HR Operations Assistant-Recruiting, Onboarding & Compliance Support

Jefferson-County-Clerk; Louisville (KY); On-site; USD 38,000 - 52,000; Full time

Job summary

Jefferson County Clerk HR Operations Assistant-Recruiting, Onboarding & Compliance Support is based in Louisville, KY.

The role provides confidential administrative and process support for recruiting, onboarding, employee records, FMLA and leave administration, compliance tracking, policy management, and day-to-day HR operations, assisting the HR Director in maintaining timely, accurate HR services across JCCO.

Qualifications

• Two (2) years of progressively responsible administrative, human-resources, recruiting, records, customer-service, or related experience preferred.
• Equivalent combinations of education, training, and experience may be considered.

Responsibilities

• Post approved vacancies, maintain applicant files and applicant-tracking records, coordinate interviews, communicate schedules, and prepare interview packets and selection documentation.
• Prepare offer letters, hiring packets, pre-employment checklists, onboarding materials, and other approved candidate communications.
• Track recruiting deadlines, candidate status, reference/background requirements, and pre-employment documentation.
• Maintain organized records for recruitments, interviews, selections, promotions, transfers, and other personnel actions.
• Coordinate new-hire paperwork, orientation scheduling, HRIS/payroll setup information, identification/access requests, policy acknowledgments, and required records.
• Create and maintain confidential personnel files and electronic HR records in accordance with established retention and access requirements.
• Prepare personnel action notices, employment correspondence, resignation acknowledgments, retirement notices, status-change documentation, and related forms as directed.
• Monitor probationary and performance-review deadlines and prepare reminders and tracking reports for managers and the HR Director.
• Maintain FMLA and leave tracking logs, correspondence calendars, certification due dates, return-to-work records, and other administrative documentation under the direction of the HR Director.
• Prepare standard notices and correspondence from approved templates and route complex leave, ADA, workers compensation, unemployment, or compliance questions to the HR Director.
• Maintain policy files, revision logs, acknowledgment records, distribution lists, and archived versions of personnel policies and HR procedures.
• Compile information for audits, compliance reviews, unemployment matters, workers compensation reporting, HR metrics, and leadership reports.
• Protect confidential medical, personnel, applicant, and employee information at all times.
• Respond to routine employee and manager questions regarding HR forms, status of requests, onboarding steps, and established procedures; escalate interpretation questions appropriately.
• Manage calendars, meetings, correspondence, filing, scanning, reports, spreadsheets, supplies, and administrative workflows for HR Operations.
• Provide backup administrative support within HR and assist with election-related staffing or other organizational initiatives as assigned.
• Perform other related duties as assigned.

Skills

Strong organization

Discretion and confidentiality

Written and verbal communication

Multitasking

Education

High School Diploma/GED

Tools

Microsoft Office

HRIS / applicant-tracking system

Job description

HR Operations Assistant-Recruiting, Onboarding & Compliance Support(Human Resources)

Louisville, KY, United States of America

The HR Operations Assistant provides confidential administrative and process support for recruiting, onboarding, employee records, FMLA and leave administration, compliance tracking, policy management, and day-to-day Human Resources operations. The position supports the HR Director in maintaining timely, accurate, consistent, and well-documented HR services across JCCO.

Essential Duties and Responsibilities

Recruiting and Hiring Support

• Post approved vacancies, maintain applicant files and applicant-tracking records, coordinate interviews, communicate schedules, and prepare interview packets and selection documentation.
• Prepare offer letters, hiring packets, pre-employment checklists, onboarding materials, and other approved candidate communications.
• Track recruiting deadlines, candidate status, reference/background requirements, and pre-employment documentation.
• Maintain organized records for recruitments, interviews, selections, promotions, transfers, and other personnel actions.

Onboarding and Employee Records

• Coordinate new-hire paperwork, orientation scheduling, HRIS/payroll setup information, identification/access requests, policy acknowledgments, and required records.
• Create and maintain confidential personnel files and electronic HR records in accordance with established retention and access requirements.
• Prepare personnel action notices, employment correspondence, resignation acknowledgments, retirement notices, status-change documentation, and related forms as directed.
• Monitor probationary and performance-review deadlines and prepare reminders and tracking reports for managers and the HR Director.

FMLA, Compliance and Policy Support

• Maintain FMLA and leave tracking logs, correspondence calendars, certification due dates, return-to-work records, and other administrative documentation under the direction of the HR Director.
• Prepare standard notices and correspondence from approved templates and route complex leave, ADA, workers compensation, unemployment, or compliance questions to the HR Director.
• Maintain policy files, revision logs, acknowledgment records, distribution lists, and archived versions of personnel policies and HR procedures.
• Compile information for audits, compliance reviews, unemployment matters, workers compensation reporting, HR metrics, and leadership reports.
• Protect confidential medical, personnel, applicant, and employee information at all times.

General HR Administration

• Respond to routine employee and manager questions regarding HR forms, status of requests, onboarding steps, and established procedures; **escalate interpretation questions appropriately.**
• Manage calendars, meetings, correspondence, filing, scanning, reports, spreadsheets, supplies, and administrative workflows for HR Operations.
• Provide backup administrative support within HR and assist with election-related staffing or other organizational initiatives as assigned.
• Perform other related duties as assigned.

Minimum Qualifications

• Ability to be bonded.
• Two (2) years of progressively responsible administrative, human-resources, recruiting, records, customer-service, or related experience preferred.
• Experience handling confidential records and coordinating multiple deadlines preferred.
• Equivalent combinations of education, training, and experience may be considered.

Knowledge, Skills and Abilities

• Strong organization, accuracy, follow-through, records-management, and customer-service skills.
• Ability to maintain confidentiality and exercise discretion with employee and applicant information.
• Clear written and verbal communication skills.
• Ability to manage multiple priorities and meet time-sensitive deadlines.
• Proficiency with Microsoft Office, HRIS/applicant-tracking systems, electronic files, calendars, and office technology.

Education Requirements (All)

High School Diploma/GED

Additional Information / Benefits

This job reports to the Human Resources Director