HR Assistant

About the Job:

We are seeking motivated, detail-oriented, and adaptable professionals to join our Human Resources team as a Human Resources Assistant II. These positions provide an opportunity to support critical human resources functions. The ideal candidates will have progressively responsible experience in administrative support, recruitment coordination, related human resources functions. We are looking for individuals who take pride in producing accurate, high-quality work, are comfortable working with technology, and understand the importance of following established processes and maintaining confidentiality. Candidates should be proactive problem-solvers who ask questions when clarification is needed, take thorough notes, demonstrate a willingness to learn, and approach assignments with professionalism, sound judgment, and a commitment to getting things right.

KEY RESPONSIBILITIES & JOB DUTIES (minimum 5 years)

• Assists with the day-to-day recruitment operations within the assigned area of responsibility
• Provide administrative and coordination support for recruitment activities, including scheduling interviews and testing, communicating with candidates, and hiring managers, and assisting recruiters with day-to-day operational needs
• Support multiple recruiters by coordinating assignments, tracking deadlines, maintaining documentation, and ensuring recruitment activities move forward efficiently while maintaining confidentiality in the recruitment process
• Prepare, review, proofread, and organize recruitment documents, reports, forms, and personnel records to ensure accuracy, completeness, and consistency
• Audit recruitment files and folders to verify that required documentation is included and properly maintained
• Maintain and update databases(transfer lists, applicant information), and recruitment records within iCIMS applicant tracking systems(ATS)
• Assist with new-hire documentation, candidate follow-up, reporting, and other recruitment-related initiatives
• Develop, maintain, and follow reference guides, procedures, and documentation to support consistent processes and knowledge sharing
• Adapt to changing priorities, resolve routine problems, and work collaboratively with individuals who have different communication styles and working preferences
• Handle confidential information and sensitive personnel matters with discretion, professionalism, and integrity
• Provide administrative support to Temporary Labor Services, as assigned
• Assist recruiter with interview folders, formatting, scheduling, contacting candidates, and pre-boarding folders for new hires

Relevant Experience (minimum 5 years)

• Recruitment support, recruitment coordination, talent acquisition administration, or related human resources functions and training experience is a plus
• Administrative coordination, records management, document processing, or office operations in a fast-paced environment
• Managing multiple assignments, supporting several team members or stakeholders, and balancing competing priorities
• Reviewing documents for accuracy, maintaining complete records, and following established policies, procedures, and workflows
• Using databases, iCIMS applicant tracking systems, spreadsheets, and other technology to manage information and track activities (EXCEL V/LOOKUP & PIVOT TABLES)
• Creating or maintaining procedural documentation, reference guides, training materials, or process instructions
• Prior experience in training or assisting colleagues in understanding procedures and completing administrative tasks
• Providing professional customer service, communicating diplomatically, and working effectively with individuals at different organizational levels
• Handling confidential information and exercising discretion when working with sensitive records or personnel matters is a must
• Experience in a fast-paced, process-driven environment is particularly valuable.
• Proficient in Microsoft Office – Word, Excel (V LOOKUP & PIVOT TABLES), Power Point, Outlook, One Drive – REQUIRED

MINIMUM QUALIFICATIONS

Education and Experience:

Associate’s degree from an accredited college or university in a related field and two years of relevant experience

Desired Experience / skill below:

• Proficient in Microsoft Excel, with strong working knowledge of the Microsoft Office Suite, including Excel (V/LOOKUP & PIVOT TABLES), Word, PowerPoint, and Outlook.

• Minimum 5 years Recruitment Assistant experience
• Bachelor’s degree preferred

• Ability to work effectively in a dynamic, collaborative team environment
• Flexible and adaptable, with the ability to pivot and respond to changing priorities
• Strong attention to detail and commitment to accuracy
• Personable, Team Player, Flexible, Multitask and handles pressure well
• Detail oriented, Organized, Strong Written and Verbal Communication skills a must
• Human Resource experience in public sector is a plus
• Experience in ATS – iCIMS
• Local Candidates (Southern California)
• No Cal PERS membership
• No H1B candidates