HR Assistant

AppleOne Employment Services; Petaluma (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

AppleOne Employment Services in Petaluma, CA is seeking a detail-oriented HR Assistant for a short-term contract to support a high-volume onboarding project, moving roughly 300 employees through onboarding by the required deadline.

The role focuses on onboarding tasks, Form I-9 documentation, background check follow-up, HRIS access (Paycom), and careful file management, with collaboration across HR and internal partners to ensure a smooth, professional experience.

Qualifications

• 3 to 5 years of HR onboarding or administrative experience.
• Experience with Form I-9 and employment eligibility.
• Experience supporting onboarding in a fast-paced HR environment.
• Strong organizational skills and attention to detail.

Responsibilities

• Assist onboarding of ~300 new employees and track required documents.
• Review I-9 documentation for accuracy and completeness.
• Monitor background checks and follow up on outstanding items.
• Track onboarding progress and communicate missing information professionally.
• Support Paycom access and onboarding system navigation.
• Perform HR admin tasks including data entry and file maintenance.

Skills

Onboarding coordination

I-9 review

Paycom access

High-volume projects

Confidential data handling

Documentation accuracy

Tools

Paycom

Job description

Job Summary

We are seeking a detail-oriented HR Assistant for a short-term contract opportunity in Petaluma, CA. This temporary HR Onboarding and Administrative Support role will support a high-volume onboarding project following a company acquisition, helping move approximately 300 employees through onboarding by the required deadline.

This is an excellent opportunity for an HR professional who thrives in a fast-paced environment, enjoys administrative accuracy, and can quickly support employees with onboarding tasks, Form I-9 documentation, background check follow-up, and HRIS access. You will work closely with a collaborative HR team and internal partners while helping ensure a smooth and professional onboarding experience for new employees.

The ideal candidate is organized, responsive, confidential, and comfortable managing multiple employee files and follow-up items at once with limited ramp-up time.

Key Responsibilities

• Assist with onboarding new employees and monitor completion of required onboarding documents, forms, and tasks.
• Review and verify Form I-9 documentation for accuracy, completeness, and timely completion.
• Monitor background checks, identify outstanding items, and follow up with employees as needed.
• Track onboarding progress and communicate professionally with employees regarding missing or incomplete information.
• Support employees with Paycom access, login issues, onboarding navigation, and basic system troubleshooting.
• Perform HR administrative duties including data entry, document review, electronic filing, tracking, and employee record maintenance.

Required Qualifications and Skills

• Support a high-volume onboarding project for approximately 300 employees.
• Review Form I-9 documentation and monitor background check completion.
• Track onboarding requirements, employee communications, and HR administrative follow-up.
• Assist with Paycom access, onboarding system navigation, and coordination with internal contacts for system access.
• 3 to 5 years of relevant HR, onboarding, recruiting coordination, or HR administrative experience.
• Previous experience supporting employee onboarding in a fast-paced HR environment.
• Strong knowledge of Form I-9 review and employment eligibility documentation.
• Experience using Paycom or another HRIS, onboarding, or employee records system.
• Ability to learn new systems quickly and troubleshoot basic employee access issues.
• Strong organizational skills, accuracy, and attention to detail.
• Professional verbal and written communication skills.
• Ability to manage a high volume of tasks and follow-up activities with minimal supervision.
• Proven ability to handle confidential and sensitive employee information appropriately.
• Comfortable escalating complex issues to HR leadership when appropriate.

Preferred Qualifications

• Experience supporting onboarding during a merger, acquisition, rapid hiring initiative, or other high-volume HR project.
• Prior experience coordinating with IT or internal teams regarding employee system access, login credentials, or email setup.
• Familiarity with electronic employee records, document tracking, and HR compliance processes.

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here: https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here: https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

• major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program. https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.