Human Resources Administrative Assistant

The Human Resources Administrative Assistant supports HR operations within Marion Ag Service, Inc.'s manufacturing environment, onsite in Aurora, Oregon. The role focuses on employee records, recruitment and onboarding, training tracking, benefits administration, and policy compliance, with an hourly pay range of USD 21 - 27 and a minimum of one year of related experience.

Responsibilities

• Maintain accurate employee records across HR systems and personnel files, ensuring compliance with weekly filing tasks.
• Support recruitment activities by posting openings, screening applicants, scheduling interviews, and conducting reference checks.
• Coordinate onboarding and orientation for new hires, including completing required paperwork, sending calendar invites, and providing safety gear.
• Monitor employee training, certifications, and safety requirements to ensure timely completion of mandatory programs; organize annual training sessions and elevate retraining needs to the Senior HR Generalist.
• Assist with seasonal staffing, ensuring proper documentation and onboarding while maintaining regulatory compliance; provide weekly hours to staffing agencies for temporary employees.
• Oversee the milestone anniversary recognition program.
• Generate and distribute weekly and monthly reports such as the Employee Check-Off List, PTO accrual, birthdays, anniversaries, and other relevant metrics.
• Draft and disseminate memos, flyers, gifts, and other employee communications; maintain OptiSigns digital displays.
• Arrange monthly birthday lunches and keep the MAS calendar current with prescheduled conferences, tours, and events.
• Manage the office supplies account with Office Depot and place orders as needed.
• Monitor changes in HR laws and regulations, ensuring policies and processes remain compliant; stay informed on HR best practices.
• Draft and distribute emails, memos, and letters, obtaining signatures when required.
• Serve as a backup for safety meetings, including note-taking and meeting setup.
• Assist with benefits administration by tracking eligibility and providing upcoming eligibility reports to the Senior HR Generalist.
• Coordinate and schedule benefits enrollment meetings, ensuring timely information and enrollment materials reach employees.
• Support benefits communications by answering employee questions and directing them to appropriate resources.
• Manage Sick to PTO conversion processes, maintaining accurate tracking in alignment with company policy.
• Assist in planning and coordinating employee events, including the annual party and other engagement activities; collaborate with vendors and internal teams on logistics and communication.
• Greet visitors and provide general support as needed.
• Answer phones and facilitate interdepartmental communication, keeping the phone directory current.
• Perform additional duties as assigned by the company.

Requirements

• 1–2 years of experience in Human Resources or a related administrative role, or an interest in developing a career in HR.
• Strong interpersonal skills to handle sensitive and confidential information.
• Attention to detail in drafting, typing, and proofreading materials; ability to establish priorities and meet deadlines.
• Excellent written communication abilities.
• Self-starter with the ability to work effectively in a manufacturing environment.
• Proficiency with Microsoft Office, including Excel and Outlook.
• Strong customer service and phone etiquette.
• Ability to perform well in a fast-paced, evolving work environment.
• Spanish language proficiency required (reading, writing, speaking).
• Preferred: 1 year of experience in Human Resources.
• Preferred: 1 year of administrative experience.

Technologies

• Microsoft Office
• Excel
• Outlook
• OptiSigns

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Other duties and responsibilities

• Arrive to work and meetings on time and prepared
• Maintain work areas in a clean and organized manner
• Perform additional duties as assigned by the manager
• Respond promptly to customer needs
• Maintain confidentiality of business, customer, and personnel matters
• Communicate changes and progress to the manager
• Follow instructions and respond to management direction
• Demonstrate accuracy and thoroughness
• Adapt to changes in the work environment
• Maintain a positive attitude
• Follow policies and procedures
• Utilize company resources efficiently to create added value
• Observe safety and security procedures and use equipment and materials properly
• Promote teamwork within the department, location, and company