Human Resources Administrative Assistant

The HR Administrative Assistant provides essential administrative and customer-service support to the Human Resources function, with a primary responsibility to protect the confidentiality of employee and business information. This role routinely handles sensitive data (e.g., employee records, compensation information, medical/leave documentation, candidate information, investigations, and disciplinary documentation) and is expected to exercise excellent judgment, discretion, and strict adherence to company policies and applicable laws.

Key Responsibilities

• Maintain HR files and records (electronic and paper) with accurate indexing, retention, and secure storage practices.
• Prepare, process, and track HR documentation such as offer packets, onboarding paperwork, policy acknowledgements, and employment verifications, as assigned.
• Support recruiting administration (e.g., job postings, applicant tracking, interview scheduling, candidate communications) while safeguarding candidate privacy.
• Assist with onboarding and offboarding logistics (e.g., new hire communications, orientation scheduling, badge/access requests as directed) while limiting access to sensitive information on a need-to-know basis.
• Coordinate confidential HR meetings (e.g., interviews, employee relations meetings) including scheduling, room reservations, attendee communications, and secure distribution of materials.
• Serve as a first point of contact for HR inquiries; route questions appropriately while protecting employee privacy.
• Assist with HR reporting, spreadsheets, and trackers; verify data accuracy and follow established controls for restricted information.
• Process invoices, purchase requests, and expense documentation for HR activities in accordance with company procedures.
• Support HR programs and events (e.g., trainings, engagement activities) while maintaining confidentiality of participation details when required.
• Maintain calendars, tasks, and follow-ups for HR leadership as assigned.
• Perform general administrative duties (copying, scanning, mail handling) using secure handling practices for sensitive documents.
• Other duties as assigned.
• Protect confidential, proprietary, and sensitive information at all times, including (but not limited to) personnel files, compensation data, performance documentation, investigation materials, background check results, and leave/medical-related documentation.
• Follow all company policies and procedures related to confidentiality, nondisclosure, records retention, and information security.
• Limit access to HR information strictly to authorized individuals with a legitimate business need; verify identity and authorization before sharing any information.
• Use secure methods for storing, transmitting, and disposing of confidential information (e.g., locked storage, approved shared drives, encrypted email where applicable, shredding).
• Maintain a clean-desk and clean-screen approach, including securing documents/printers, logging out when away, and preventing unauthorized viewing of sensitive data.
• Exercise sound judgment in verbal communications; avoid discussing sensitive matters in public areas, with unauthorized employees, or outside of work.
• Promptly report suspected privacy or security incidents (misdirected emails, lost documents, unauthorized access) to the appropriate internal contact.
• Demonstrate consistent discretion and professionalism when interacting with employees, leaders, and external partners.

Qualifications

• High school diploma or equivalent required; associate degree or relevant coursework in HR, business, or administration preferred.
• 5+ year of administrative experience required; HR or confidential-records experience strongly preferred.
• Demonstrated ability to handle sensitive information with discretion, integrity, and professionalism.
• Strong attention to detail, accuracy, and follow-through.
• Proficiency in Microsoft Office (Outlook, Word, Excel); comfort learning HRIS/ATS systems.
• Strong written and verbal communication skills with a customer-service mindset.
• Excellent organization and time-management skills; ability to prioritize competing requests.
• Ability to work independently, apply policy consistently, and escalate concerns appropriately.

Preferred Qualifications

• Experience supporting recruiting coordination, onboarding, and personnel file management.
• Experience working with HRIS/ATS platforms (e.g., ADP or similar systems).
• Knowledge of basic HR practices and applicable confidentiality/privacy expectations.
• Experience creating and maintaining trackers, reports, or dashboards in Excel.

Work Environment & Physical Requirements

• Primarily office-based role requiring prolonged periods of sitting and computer use.
• Regular use of standard office equipment (computer, phone, printer/copier/scanner).
• May occasionally lift and/or move up to 25 lbs.
• May require occasional schedule flexibility to support interviews, orientation, or HR-related meetings.

Additional Notes

This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of duties, responsibilities, or qualifications, and duties may change at any time with or without notice.

The wage range for this role takes into account the wide range of job-related factors that are considered in making compensation decisions, including but not limited to skill sets, experience, training, certifications, education, location and other business and organizational needs. A reasonable estimate of the current compensation range is $30 - $36 per hour. Our competitive salaries are just one component to CFMOTO’s total compensation package. Additional benefits include: medical, dental & vision insurance, 401K Match, Vacation & Sick Time, Life Insurance and Employee Purchase Discounts and opportunities.