HR/Payroll Administrative Assistant

Position Summary

HR/Payroll Administrative Assistant duties involve a wide range of support activities inside our HR department, from onboarding new hires and maintaining our employee database to coordinating employee events and engagement initiatives. This role plays a key part in supporting the full employee lifecycle, with a strong emphasis on payroll processing on a bi-weekly payroll processes. An important part of the role is acting as the liaison between HR and employees. The ideal candidate is comfortable working independently, communicating effectively with employees, supervisors, and leadership, and takes pride in accuracy and follow-through.

Duties & Responsibilities

• Maintains accurate and up-to-date personnel files, records, documentation, and database.
• Answers frequently asked questions from employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to HR Business Partner or management.
• Completes payroll functions including payroll processing through ADP Workforce Now, entering employee PTO requests, auditing benefits, fixing processing errors, and distributing checks.
• Completes Forms I-9, verifies I-9 documentation and maintains I-9 files.
• Assists with new-employee background checks and drug screening.
• Assists with processing of onboarding and offboarding paperwork (i.e. onboarding, new hire orientation, and training sessions, status change forms, 401k Withdrawal form, benefits booklets, etc.)
• Assists with recruitment and interview process.
• Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
• Performs other duties as assigned.

Travel Requirement

Occasional travel required, including quarterly trips to the San Antonio, TX facility to review HR processes, conduct in-person check-ins with employees, and support Open Enrollment.

Required Skills

• Proficiency with HRIS/payroll platforms (e.g., ADP Workforce Now) for onboarding, payroll processing, and employee data management
• Working knowledge of I-9 compliance and employment eligibility verification requirements
• Strong organizational skills with the ability to manage multi-location HR coordination
• Excellent written and verbal communication skills for employee relations and internal communications
• High attention to detail, particularly with compliance-sensitive documentation (garnishments, audits, employee records)
• Ability to maintain confidentiality and handle sensitive employee information with discretion
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
• Strong time management skills with the ability to prioritize tasks in a fast-paced environment
• Collaborative mindset with the ability to work effectively across departments and locations

Education & Experience

• Associated degree and/or certification in related field
• 1-2 years of experience in Human Resources
• Basic knowledge and understanding of human resource principles, practices, and procedures.
• Hands-on experience with payroll processing; ADP Workforce Now experience strongly preferred
• Proficient with Microsoft Office Suite or related software

Physical Demands

1. Standing: Over 1/3 of the workday
2. Walking: 1/3 of the workday 
3. Sitting: 2/3 of the workday
4. Use of hands/fingers: Over 2/3 of the workday
5. Talk or hear: Over 2/3 of the workday
6. Lifting Requirements: No more than 10-15 lbs 
7. Vision Requirements: Close vision, distance vision and depth perception. Must be able to read a computer screen and documents.

Why Join Us

• Competitive wage based on qualifications
• Comprehensive benefits package (health coverage, paid time off, and more).
• Professional Development: Budget for certifications, training, and conferences to build your expertise
• Clear Growth Path: Opportunity to advance as you demonstrate results and expand your skill set
• Collaborative Environment: Work closely with a supportive Operations team
• Learning Culture: We're committed to providing training and mentorship as you grow into this role; curiosity and a drive to learn are more important than knowing everything on day one.

Equal Opportunity Employer (EOE)