employee files (both electronic and paper-based).
• Ensure compliance with legal and organizational requirements for record-keeping.
• Assist in preparing employment contracts, change of status forms, and other HR documents.
• Assist with benefits enrollment and changes for employees.
• Respond to employee inquiries regarding benefits programs.
• Maintain records of employee benefits and eligibility.
• Own the invoice/billing process to ensure payments are made on time and accurate.
• Create and generate reports based on departmental or organizational requirements.
• Ensure data accuracy and consistency in reports by cross‑checking data against source systems.
• Prepare and publish company organizational charts.
• Assist in gathering data for HR audits.
• Help coordinate training sessions and workshops for employees.
• Assist with tracking employee training programs and certifications.
• Answer and direct HR-related inquiries from employees and external candidates.
• Assist in organizing HR-related meetings, events, and employee activities.
• Ensure HR office supplies are stocked and organized.
• Help ensure company policies and procedures are followed.
• Assist with compliance to labor laws and regulations.

Qualifications

• High school diploma required; Associate’s or Bachelor’s degree in Human Resources or a related field preferred.
• Previous administrative experience in an HR or office environment preferred.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint).
• Ability to handle confidential information with discretion.
• Strong multitasking and time‑management abilities.
• Basic understanding of HR principles, employment law, and best practices.
• Typing/computer keyboard proficiency.
• Ability to retrieve and compile information and maintain records/logs.
• Verify data and information.
• Organize and prioritize information/tasks.
• Operate office equipment.
• Advanced and basic mathematical concepts.
• Verbal, written communication, research, analysis, and interpretation skills.
• Investigate, evaluate, recommend action.
• Experience with abstract mathematical concepts.
• Physical capability to sit, view computer screen, walk, read, speak, hear/listen, maintain regular attendance, perform repetitive motions, push/pull, bend, stoop, reach, grasp, write.
• Work in a normal office environment.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.