HR Assistant

Talent Groups; Waltham (MA); On-site; USD 48,000 - 60,000; Full time

Job summary

Talent Groups is seeking an HR Assistant in Massachusetts to provide administrative and operational support across Human Resources programs. You will help ensure a positive employee experience and efficient HR service delivery, supporting lifecycle activities and HR documentation.

Responsibilities include onboarding, offboarding coordination, HRIS maintenance, compliance tasks, audits, and responding to employee inquiries.

Qualifications

• Bachelor's degree in Human Resources, Business Administration, or related field.
• 0-3 years of experience in HR Operations or Human Resources.
• Knowledge of HR laws, regulations, and HR best practices.
• Strong organizational skills with attention to detail and accuracy.
• Excellent communication and interpersonal skills.
• Ability to handle sensitive information with discretion.
• Proficiency with HRIS systems and Microsoft Office applications.

Responsibilities

• Support employee lifecycle activities, including onboarding and offboarding coordination.
• Maintain employee records and HR documentation with accuracy.
• Assist with compliance, reporting, and HR audits.
• Serve as a point of contact for employee HR inquiries and HR operations mailboxes.
• Coordinate benefits and leave programs, and support HR communications.

Skills

Organizational skills

Communication skills

Discretion

Problem-solving

Prioritization

Multi-tasking

Education

Bachelor's degree in Human Resources or related field

Tools

HRIS

Microsoft Office

Job description

The HR Assistant provides administrative and operational support across Human Resources programs and processes, helping to ensure a positive employee experience and efficient HR service delivery. This role supports employee lifecycle activities, maintains employee records and HR documentation, assists with compliance and reporting activities, and serves as a key resource for employee inquiries and HR operational support.

Employee Lifecycle Administration

• Manage employee onboarding activities, including new hire benefit elections and Form I-9 completion; support benefits orientation as needed
• Coordinate employee offboarding activities in partnership with IT, Legal, Payroll, Benefits, and HR Business Partners
• Manage internal transfer processes and associated administrative tasks
• Support the exit interview process, conduct exit interviews, and consolidate feedback and data
• Coordinate employee headshot processes and updates within the HRIS
• Process unemployment claims and respond to related inquiries

Employee Records & Documentation Management

• Maintain accurate and up-to-date employee records, including personal information, employment documentation, promotions, transfers, and terminations
• Ensure compliance with data privacy, record retention, and confidentiality requirements
• Manage electronic and physical filing systems
• Maintain employee personnel files and Documents of Record
• Organize and maintain HR-related documentation, forms, templates, and reference materials
• Oversee outsourced employment verification process; prepare verification and authorization letters
• Manage Form I-9 reverifications and updates
• Partner with Legal to coordinate and fulfill requests for employee records and documentation, including subpoenas and former employee file requests

Employee Support & HR Services

• Serve as a point of contact for employee HR-related inquiries and provide timely assistance
• Responsible for HR Operations mailbox, triaging questions and responding to inquiries
• Coordinate company recognition and acknowledgement of employee life events, including sympathy flowers and newborn gifts

Compliance, Reporting & Policy Administration

• Support employee education and awareness of HR policies and procedures
• Participate in HR audits and support implementation of audit recommendations
• Support Affordable Care Act (ACA) reporting and compliance activities
• Maintain labor law postings, including onsite and electronic notices
• Audit and maintain employee job descriptions
• Assist with development, maintenance, and administration of HR policies and procedures
• Manage the Employee Handbook, including content updates, posting, and compliance reviews

HR Operations & Administrative Support

• Update and maintain ARC content for HR Operations, Benefits, and Leave programs
• Support HR communications, including coordination with Corporate Communications, intranet postings, and employee communications
• Facilitate and track purchase orders, contracts, and statements of work for the Benefits and HRIS teams
• Manage the HR FedEx account and coordinate mailing requests
• Provide project support for Benefits and Leave programs as needed
• Serve as back-up support for Benefits and Leave functions
• Identify opportunities to improve HR processes and operational efficiency
• Participate in projects focused on enhancing HR services, processes, and employee experience

Qualifications

• Bachelor's degree in Human Resources, Business Administration, or a related field preferred
• 0-3 years of experience in HR Operations, Human Resources, or a related role
• Knowledge of HR laws, regulations, and HR best practices
• Strong organizational skills with exceptional attention to detail and accuracy
• Excellent communication and interpersonal skills
• Ability to handle sensitive and confidential information with discretion
• Strong problem-solving skills and a proactive approach to work
• Ability to effectively prioritize and manage multiple responsibilities in a fast-paced environment
• Proficiency with HRIS systems and Microsoft Office applications