Job Title: HR Administrative Assistant

Reports To: HR Director

Location: Lake Oswego

Employment Type: Full time 

Position Summary

The HR Administrative Assistant provides essential support to the Human Resources department by maintaining accurate employee records, ensuring compliance with licensing requirements, and assisting with file management and data tracking. This role requires strong organizational skills, attention to detail, and the ability to manage confidential information effectively.

Key Responsibilities

Employee File Management:

Maintain and update all employee personnel files in compliance with agency and regulatory standards.

Ensure timely filing of documents such as certifications, background checks, and training records.

Licensing Compliance:

Maintain licensing files for all staff to meet Department of Early Learning and Care (DELC) requirements.

Track expiration dates and notify employees of upcoming renewals.

Agency-Employee Linking:

Link and unlink agency employees with the Department of Early Learning and Care system as needed.

Verify employee status and ensure accurate reporting to DELC.

Data Management:

Maintain and update the HR master spreadsheet with current employee information, licensing status, and compliance data.

Generate reports as requested by HR leadership.

Administrative Support:

Assist with onboarding and offboarding processes, including document collection and system updates.

Respond to employee inquiries regarding HR documentation and compliance requirements.

Support HR team with special projects and audits as needed.

Skills & Competencies

Knowledge of HR practices and compliance standards.

Strong communication and interpersonal skills.

Ability to prioritize tasks and meet deadlines in a fast-paced environment.

Associate degree in HR or related field preferred.

1–2 years of administrative experience, preferably in HR or compliance.

Strong proficiency in Microsoft Excel and other data management tools.

Excellent organizational skills and attention to detail.

Ability to maintain confidentiality and handle sensitive information.