HR Admin Assistant

Human Resources Assistant

Location: Remote / Virtual

Job Type: Full-Time

Department: Human Resources

About the Role

Are you a detail-oriented HR professional with a passion for organization, compliance, and supporting team success We are looking for a highly organized and trustworthy Virtual Support Human Resources Assistant to join our HR team.

In this role, you will play a key part in maintaining accurate employee records, supporting payroll operations, ensuring regulatory compliance, and keeping our internal team connected and informed. If you thrive in a fast-paced virtual environment and pride yourself on maintaining the highest levels of discretion and accuracy, we’d love to hear from you!

Key Responsibilities

1. HR Administration & Compliance

• Employee Lifecycle & Records: Maintain complete, accurate e-files for all employees throughout their lifecycle.
• Regulatory Compliance: Audit documentation and maintain KanTime personnel records (licensures, certifications, test records, motor vehicle records, and personal insurance) to ensure strict ACHC, federal, state, and regulatory compliance.
• Database & Census: Maintain updated employee census documentation, company organizational charts, and the Time-Off Calendar.
• Training Coordination: Track, record, and coordinate required ongoing employee training programs.

1. Payroll & Timecard Support

• Timecard Review: Review employee timecards for accuracy, completeness, and regulatory compliance.
• Payroll Operations: Collect supporting documentation for payroll transactions and assist with overall payroll administration.
• Audits & Reporting: Conduct thorough payroll and record audits; support 401(k) reporting, reconciliation, and audit activities.
• Data & Analytics: Run custom employee data and payroll reports upon request.

1. Internal Communications & Operations

• Inbox Management: Monitor departmental Outlook inboxes, respond to inquiries, and escalate urgent requests as appropriate.
• HR SharePoint Maintenance: Keep our team engaged by managing the HR SharePoint page with announcements for new hires, birthdays, work anniversaries, Open Enrollment, and other company events.

1. Special Projects & Collaboration

• Conduct research and gather information to support HR and organizational decision-making.
• Participate in special projects across HR, Payroll, and Recruiting initiatives.
• Perform additional administrative and clerical duties as assigned by the HR Director.

Qualifications & Requirements

• Experience: Prior experience in an HR, Payroll, or Administrative Assistant role (virtual/remote experience preferred).
• Software Proficiency: Familiarity with KanTime, MS SharePoint, Microsoft Outlook, and spreadsheet applications (Excel/Google Sheets).
• Discretion & Confidentiality: Exceptional judgment and commitment to maintaining absolute privacy and security of employee and payroll data.
• Compliance Knowledge: Familiarity with ACHC compliance, licensure tracking, and payroll/401(k) audit processes is a strong plus.
• Communication Skills: Excellent written and verbal communication skills with the ability to interact professionally across all levels of the organization.
• Organizational Skills: High attention to detail, strong time-management skills, and the ability to multitask effectively.