Human Resources Administration Clerk II

HireTalent; Pittsburgh (Allegheny County); On-site; USD 60,000 - 80,000; Full time

Job summary

Join a forward-thinking company as an HR Assistant, where you'll play a crucial role in supporting I-9 compliance and HR administrative functions. This position offers a flexible schedule and the opportunity to collaborate closely with internal teams and vendors to ensure efficient documentation processes. Ideal candidates will be detail-oriented and proactive, with strong communication and problem-solving skills. This is a fantastic opportunity to contribute to a dynamic HR environment while honing your skills in compliance and administrative support.

Qualifications

• Experience in HR support or administrative role preferred.
• Understanding of I-9 compliance requirements is essential.

Responsibilities

• Support I-9 compliance and related HR administrative functions.
• Collaborate with I-9 audit team and assist managers with I-9 completion.
• Manage HR-related invoices and drug screening processes.

Skills

Detail-oriented

Strong communication skills

Problem-solving skills

Organizational skills

Critical thinking

Familiarity with I-9 compliance

Proficiency with digital file management

Education

Prior experience in HR support or administrative role

Tools

Workday

E-Verify

Job description

Position: HR Assistant
Location: Pittsburgh, PA (On-site: Tuesday, Wednesday, Thursday)
Schedule: Approximately 8:00 AM – 5:00 PM (flexible start/end times available) Pay Rate: 35/hr – will need to pay for parking when on site.
Start Date: May 14, 2025
Application Deadline: Close of Business, April 29, 2025. Manager leaves for vacation 5/1 and would like to have the candidate identified before leaving.
Travel Required: None

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Position Overview
The HR Assistant will primarily support I-9 compliance and related HR administrative functions. This role will work closely with the I-9 audit team, HR vendors, and internal managers to ensure timely and accurate documentation and process adherence. The ideal candidate is detail-oriented, proactive, and has strong communication and problem-solving skills.
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Key Responsibilities
I-9 Compliance Support
• Collaborate with the I-9 audit team (Note: this position will not conduct the audit).
• Assist in educating managers on proper I-9 completion.
• Follow up with managers to ensure I-9 forms are completed for all new hires.
• Monitor reports to track upcoming I-9 deadlines and send timely reminders (within the 3-day window).
• Resolve any issues related to the Workday–E-Verify integration, including correcting errors.
• Maintain a working knowledge of acceptable work authorization documents for I-9 verification.
HR Invoice Management
• Receive HR-related invoices or charge notifications (e.g., background checks, labor law posters).
• Create purchase orders (POs) and route them to the appropriate approvers.
• Communicate with vendors regarding proper invoice submission procedures (most are familiar).
• Allocate invoice charges accurately across business units.
Random Drug Screening Coordination
• Manage the administration and tracking of random drug screening processes.
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Qualifications
• Prior experience in an HR support or administrative role is preferred.
• Strong understanding of I-9 compliance requirements and documentation.
• Familiarity with Workday and E-Verify systems is a plus.
• Excellent organizational, critical thinking, and investigative skills.
• Ability to identify and suggest process improvements.
• Comfortable handling confidential and sensitive information (PII); candidates must have no history of theft or dishonesty.
• All document handling will be digital—proficiency with digital file management required.
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Bonus Qualifications
• Ability to create user-friendly step-by-step guides and SOPs for:
o Completing I-9 forms (for managers).
o Assigned HR administrative tasks