Human Resources Assistant

Support day-to-day HR operations by managing onboarding, HRIS updates, front desk coverage, and confidential employee documentation on-site in Sacramento.

Responsibilities

• Serve as the primary front desk representative, handling phones, walk-ins, and visitor check-in.
• Act as the first point of contact for employee questions related to HR forms, procedures, and general concerns.
• Respond to employee inquiries in a timely, professional manner and redirect concerns as appropriate.
• Distribute, collect, and manage HR documentation, including employment verifications, paychecks, and notices.
• Collect HR mail from the mailroom and route items appropriately.
• Assist the HR Manager with the Kudos (Employee of the Month) program, including nominations, communications, and recognition logistics.
• Provide general HR inquiry support and escalate issues when needed.
• Manage pre-onboarding and onboarding workflows to ensure required documentation is completed on time.
• Assist with onboarding logistics including document collection, background checks, physicals, and license verification.
• Coordinate new hire system access setup (IT, HealthStream, UKG, biometric timeclocks, ID badges).
• Support Day 1 orientation, including communicating the NEO participant list to leaders.
• Maintain updated HR resources, including forms, guides, and departmental materials.
• Process all status change PARs (FT/PT changes, department changes, pay changes).
• Update HRIS for onboarding and employment status changes.
• Assist with HRIS/Payroll employee profile updates, including position, status, and rate changes.
• Troubleshoot payroll issues related to new hires and status changes.
• Maintain and update the HR Master Tracker for onboarding, new hires, status changes, and compliance-related entries.
• Maintain accurate employee personnel files and scan/upload documents into HR system files.
• Conduct new hire and status change file audits and maintain audit-ready documentation.
• Perform auditing functions within HRIS and personnel records.
• Gather and copy records for subpoenas and RFIs.
• Track mandatory training completion, certifications, and licensure for compliance with hospital and regulatory standards.
• Ensure HR processes and materials meet federal, state, and organizational standards.
• Support internal audits and compliance reviews.
• Provide administrative support including scheduling, filing, and compliance documentation.
• Collaborate with HR team members on department initiatives and special projects.
• Support process documentation, case tracking, and policy implementation.
• Assist employees and leadership with escalated payroll inquiries and concerns.
• Pull reports and conduct data analysis in HRIS/Payroll systems as needed.
• Support Just Culture activities and employee relations triage.
• Provide cross-coverage during absences to maintain continuity of HR operations.
• Provide HR inbox triage, walk-in support, and phone coverage.
• Maintain HRIS data integrity and ensure accurate employee records in line with retention and audit requirements.
• Assist with internal audits and compliance reviews, including scheduling, document management, and correspondence.
• Collaborate with HR leadership on operational initiatives and cross-functional coordination.

Requirements

• At least 1 year of experience in HR administration, office support, or customer-service-focused administrative work.
• Familiarity with HRIS systems (e.g., UKG) preferred.
• Experience with onboarding workflows, document collection, or personnel file management preferred.
• Strong organizational and time-management skills.
• Excellent interpersonal and written communication skills.
• High level of discretion and confidentiality; maintains strict confidentiality when handling sensitive information.
• Culturally competent; engages respectfully with individuals from diverse social, economic, and educational backgrounds.
• Skills in HRIS administration and onboarding/status-change workflows.
• Critical thinker with sound judgment; assesses urgency, solves problems, and makes informed decisions.
• Proactive and resourceful; anticipates needs and supports broader goals.
• Collaborative team player with ability to lead, influence, and motivate others.
• Thrives in a fast-paced, dynamic environment; adaptable, resilient, curious, and composed under pressure.
• Highly dependable and results-oriented; maintains focus and precision across competing priorities.
• Can use standard office equipment and access, input, and retrieve information from a computer.
• Manual and finger dexterity with keyboard use sufficient for repetitive actions for extended periods.
• Communicates effectively in person and via telephone, understandable to a diverse population.
• Gives and follows verbal and written instructions with attention to detail and accuracy.
• Performs complex mental functions and basic arithmetic; interprets complex laws, regulations, and policies; collects, interprets, and/or analyzes complex data.
• Vision: see details of objects at close range.
• Coordinates multiple tasks simultaneously.
• Reaches forward, up, down, and to the side.
• Sits or stands for minimum periods of one hour at a time; comes and goes from the work area repeatedly throughout the day.
• Lifts up to five (5) pounds.
• Bachelor’s degree in Human Resources, Business Administration, or related field preferred.

Technologies

• HRIS
• HealthStream
• UKG
• Biometric timeclocks
• ID badges

Benefits

• Health Insurance
• Vision Insurance
• Dental Insurance
• 401K Retirement Plan
• Healthcare Spending Account
• Life Insurance (Supplemental life, term, and universal plans are also available)
• Short and Long-Term Disability
• PTO Plan with Holiday Premium Pay