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Human Resources Administrative Assistant

Location : Ocala, FL
Job Type : Regular
Hours : Full Time
Required Years of Experience : 3
Required Education : High School Diploma or Equivalent
Travel : No
Relocation : No

Job Description :

Summary: A local distribution center located in Ocala Florida is building their Human Resources team! The Human Resources Administrative Assistant is an integral member of the Human Resources team that supports the associate population of a busy multi-shift retail distribution center. They provide assistance to associates on HR related matters and work closely with DC managers to ensure records and pay rates are correctly applied and maintained as well as performing a variety of other clerical and administrative functions as assigned.


  • Answer and direct incoming calls; take detailed messages and forwards to the appropriate person in a timely manner

  • Greet vendors and guests and direct to appropriate individual

  • Maintains confidentiality; display professionalism and show courtesy at all times

  • All other miscellaneous duties as assigned by management

  • Act as backup to the General Manager’s Administrative Assistant in their absence

HR Specific:

  • Perform administrative duties for Human Resources Department including typing and filing

  • Respond to associate questions in the office and out on DC floor; assisting directly where appropriate, and follow up to achieve resolution

  • Create and post all internal job openings and set up job files

  • Accept applications and set up interviews

  • Review internal candidates and advise managers of outcome

  • Complete all pre-employment screenings, including background & drug screens and reference checks

  • Administer and complete all onboarding paperwork including new hire paperwork, obtaining security badges, creating associate files, and scheduling new hire orientations

  • Assist in New Hire Orientation activities

  • Create and maintain new hire information reporting and logs to track associates’ information including PTO, absences, employment status, and position data

  • Communicate with management on candidate/new hire status and start dates

  • Assist with organization of associate appreciation & recognition events including birthdays and attendance recognition

  • Enter and review payroll information in Kronos and Lawson to ensure all hours and absences are accounted for

  • Run required reports from Lawson and Kronos

  • Distribute payroll checks; make sure all associates sign for their checks

  • Enter all associate data into appropriate databases and spreadsheets for tracking purposes including performance, disciplinary actions and outcomes, birthdays and anniversaries, and payroll; update associate files with appropriate associated documentation forwarding information to corporate as needed

  • Assist in the administration of the new hire and annual evaluation process

Required Qualifications :

Qualifications/Basic Job Requirements:

  • High school diploma or equivalent required; AA/BA Degree preferred

  • Three (3) years previous administrative office experience required with knowledge of Distribution Center practices and procedures preferred

  • Strong focus on customer service

  • Proficient PC skills, including – Word, Excel, PowerPoint, Access, Project and Internet; must be familiar with importing and exporting of data, document linking and mail merge

  • Data entry & review experience; strong attention to detail

  • Strong verbal and written communication skills including strong composition and grammar skills: basic math skills

  • Ability to take verbal and written assignments, formulate action items and execute to completion

  • Kronos experience or other payroll database similar to Kronos highly preferred

  • Experience with Lawson or other enterprise resource planning (ERP) software

  • Flexibility to work schedule; willingness to work various shifts and overtime based on department needs in order to execute task timelines

  • Ability to multi-task and prioritize to meet tight deadlines

  • Ability to work independently with minimal or no supervision

Work Schedule: Ability to work various shifts


Salary: $18.00/ hr. DOE

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