Job Description

HR Assistant - Job Description (On-site) Overview Our client is seeking an HR Assistant to support day-to-day HR operations, employee engagement, and administrative functions during a temporary coverage period, with potential for extension or temp-to-hire based on performance and business needs. This is an on-site role with standard business hours and occasional visits to job sites, campuses, and other locations as needed. The organization thrives in a fast-paced, dynamic environment and values professionalism, collaboration, and a positive workplace culture. The HR Assistant will work closely with executive leadership and cross-functional teams to support core HR processes and maintain smooth internal operations. Key Responsibilities Human Resources Support Assist with HR programs including benefits support, driver insurance compliance, performance documentation, and employee recognition initiatives. Respond to employee and applicant inquiries and elevate complex matters to HR leadership. Support employee relations activities such as scheduling meetings, preparing documentation, and assisting with investigations or terminations. Manage state agency correspondence and maintain organized employee files and digital records. Prepare HR documents including onboarding packets, incident reports, injury reports, write‑ups, and employment verifications. Provide employees with information regarding payroll, PTO, benefits, and HR policies. Maintain awareness of HR best practices and compliance requirements. Payroll & HRIS Assistance Enter and verify payroll data in the HRIS system. Cross‑check information across platforms to ensure accuracy. Run reports and prepare payroll files for the finance team. Recruiting & Onboarding Assist with sourcing, screening, and scheduling candidates for full‑time roles. Post job openings and maintain listings on career platforms. Conduct initial phone screens and coordinate interviews with hiring managers. Support pre‑employment requirements including eligibility verification, reference checks, background checks, MVR checks, drug testing, and physicals. Prepare onboarding materials and ensure a smooth new‑hire experience. Employee Engagement & Culture Support employee recognition programs, including longevity awards and Employee of the Month. Coordinate birthday cards, office celebrations, team‑building activities, and morale initiatives. Maintain communication with field technicians and conduct occasional job‑site visits to support engagement and retention. Administrative & Internal Support Assist with planning internal events such as team lunches, celebrations, and holiday activities. Run occasional errands for management. Schedule and coordinate internal and external video message recordings for leadership. Help manage alarm codes, fuel codes, keys, office directories, and annual schedules. Provide internal reporting to management as needed. Perform additional administrative tasks and special projects as assigned. Qualifications Associate's or Bachelor's degree in Human Resources, Business Administration, or related field; or 3+ years of HR or administrative experience. Ability to adapt quickly and support a fast‑paced environment. Experience with Office 365; familiarity with Workforce.com or similar platforms is a plus. Understanding of basic employment laws and EEOC guidelines. Excellent written and verbal communication skills. Strong organizational skills, attention to detail, and ability to manage multiple priorities. Professionalism, discretion, and a customer‑service mindset. Proficiency in Microsoft Office (Word, Excel, Outlook). Understanding of workplace safety principles. Demonstrated reliability, accountability, and appreciation for team contributions. Compensation and Benefits Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products. Equal Opportunity Employer Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign‑born residents, and veterans to apply. Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law. Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com. Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal. By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. Privacy Notice Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here. Virginia residents may access our state specific policies here. Residents of all other states may access our policies here. Canadian residents may access our policies in English here and in French here. Residents of countries governed by GDPR may access our policies here. Pay Transparency Notice Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to: the individual’s skill sets, experience and training; licensure and certification requirements; office location and other geographic considerations; other business and organizational needs. With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses. #J-18808-Ljbffr Vaco

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