Administrative Assistant

Overview Are you a detail-oriented, organized, and proactive individual with a passion for supporting a dynamic team? We are currently seeking a highly motivated HR Admin to join Kimley-Horn in our Twin Cities, MN office. This is in-office opportunity. You will play a crucial role in supporting our Midwest HR team and ensuring the smooth operation of various HR functions. Responsibilities Manage the onboarding and integration tasks including pre-employment paperwork, background checks, and drug tests for new hires. Partner with HR Coordinator or Partner to undergo adjudication process pending results of new hire screenings. Manage I-9 process for new hires, including rectifying tentative non-confirmation results and employment authorization reverifications. Enter new hire details into HRIS system in accordance with onboarding guidelines and best practices. Schedule new hire orientation and assign any required new hire trainings. Manage and maintain personnel files via HRIS Document Manager and hard copies. Travel arrangements and the processing of associated travel expenses for members of HR team. Use HRIS system to prepare reports. Support internal auditing efforts for accuracy including, but not limited to, I-9 records and employee personnel information. Ensures federal and state regulation compliance for labor law posters. Manage calendars and help schedule meetings/conference calls. Support the organization and scheduling of training or other meetings as needed. Organize and maintain the HR supply room and order supplies. Perform other administrative duties to include, but not limited to, photocopying, mailing, scanning, and filing. Other duties as assigned to support office and HR teams Qualifications High School Diploma or equivalent Strong interpersonal and communication skills; strong punctuation and grammar skills Proficient in MS Office Suite; highly proficient in Excel, Word, and Outlook Proficient in Adobe Acrobat Positive, client service-oriented Collaborative and team-oriented Capable of managing and balancing multiple tasks/priorities in a fast-paced, deadline driven environment. Visibility of work requires attention to detail, excellent organizational skills, and discretion with confidential information. Why Kimley-Horn? At Kimley-Horn, we do things differently. People, clients and employees, are at the forefront of who we are. Clients know we prioritize achieving their goals and growing their success. Employees know our culture and approach to business are built on a desire to provide an environment for everyone to flourish. Our commitment to quality is only as good as the people behind it- that's why we welcome and develop passionate, hardworking, and proactive employees. We take pride in how our employee retention, robust benefits package, and company values have led to Kimley-Horn's placement on the Fortune "100 Best Companies to Work" list for 17 years Key Benefits at Kimley-Horn Exceptional Retirement Plan: 2-to1- company match on up to 4% of eligible compensation (you put in 4% we put in 8%) and additional profit-sharing contribution. Aggregate company contribution since 2015 has been 18%. Comprehensive Health Coverage: Low-cost medical, dental, and vision insurance options. Generous personal leave, flexible scheduling, floating holidays, and half-day Fridays. Financial Wellness: Student loan matching in our 401(k), and performance-based bonuses. Professional Development: Tuition reimbursement and extensive internal training programs. Family-Friendly Benefits: New Parent Leave, family building benefits, and childcare resources. Responsibilities - Manage the onboarding and integration tasks including pre-employment paperwork, background checks, and drug tests for new hires. - Partner with HR Coordinator or Partner to undergo adjudication process pending results of new hire screenings. - Manage I-9 process for new hires, including rectifying tentative non-confirmation results and employment authorization reverifications. - Enter new hire details into HRIS system in accordance with onboarding guidelines and best practices. - Schedule new hire orientation and assign any required new hire trainings. - Manage and maintain personnel files via HRIS Document Manager and hard copies. - Travel arrangements and the processing of associated travel expenses for members of HR team. - Use HRIS system to prepare reports. - Support internal auditing efforts for accuracy including, but not limited to, I-9 records and employee personnel information. - Ensures federal and state regulation compliance for labor law posters. - Manage calendars and help schedule meetings/conference calls. - Support the organization and scheduling of training or other meetings as needed. - Organize and maintain the HR supply room and order supplies. - Perform other administrative duties to include, but not limited to, photocopying, mailing, scanning, and filing. - Other duties as assigned to support office and HR teams