HR Operations Assistant-Recruiting, Onboarding & Compliance Support

Jefferson County Clerk's Office; Louisville (KY); On-site; USD 38,000 - 48,000; Full time

Job summary

The Jefferson County Clerk's Office is seeking an HR Operations Assistant-Recruiting, Onboarding & Compliance Support to provide confidential administrative and process support across recruiting, onboarding, employee records, FMLA, and compliance tracking. You will assist the HR Director and manage HRIS/payroll setup, maintain confidential files, monitor deadlines, and prepare notices and correspondence.

This role requires strong organization, discretion, and proficiency with Microsoft Office

Qualifications

• 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.

Responsibilities

• Post approved vacancies, maintain applicant files and ATS records.
• Coordinate interviews and prepare interview packets and selection documentation.
• Prepare offer letters, onboarding materials, and pre-employment checklists.
• Track recruiting deadlines and candidate status; manage personnel records.
• Maintain confidential personnel files and HR records; ensure retention compliance.
• Monitor probationary and performance-review deadlines and remind managers.
• Respond to routine HR questions and manage calendars and administrative workflows.
• Assist with election-related staffing or other organizational initiatives as assigned.

Skills

Strong organizational skills

Discretion with confidential info

Attention to detail

Written and verbal communication

Customer service mindset

Multitasking & deadlines

Tools

Microsoft Office

HRIS

Applicant tracking systems

Job description

HR Operations Assistant-Recruiting, Onboarding & Compliance Support

Job Summary

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; elevate 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.