HR Administrator - WA

Vaco by Highspring; Mukilteo (WA); On-site; USD 58,000 - 80,000; Full time

Job summary

The Human Resources Administrator at Vaco by Highspring supports the company’s HR data infrastructure, policies, processes, procedures, and employee lifecycle administration. This role owns data accuracy, integrity, and timeliness while supporting HR operations, compliance, reporting, and employee engagement.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment, with a strong emphasis on confidentiality and proactive

Qualifications

• 2+ years of HR-related experience.
• Experience supporting HR compliance activities.
• Strong data entry accuracy and attention to detail.
• Working knowledge of onboarding, offboarding, employee status changes, and compensation changes.
• Advanced Excel skills including VLOOKUP, XLOOKUP, Pivot Tables.
• Excellent organization and time management skills.
• Ability to maintain strict confidentiality and handle sensitive information.
• Must qualify as a U.S. Person under ITAR requirements.

Responsibilities

• Maintain accurate employee records within ADP Workforce Now and other HRIS platforms.
• Process new hires, transfers, promotions, compensation changes, and terminations.
• Manage employee data updates while ensuring compliance with internal approval workflows.
• Audit HRIS records regularly to identify discrepancies and maintain data integrity.
• Troubleshoot and resolve data synchronization issues between HR, payroll, benefits, and timekeeping systems.
• Generate and maintain HR reports, metrics, and employee transaction data.
• Support compliance initiatives including I-9 administration, EEO reporting, and general HR recordkeeping.
• Assist with internal and external audits by gathering and validating employee records.
• Ensure adherence to data privacy, confidentiality, and record retention requirements.
• Maintain HR knowledge resources including forms, templates, and standard communications.
• Support open enrollment, compensation cycles, and other annual HR programs.
• Assist employees and managers with HRIS access, system navigation, and data correction requests.
• Participate in system testing, upgrades, and process documentation as new ADP functionality is implemented.
• Support employee engagement activities and internal events.
• Assist with site-level HR initiatives and employee communications.
• Provide exceptional customer service to employees and leaders.
• Take initiative on projects and continuously seek process improvements.

Skills

Data entry accuracy

Attention to detail

Organization

Time management

Communication skills

Confidentiality

Education

Associate’s or Bachelor’s degree in HR, Business, or related field

HR certification (aPHR, PHR, SHRM-CP) or progress toward certification

Tools

ADP Workforce Now

Workday

HRIS platforms

HRIS integrations

Job description

The Human Resources Administrator serves as the backbone of the company’s HR data infrastructure, supporting policies, processes, procedures, and employee lifecycle administration. This position owns the accuracy, integrity, and timeliness of employee data while supporting HR operations, compliance initiatives, reporting, and employee engagement activities.

The ideal candidate is highly organized, detail-oriented, comfortable handling confidential information, and enjoys working in both collaborative and independent environments. This individual should be proactive, eager to learn, and capable of managing multiple priorities in a fast-paced setting.

Position Summary

The Human Resources Administrator serves as the backbone of the company’s HR data infrastructure, supporting policies, processes, procedures, and employee lifecycle administration. This position owns the accuracy, integrity, and timeliness of employee data while supporting HR operations, compliance initiatives, reporting, and employee engagement activities.

The ideal candidate is highly organized, detail-oriented, comfortable handling confidential information, and enjoys working in both collaborative and independent environments. This individual should be proactive, eager to learn, and capable of managing multiple priorities in a fast-paced setting.

Key Responsibilities

HRIS & Employee Data Management

• Maintain accurate employee records within ADP Workforce Now and/or related HRIS platforms
• Process new hires, transfers, promotions, compensation changes, and terminations
• Manage employee data updates while ensuring compliance with internal approval workflows
• Audit HRIS records regularly to identify discrepancies and maintain data integrity
• Troubleshoot and resolve data synchronization issues between HR, payroll, benefits, and timekeeping systems

Reporting & Compliance

• Generate and maintain HR reports, metrics, and employee transaction data
• Support compliance initiatives including I-9 administration, EEO reporting, and general HR recordkeeping
• Assist with internal and external audits by gathering and validating employee records
• Ensure adherence to data privacy, confidentiality, and record retention requirements

HR Operations Support

• Maintain HR knowledge resources including forms, templates, and standard communications
• Support open enrollment, compensation cycles, and other annual HR programs
• Assist employees and managers with HRIS access, system navigation, and data correction requests
• Participate in system testing, upgrades, and process documentation as new ADP functionality is implemented

Employee Experience & Engagement

• Support employee engagement activities and internal events
• Assist with site-level HR initiatives and employee communications
• Provide exceptional customer service to employees and leaders
• Take initiative on projects and continuously seek process improvements

Required Qualifications

• High school diploma
• 2+ years of HR-related experience
• Experience supporting HR compliance activities
• Strong data entry accuracy and attention to detail
• Working knowledge of:
  • Onboarding
  • Offboarding
  • Employee status changes
  • Compensation changes
• Advanced Excel skills including:
  • VLOOKUP/XLOOKUP
  • Pivot Tables
  • Basic formulas
• Excellent organization and time management skills
• Ability to manage multiple priorities and deadlines
• Strong written and verbal communication skills
• Ability to maintain strict confidentiality
• Must qualify as a U.S. Person under ITAR requirements

Preferred Qualifications

• Strong ADP Workforce Now experience (highly preferred)
• Experience with Workday or other HRIS platforms
• Familiarity with:
  • FLSA
  • EEO/AAP reporting
  • I-9 compliance
  • Leave of absence administration
  • Payroll processes
• Experience supporting benefits administration and open enrollment
• Exposure to ATS systems and HRIS integrations
• Associate’s or Bachelor’s degree in HR, Business, or related field
• HR certification (aPHR, PHR, SHRM-CP) or progress toward certification
• Experience within regulated, manufacturing, aerospace, or government-contracting environments

Ideal Candidate Profile

A detail-oriented HR professional who enjoys data, systems, and process improvement while also supporting employee engagement efforts. The successful candidate will bring strong ADP expertise, compliance knowledge, a positive attitude, and the ability to build strong relationships across the organization.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan.

Additional disclaimer:

Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring’s client.

Privacy Notice

Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR and UK GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring’s use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client’s use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

the individual’s skill sets, experience and training;

licensure and certification requirements;

office location and other geographic considerations; and

other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company’s retirement plan (or similar retirement benefits).