Job Description
This Human Resources Administrative Assistant role offers a valuable opportunity to gain hands-on experience in a corporate HR environment by organizing, auditing, and digitizing employee records across multiple sites. The position is a 6-month onsite contract, with the possibility of extension, and is especially well-suited for recent graduates interested in starting a career in HR or business while working closely with an experienced HR team.
Responsibilities
Audit employee files for multiple sites, reviewing existing records for completeness, accuracy, and consistency.
Identify missing documents and signatures in employee files and proactively follow up with employees to obtain the required information.
Create complete employee files for individuals who do not yet have them, ensuring all required documentation is included.
Scan paper-based documents and digitize existing records, then upload and organize them in a virtual database.
Standardize employee records by consolidating a mix of paper and digital files into a single, organized virtual filing system.
Maintain accurate record-keeping practices and ensure proper documentation is stored in the appropriate locations.
Perform detailed data entry to update and maintain employee information in the database with a high level of accuracy.
Provide administrative support to the HR team, including file processing, documentation updates, and other related tasks as needed.
Communicate professionally with employees across multiple sites, both in person and in writing, to collect documents and clarify information.
Manage assigned projects with minimal supervision by organizing tasks, prioritizing workload, and meeting deadlines.
Collaborate with the onsite HR team to ensure alignment with HR policies and procedures related to employee records and documentation.
Handle confidential employee information with discretion and maintain strict confidentiality at all times.
Essential Skills
High attention to detail, especially when auditing and organizing large volumes of employee files.
Experience or strong ability in records documentation, record keeping, and file processing.
Proficiency in data entry with a focus on accuracy and completeness.
Strong organizational skills and the ability to manage tasks and projects with minimal supervision.
Professional communication skills, including clear written communication and in-person interaction.
Comfort working in a corporate HR environment and handling employee records and documentation.
Ability to scan, digitize, and upload documents into a virtual database or electronic filing system.
Comfort interacting with employees across multiple sites to collect missing documents and signatures.
Customer service mindset when working with employees and HR team members.
Interest in human resources or business operations and willingness to learn HR processes.
Additional Skills & Qualifications
Bachelor's degree in business, human resources, or a related field is highly beneficial and strongly preferred for new graduates.
Previous experience auditing employee files or working with HR records is helpful but not required.
Openness to learning new HR systems and document management software as the organization implements a new platform.
Self-directed and proactive approach, with the ability to take ownership of assigned responsibilities.
Ability to work effectively across multiple locations and adapt to different site needs.
Strong interpersonal skills and a professional demeanor in a business setting.
Motivation to build a foundation in HR or corporate business roles through hands-on experience.
Work Environment
This is a full-time onsite position, typically working from 8:00 a.m. to 5:00 p.m., in a professional corporate HR setting. You will work closely with the HR team and interact with employees across four Southern California sites. The role involves handling a mix of paper-based and digital files, using scanners and a virtual database to standardize records into a single electronic system. The environment is office-based, collaborative, and focused on accuracy, organization, and confidentiality, offering a strong introduction to HR practices and corporate operations.
Job Type & Location
This is a Contract position based out of Oceanside, CA.
Pay and Benefits
The pay range for this position is $25.00 - $29.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Oceanside,CA.
Application Deadline
This position is anticipated to close on Apr 17, 2026.
About Aston Carter:
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
