HR Administrative Assistant

                                            HAMILTON MILLER & BIRTHISEL LLP

JOB TITLE: HR Admin Assistant

EXEMPTION STATUS (FLSA): Non-Exempt

DEPARTMENT: Human Resources

REPORTS TO: CHRO

LOCATION: Miami, FL (ONSITE - 5 DAYS PER WEEK)

GENERAL SUMMARY:

The HR Admin Assistant will support the CHRO in ensuring the smooth daily operations of the Human Resources department. Provides clerical and administrative support to the CHRO and the HR department. Leads onboarding and offboarding, assists with leave administration, and maintains organizational charts. Supports employee self-service inquiries, facilitates communication, and coordinates HR events. May assist with HR audits and the documentation of HR processes and procedures; trains designated HR staff as backup.

Principal Duties/Responsibilities:

● Assist the CHRO and ensure smooth daily operations within the Human Resources department.

● Act as an HR Ambassador. Welcome employees, vendors, and guests. Respond to and route phone calls and emails.

● Administer onboarding activities; administration includes scheduling new hire orientation, initiating workflow (onboarding checklist), and completing new hire paperwork.

● Administer offboarding activities; administration includes scheduling exit interviews and initiating workflow (offboarding checklist).

● Create, update, and maintain organizational charts

● Maintain accurate and up-to-date employee records throughout the employee life cycle.

● Assist employees with access to the isolved employee self-service portal

● Coordinate logistics for internal meetings, training sessions, and HR events for all HM&B locations.

● Assist with leave administration. Process requests for leave, distribute FML documentation maintain leave files and compliance reports.

● Draft and distribute internal communications, memos, and announcements to facilitate clear, timely communication and support engagement and understanding of HR updates and initiatives.

● Manage parking access and set up office staff. Audit monthly garage usage reports to ensure compliance with HMB parking access policies. Provide reconciliation reports to finance.

● Maintain the CLE library and the check-in/check-out log. Follow up to ensure CLE materials are available

● Maintain the employee handbook, HR SOPs as well as the policy and procedure manual

● Maintain human resource compliance documents and required poster placement for the Miami office. Help facilitate compliance for all other locations.

● Stay updated with human resource related regulations and compliance requirements to ensure posted notices and related communication are accurate and timely.

● Assist in the preparation and submission of human resource statutory reports and filings.

● Collaborate with external human resources vendors to resolve issues and ensure smooth operations.

● Ensure compliance with data protection and confidentiality policies when handling sensitive employee information.

● Stay updated with industry best practices and emerging trends in human resources

● Performs other related duties as assigned.

Essential Skills/Abilities & Competencies:

● 2-5 years of experience in administrative support in various HR functions, including recruitment, benefits, orientation, and policy administration

● Ability to coordinate logistics for meetings, training, and events.

● Strong attention to detail and accuracy in processing employee status changes.

● Exceptional organizational, communication, multi-tasking, and time management skills.

● Awareness of relevant employment laws, regulations, and data protection requirements.

● Ability to uphold extreme confidentiality, professionalism, and high ethical standards while acting with integrity.

● Proficient in using Office 365 applications, particularly Excel.

● Experience with HRIS software, such as iSolved HCM.

● Strong problem-solving skills with the ability to identify and resolve issues.

● Detail-oriented, organized, and highly motivated.

Committed to ongoing learning to stay updated on changes in human resources management practices.

Education and Experience:

● 2+ years of administrative support, preferably in Human Resources.

● Bachelor’s degree in human resources, Business administration, or a related field preferred

● aPHR or PHR certification preferred.

● iSolved HCM experience preferred.

Physical Requirements:

● Prolonged periods of sitting at a desk and working on a computer.

● Must be able to lift up to 15 pounds at times.

Work Schedule: Monday-Friday; 8:00 AM – 5:00 PM (ONSITE)

Equal Employment Opportunity Statement

Hamilton Miller & Birthisel is committed to providing equal employment opportunity to all applicants and employees, prohibiting discrimination based on race, color, religion, sex (including pregnancy, gender identity or expression, and sexual orientation), national origin, age, disability, genetic information, protected veteran status or any other characteristic protected by federal, state or local laws.

DISCLAIMER STATEMENT: The preceding job description has been designed to indicate the general nature and level of the work performed by the employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and/or qualifications required of employees assigned to this job.