Human Resources Assistant

Job Description: Human Resources Assistant Position Title: Human Resources Assistant Department: Human Resources Reports To: HR Manager / Director of Human Resources Status: Full-Time Location: Remote (with occasional meetings or travel as required) Position Summary The Human Resources Assistant provides administrative and operational support to the Human Resources Department for California operations. This position assists with recruitment, onboarding, personnel records, compliance, employee communications, training coordination, and day-to-day HR functions. The ideal candidate is highly organized, maintains strict confidentiality, communicates professionally, and thrives in a fast-paced, growing organization. Essential Duties and Responsibilities Recruitment & Hiring Post job openings on various recruiting platforms. Review applications and assist with candidate screening. Schedule interviews with hiring managers. Coordinate interview confirmations and follow-up communications. Process new hire paperwork and pre-employment requirements. Maintain applicant tracking records. Onboarding Coordinate new employee onboarding. Prepare offer letters and onboarding packets. Ensure completion of employment documentation. Assist employees with accessing company systems and training. Schedule orientation and introductory meetings. Monitor completion of required onboarding tasks. Employee Records Maintain accurate employee personnel files. Process employment changes. Maintain confidentiality of all employee information. Organize HR documentation and electronic files. Track certifications, licenses, and required renewals. HR Administration Respond to routine employee questions. Assist with employment verifications. Prepare HR reports and spreadsheets. Coordinate meetings and maintain HR calendars. Draft employee communications. Support HR projects and initiatives. Compliance Assist with maintaining compliance with company policies. Track required trainings. Monitor mandatory acknowledgments. Assist with audits and document collection. Ensure personnel files remain complete and organized. Training & Development Assign required training modules. Monitor employee training completion. Schedule training sessions. Track continuing education requirements. Assist in developing onboarding resources. Employee Relations Maintain professional communication with employees. Escalate employee concerns to HR leadership. Assist with documentation of employee issues. Support employee recognition initiatives. Promote a positive workplace culture. Qualifications Associate's degree preferred (or equivalent experience) 1–3 years of Human Resources or administrative experience preferred Strong written and verbal communication skills Excellent organizational skills Ability to multitask in a fast-paced environment High level of professionalism and discretion Strong customer service skills Detail-oriented with excellent follow-through Technical Skills Experience with or ability to learn: Microsoft Office 365 Microsoft Teams Outlook SharePoint Excel HRIS systems Applicant Tracking Systems Zoom Wix (preferred) Electronic document management systems Core Competencies Integrity and confidentiality Professional communication Organization Time management Teamwork Initiative Problem solving Adaptability Customer service mindset Attention to detail Physical Requirements Ability to sit and work at a computer for extended periods. Ability to communicate effectively by phone, video conference, and email. Ability to occasionally lift up to 20 pounds. Preferred Experience Multi-state HR experience (California and Washington preferred) Experience supporting remote workforces Healthcare, social services, nonprofit, or human services experience Recruitment and onboarding experience Familiarity with employment law compliance Performance Expectations Maintain confidentiality at all times. Respond to HR inquiries promptly and professionally. Ensure personnel files are complete and accurate. Meet onboarding timelines for all new hires. Support recruitment efforts to reduce time-to-fill positions. Demonstrate professionalism and excellent customer service. Collaborate effectively with managers across departments. Contribute to continuous improvement of HR processes.