Human Resources Adminstrative Assistant

Company: Associated Construction & Engineering, Inc. (ACE)
Location: Paso Robles, California 93446
Department: Human Resources
Reports To: Human Resources Director
FLSA Status: Non-Exempt
Schedule: Monday – Thursday | Four 10-Hour Shifts
Pay Range: $20.00 – $25.00 per hour, depending on experience and qualifications

Position Summary

Associated Construction & Engineering, Inc. is seeking a dependable, organized, and professional HR Administrative Assistant to provide administrative and clerical support to the Human Resources Department.

This position supports day-to-day HR operations across a fast-paced construction and industrial organization, including employee records, recruiting and onboarding, benefits administration, leave documentation, training records, compliance tracking, employee communications, and general HR administration.

The HR Administrative Assistant will regularly handle confidential and sensitive employee information and must demonstrate professionalism, discretion, accuracy, sound judgment, and a high level of confidentiality.

The ideal candidate is highly organized, comfortable managing multiple priorities and deadlines, and able to communicate professionally with employees, applicants, supervisors, managers, vendors, and outside service providers.

Essential Duties and Responsibilities

The essential functions include, but are not limited to, the following:

• Provide daily administrative and clerical support to the Human Resources Director and Human Resources Department.
• Assist with employee onboarding, orientation preparation, new-hire paperwork, and required employment documentation.
• Assist with recruiting activities, including job postings, applicant correspondence, interview scheduling, candidate files, and pre-employment processes.
• Coordinate and track pre-employment requirements, including background checks, drug screenings, employment documentation, and other required onboarding items.
• Assist with maintaining employee personnel files, confidential HR records, electronic files, and document retention systems.
• Enter, update, and maintain accurate employee information within company HR, payroll, benefits, training, and other administrative systems as assigned.
• Assist with employment status changes, wage changes, promotions, transfers, department changes, and other employee documentation.
• Assist with preparation and distribution of employee notices, correspondence, acknowledgment forms, memorandums, and HR communications.
• Assist with benefits administration, including enrollment paperwork, employee communications, eligibility tracking, and coordination with benefit providers.
• Assist with tracking employee leaves of absence, medical certifications, return-to-work documentation, and related HR correspondence under the direction of the Human Resources Director.
• Assist with workers' compensation administrative documentation, incident records, medical-status documentation, and related correspondence as directed.
• Maintain employee training, certification, licensing, and qualification records and assist with expiration and renewal tracking.
• Assist with scheduling employee training, certifications, orientations, meetings, interviews, and HR-related appointments.
• Assist with employee timekeeping and attendance documentation and communicate discrepancies to the appropriate HR or payroll personnel.
• Assist with preparing reports, spreadsheets, employee lists, organizational information, and other HR-related documentation.
• Maintain and update required employee notices, workplace postings, and internal HR communications.
• Assist with company events, employee recognition activities, open enrollment, meetings, training programs, and special HR projects.
• Respond professionally to routine employee questions and direct policy, benefits, payroll, leave, disciplinary, or other sensitive matters to the appropriate HR representative.
• Communicate with employees, supervisors, managers, applicants, vendors, clinics, benefit providers, and other third parties as authorized.
• Assist with employment verification and other routine HR administrative requests in accordance with company procedures.
• Perform scanning, filing, copying, data entry, document preparation, mailing, and other general administrative functions.
• Maintain strict confidentiality regarding employee personnel information, medical information, compensation, investigations, disciplinary matters, company records, and other sensitive information.
• Follow established company policies, HR procedures, document-retention requirements, and confidentiality standards.
• Perform occasional local errands, mail runs, document deliveries, or other off-site administrative tasks as assigned.
• Provide administrative backup and support to other departments when business needs require.
• Perform additional duties and responsibilities as assigned by the Human Resources Director or management.

Required Skills and Qualifications

• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Strong attention to detail and commitment to accuracy.
• Ability to appropriately handle confidential and sensitive employee information.
• Professional demeanor and ability to communicate effectively with employees at all levels of the organization.
• Strong customer-service and interpersonal skills.
• Ability to prioritize multiple assignments, deadlines, and competing responsibilities.
• Ability to work independently while following established procedures and management direction.
• Ability to exercise discretion and sound judgment when handling employee and company information.
• Basic understanding of Human Resources administrative practices preferred.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to learn and effectively use HRIS, payroll, benefits, timekeeping, applicant-tracking, and other company software systems.
• Ability to maintain accurate electronic and physical records.
• Ability to work effectively in a fast-paced construction and industrial environment.
• Bilingual English/Spanish communication skills are preferred but not required.
• Valid California Driver's License with an acceptable driving record may be required for occasional company-related driving.

Education and Experience

• High school diploma or equivalent required.
• Associate degree, HR coursework, business administration coursework, or related education preferred but not required.
• Minimum one (1) year of administrative, clerical, Human Resources, payroll, recruiting, or office support experience preferred.
• Previous Human Resources experience is preferred but not required for a candidate with strong administrative skills and the ability to learn.
• Construction, industrial, manufacturing, field-office, or similar workforce experience is preferred but not required.

Physical Requirements

• Prolonged periods of sitting, standing, and working at a computer workstation.
• Frequent use of computers, telephones, scanners, copiers, and other standard office equipment.
• Frequent walking throughout office and facility areas.
• Ability to occasionally lift and/or move files, boxes, office supplies, or materials weighing up to 25 pounds.
• Ability to perform repetitive administrative tasks including typing, filing, scanning, data entry, and telephone communication.
• Ability to communicate effectively in person, by telephone, electronically, and in writing.
• Occasional local driving may be required.

Work Environment

This position primarily operates in a professional office environment supporting an active construction and industrial organization.

Regular interaction with employees, applicants, field personnel, supervisors, managers, executives, vendors, medical providers, benefit representatives, and other business partners should be expected.

The position requires regular access to confidential personnel and business information. Employees assigned to this position are expected to maintain professional boundaries, discretion, confidentiality, and appropriate handling of sensitive information at all times.

Compensation and Benefits

Pay Range: $20.00 – $25.00 per hour, depending on experience, qualifications, and applicable business considerations.

Eligible employees may receive:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• 401(k) Retirement Plan
• California Paid Sick Leave
• Holiday Pay
• Supplemental Insurance Options
• Additional company-sponsored benefits for which the employee may become eligible

Eligibility, waiting periods, coverage, and benefit terms are governed by the applicable company policies and benefit plan documents.

Equal Employment Opportunity Statement

Associated Construction & Engineering, Inc. is an Equal Opportunity Employer. The Company provides equal employment opportunities to employees and applicants without unlawful discrimination or harassment based on race, color, religion, religious creed, sex, gender, gender identity, gender expression, sexual orientation, national origin, ancestry, age, physical or mental disability, medical condition, genetic information, marital status, military or veteran status, reproductive health decision-making, or any other characteristic protected by applicable federal, state, or local law.

The Company is committed to complying with applicable laws concerning equal employment opportunity and reasonable accommodation.

Disclaimer

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of every duty, responsibility, skill, qualification, or working condition associated with the position.

Nothing in this job description alters the at-will employment relationship. Either the employee or Associated Construction & Engineering, Inc. may terminate the employment relationship at any time, with or without cause or advance notice, subject to applicable law.

Management reserves the right to modify, add, remove, or reassign duties and responsibilities based on operational and business needs. Reasonable accommodations may be provided to qualified individuals with disabilities to enable them to perform the essential functions of the position, as required by applicable law.