Administrative Assistant

Job Description

ABOUT JOB

The Administrative Assistant plays a key role in supporting onboarding, payroll, and accounting functions while ensuring accurate recordkeeping and compliance across departments. This position coordinates onboarding workflows, maintains personnel documentation, and assists with payroll and financial processes. The ideal candidate is highly organized, detail-oriented, and able to manage competing priorities in a fast-paced environment.

Key Responsibilities:

Contract Labor Onboarding Support

• Support the onboarding process for contract labor employees, including collecting required documentation, initiating screenings, following up on outstanding items, and ensuring compliance with onboarding requirements prior to employee start date.
• Maintain accurate and current onboarding records and personnel files within internal systems.
• Serve as a point of contact for the onboarding process for employees and internal teams.
• Assist in preparing, reviewing, and maintaining timecards and timekeeping records for contract labor employees.

Accounting & Payroll Support

• Assist with invoice tracking, reconciliation activities, and general accounting support.
• Prepare spreadsheets, financial documents, and reports as needed.
• Support payroll processing through data entry, accuracy review, and documentation collection, as required.
• Serve as backup support for payroll operations.

HR Compliance/File Management

• Maintain accurate and up-to-date personnel records in compliance with company policies and regulatory requirements.
• Ensure all onboarding documentation, certifications, and compliance-related records are properly collected, verified, and filed.
• Assist with internal audits of employee files, onboarding records, and payroll documentation to ensure completeness and accuracy.
• Perform periodic file audits and data checks to ensure consistency across HR, payroll, and accounting systems.
• Help enforce document retention standards and ensure proper organization and accessibility of files.
• Coordinate with internal teams to resolve discrepancies or missing compliance documentation.

Data Entry & Recordkeeping

• Perform accurate and timely data entry across administrative and accounting systems.
• Audit documents and entries for completeness and accuracy.
• Organize and maintain records in compliance with internal procedures.

Qualifications:

Required

• High school diploma or equivalent; associate degree in Business, Accounting, or related field preferred.
• 1–2 years of administrative support experience required; experience in HR, onboarding, payroll, or accounting preferred.
• Strong proficiency with Microsoft Excel, Word, and general office software.
• Excellent customer service, communication, and organizational skills.
• Ability to manage multiple priorities and meet deadlines.
• Ability to handle sensitive and confidential information responsibly.
• High attention to detail and accuracy.

Preferred

• Prior experience supporting an accounting or finance department.
• Familiarity with accounting and payroll software (QuickBooks, ADP).
• Basic understanding of accounts payable/receivable and general accounting principles.
• Familiarity with contractor or contingent workforce processes.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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