Human Resources Administrative Specialist

Government of the Virgin Islands; Charlotte Amalie (United States Virgin Islands); On-site; USD 40,000 - 56,000; Full time

Job summary

The Government of the Virgin Islands is seeking an HR Administrative Specialist to support the HR team and ensure smooth, compliant people processes. The role covers badge and access oversight, personnel file management, timekeeping support in Kronos, and tracking performance management steps.

You will work under the HR Manager to uphold confidentiality and deliver an excellent employee experience. You will assist with HR activities, communications, and events, becoming a trusted partner across

Qualifications

• High school diploma or equivalent with 2 years of administrative experience in HR or related field.
• HR experience or training is preferred.
• Experience handling confidential information and HR documentation is required.

Responsibilities

• Serve as a primary point of contact for routine HR inquiries; route complex matters as needed.
• Prepare forms and documents from draft to final using MS 365 (e.g., job descriptions, flyers, notices).
• Track licensure and certifications and notify department heads about renewals.
• Manage identification badge issuance and access control.
• Maintain Kronos timekeeping templates and payroll-related registrations and reports.
• Maintain personnel files, update records, and securely dispose of files per retention policies.
• Assist with labor relations documentation securely and confidentially.
• Complete employment verifications and other employee requests.
• Assist with I-9 verification and reverification cycles.
• Monitor HR inboxes/ticketing systems for timely responses.
• Order office supplies and manage requisitions.
• Provide reminders and generate summary reports on completion rates.
• Assist with position control and employee counts for Meditech and Kronos.
• Support employee engagement activities and HR events.

Skills

Microsoft 365 proficiency

Spreadsheet preparation

Strong organizational skills

Analytical abilities

Multitasking

Communication skills

Discretion and confidentiality

Independent and team work

Education

High School Diploma or equivalent

Tools

Microsoft 365 (Word, Excel, Outlook, Teams, SharePoint)

Kronos timekeeping system

Meditech

Bentek

Job description

The Human Resources Administrative Specialist is a key operational partner within the HR team, ensuring that people processes run smoothly, efficiently, and with an exceptional employee experience in mind. In this dynamic role, the HR Administrative Specialist handles a blend of routine and complex assignments—including badge and access system oversight, personnel file management, timekeeping system support, and tracking key stages of the organization’s performance management cycle. Working under the general supervision of the HR Manager, this role helps maintain a compliant, well-organized HR infrastructure while safeguarding sensitive and confidential information. The HR Administrative Specialist uses strong analytical abilities, sharp organizational skills, and a proactive mindset to keep workflows moving, identify process improvements, and ensure compliance with regulatory agency requirements. Beyond core administrative responsibilities, the HR Administrative Specialist contributes to a positive workplace culture by assisting with HR-led celebrations, recognition activities, and departmental events—reinforcing HR’s role as a connector, culture champion, and service partner across the organization. This person assumes responsibility and accountability for the duties and is cognizant of the philosophy, standards, objectives, and policies of the Schneider Regional Medical Center and the HR Department

Key Responsibilities

• Serve as a primary point of contact for routine HR inquiries, routing more complex matters as needed.
• Uses computer programs and databases to prepare a variety of forms and documents from draft and rough notes to finished product for issuance and distribution, including job descriptions, flyers, and notices.
• Track licensure and certifications and send timely notifications to department heads and employees regarding renewal.
• Manage the identification badge issuance process.
• Manages Kronos system to include, setting up employee templates and registering employees in biometric time and attendance system (Kronos) for payroll process, transferring staff, and running reports.
• Administrates personnel file system, including ensuring file creation for new employees, updating employee records, and dismantling files upon employee separation in accordance with record retention policies, in a systematic and organized manner.
• Provide support for labor relations matters, including preparing required correspondence and routing documentation as needed in a confidential manner.
• Complete employment verifications, and other related employee requests.
• Assist with I-9 verification, reverification cycles, and other compliance-related documentation.
• Monitor shared HR inboxes or ticketing systems to ensure timely response and resolution.
• Order office supplies and prepare associated requisitions
• Send reminders to employees and supervisors, monitor completion rates, and prepare summary reports.
• Assist with tracking of position control and employee numbers for Meditech and Kronos.
• Assist with entering and updating information in Meditech and Bentek, when assigned.
• Assist with employee engagement initiatives including wellness events, recognition activities, and celebration planning.
• Perform any other HR related duties as required.

Qualifications and Experience

Any combination of High School Diploma or equivalent certificate from accredited institution or vocational or technical equivalent certification with a minimum of 2 years of administrative experience in related field. HR related experience or training preferred.

Skills and Abilities

• Proficiency with Microsoft 365 (Word, Excel, Outlook, Teams, SharePoint).
• Experienced in preparing spreadsheets which includes maintaining electronic records, performing research, and preparing reports.
• Strong organizational, analytical, and multitasking abilities.
• Excellent communication skills and a customer-service mindset.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Enthusiasm and desire to learn
• Ability to work independently and collaboratively in teams.