Administrative Assistant
for sections like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We must not repeat job title as heading. We must include sections only when posting has real specific content. We need to extract content.
Job description includes:
- Intro paragraph: "We are seeking a detail-oriented and service-focused Human Resources Associate/Administrative Assistant to support employee onboarding, HR administration, and Occupational Health functions. This position serves as a key point of contact for new hires, employees, applicants, visitors, and internal departments, providing professional and responsive support in a fast-paced environment. The Human Resources Associate will play an important role in ensuring a smooth onboarding experience by coordinating pre-employment requirements, reviewing new hire documentation, maintaining accurate employee records, and supporting HR and Occupational Health processes."
That's about the role. Could be "About the role" heading.
- Key Responsibilities: list bullet points under subheadings: New Hire Onboarding & HR Support, Employee & Customer Support, Occupational Health & Administrative Support. We need to output - for any list of duties/requirements/benefits. So we can have a
Responsibilities
then a with items. Should we preserve subheadings? Could embed them as part of list items? Might be okay to keep subheadings as bold? But we must not invent headings. We could keep subheadings as part of list items text. The instruction: Use - for any list of duties/requirements/benefits, and
for prose. So we can put each bullet as
- . If there are subheadings, we could include them as part of the
- text.
- Required Qualifications: list of qualifications. Should be under Requirements or Qualifications heading. The posting says "Required Qualifications". We'll use
Requirements
(or Qualifications). The instruction: use headings for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we can choose Requirements. We'll put list.
- Preferred Qualifications: could be under Qualifications as well, maybe separate? Could combine under Qualifications with both required and preferred? But we need to preserve all substantive info. Could have a Qualifications
then separate lists for Required and Preferred? Might be okay to have subheadings inside? But we shouldn't create extra headings not in list. Could just have one list with both required and preferred, but that loses distinction. Better to have two sub-sections under Qualifications using ? Not allowed? The instruction only mentions using for section headings. It doesn't forbid other headings, but says use for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). It doesn't say we cannot use other headings, but to be safe we can just put all qualifications in one list, maybe with a note "Required:" and "Preferred:" inside list items. That preserves info.
- Job Type & Location: "This is a Contract position based out of Chesapeake, VA." Also "Workplace Type This is a fully onsite position in Chesapeake,VA." So we have location and workplace type. Could be under Schedule? Actually schedule not given. Location could be part of "About the role" or separate. There's no explicit Schedule section. Pay and Benefits: we have pay range and benefits list. So we need Pay and Benefits sections. The instruction: include a section ONLY when posting has real, specific content for it — never emit a heading followed by filler/placeholder text. Pay: we have specific pay range $25.00 - $25.00/hr (same). That's specific. Benefits: list of benefits. So we should have Pay
with
containing the pay range. And
Benefits
with list.
- Application Deadline: "This position is anticipated to close on Oct 9, 2026." That's metadata; could be folded into a short maybe under About the role or separate? The instruction: do NOT put Job ID / requisition numbers as headings — fold minor metadata into a short
or drop it. So we can include a short paragraph about application deadline maybe under About the role or after responsibilities. But we should not create a heading for it. We'll include a
after responsibilities maybe.
- About Aston Carter: that's company description; could be considered boilerplate? It's not EEO/legal but it's about the company. The instruction: Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. The "About Aston Carter" is not explicitly listed as boilerplate to remove, but it's more like company overview. Might be considered okay to keep? The instruction says preserve ALL substantive information; do NOT invent or summarize away detail. The "About Aston Carter" is substantive about the employer. Could be included under a heading "About the company" but not in allowed headings list. Allowed headings list includes About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. No "About the company". So we should not create a heading for it. We could fold it into a short
under About the role or after responsibilities. But it's fairly long. Might be considered boilerplate? Not sure. The instruction says remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. It does not say to remove company description. However, we must only use allowed headings. If we include a section not in allowed headings, we violate. So we need to incorporate that info without a heading. Could add a
after the responsibilities or within About the role section. The About the role section could contain both role description and company overview. That seems acceptable.
- EEO statement etc: remove.
- San Francisco Fair Chance Ordinance etc: legal boilerplate, remove.
- Massachusetts Lie Detector: remove.
- Use of Artificial Intelligence (AI): remove? It's legal/boilerplate; likely remove.
Thus final HTML: sections:
About the role
We are seeking a detail-oriented and service-focused Human Resources Associate/Administrative Assistant to support employee onboarding, HR administration, and Occupational Health functions. This position serves as a key point of contact for new hires, employees, applicants, visitors, and internal departments, providing professional and responsive support in a fast-paced environment. The Human Resources Associate will play an important role in ensuring a smooth onboarding experience by coordinating pre-employment requirements, reviewing new hire documentation, maintaining accurate employee records, and supporting HR and Occupational Health processes. 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® Platinum Award winner for both client and talent service.
Responsibilities
- Coordinate and support the onboarding process for new employees, ensuring required documentation and pre-employment requirements are completed accurately and on time.
- Process background checks for new hires in accordance with organizational policies and procedures.
- Process and notarize Child Protective Services background searches for designated departments and applicable new hires, internal transfers, and contracted employees.
- Review and verify I-9 documentation to support employment eligibility compliance.
- Prepare new hire paperwork, create personnel files, and review documentation for accuracy and completeness.
- Identify missing or incomplete onboarding documentation and follow up with new hires as needed.
- Obtain and organize employee immunization records and Health Risk Assessment (HRA) documentation.
- Maintain accurate and confidential employee information through timely data entry, scanning, and electronic recordkeeping.
- Handle sensitive employee and applicant information with professionalism and discretion.
- Serve as a first point of contact for employees, applicants, visitors, department leaders, and other internal and external contacts.
- Provide professional customer service in person and over the phone, addressing questions and directing individuals to the appropriate resource when needed.
- Greet and check in employees visiting Occupational Health and help maintain an organized and welcoming reception experience.
- Answer incoming calls and provide timely, professional assistance.
- Communicate with internal teams through Microsoft Teams to coordinate employee needs and workflow updates.
- Support Occupational Health clinic operations by coordinating employee needs and communicating updates to appropriate staff.
- Assist with scheduling HRA and follow-up appointments using designated scheduling systems, such as Acuity.
- Support employees with Fit Thumb account setup and completion of HRA assessments.
- Ensure required new hire packets, patient forms, and other documentation are printed, stocked, and readily available.
- Review applicable training materials and return-to-work guidelines with new hires to support understanding and compliance.
- Maintain a clean, organized, and professional reception area.
- Process incoming mail, correspondence, scanning, copying, and other administrative tasks.
- Prepare Healthy Me follow-up correspondence and other departmental mailings.
- Serve as a department notary as needed, or assist with processes requiring notarization.
- Assist with departmental reporting, special projects, and additional responsibilities as assigned.
Requirements
- 2+ years of administrative experience required.
- Hands-on experience supporting new hire onboarding and pre-employment processes.
- Experience reviewing and maintaining employee documentation, including I-9s and other onboarding records.
- Strong Microsoft Office skills, particularly Outlook, Word, and Excel.
- Experience using Microsoft Teams or similar communication tools.
- Strong data entry skills with excellent attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Strong customer service skills with the ability to interact professionally with employees, applicants, visitors, and leadership.
- Ability to prioritize and manage multiple responsibilities in a fast-paced environment with frequent interruptions.
- Comfortable working in a front desk/reception setting and interacting with employees throughout the day.
- Ability to maintain confidentiality when handling sensitive employee and health-related information.
- Must be comfortable working fully onsite Monday through Friday.
- Previous Occupational Health, healthcare, or employee health experience (preferred).
- Experience processing employee background checks (preferred).
- Notary certification or experience supporting notarization processes (preferred).
- Familiarity with scheduling platforms such as Acuity or similar systems (preferred).
- Experience supporting employee wellness programs or Health Risk Assessments (preferred).
- Experience working within a growing or evolving Human Resources department (preferred).
Pay
The pay range for this position is $25.00 - $25.00/hr.
Benefits
- Medical, dental & vision
- Critical Illness, Accident, and Hospital
- 401(k) Retirement Plan
- Pre
Responsibilities
then a- with items. Should we preserve subheadings? Could embed them as part of list items? Might be okay to keep subheadings as bold? But we must not invent headings. We could keep subheadings as part of list items text. The instruction: Use
- for any list of duties/requirements/benefits, and
for prose. So we can put each bullet as
- . If there are subheadings, we could include them as part of the
- text.
- Required Qualifications: list of qualifications. Should be under Requirements or Qualifications heading. The posting says "Required Qualifications". We'll use
Requirements
(or Qualifications). The instruction: use headings for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we can choose Requirements. We'll put list. - Preferred Qualifications: could be under Qualifications as well, maybe separate? Could combine under Qualifications with both required and preferred? But we need to preserve all substantive info. Could have aQualifications
then separate lists for Required and Preferred? Might be okay to have subheadings inside? But we shouldn't create extra headings not in list. Could just have one list with both required and preferred, but that loses distinction. Better to have two sub-sections under Qualifications using? Not allowed? The instruction only mentions using
for section headings. It doesn't forbid other headings, but says use
for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). It doesn't say we cannot use other headings, but to be safe we can just put all qualifications in one list, maybe with a note "Required:" and "Preferred:" inside list items. That preserves info. - Job Type & Location: "This is a Contract position based out of Chesapeake, VA." Also "Workplace Type This is a fully onsite position in Chesapeake,VA." So we have location and workplace type. Could be under Schedule? Actually schedule not given. Location could be part of "About the role" or separate. There's no explicit Schedule section. Pay and Benefits: we have pay range and benefits list. So we need Pay and Benefits sections. The instruction: include a section ONLY when posting has real, specific content for it — never emit a heading followed by filler/placeholder text. Pay: we have specific pay range $25.00 - $25.00/hr (same). That's specific. Benefits: list of benefits. So we should have
Pay
withcontaining the pay range. And
Benefits
with- list.
- Application Deadline: "This position is anticipated to close on Oct 9, 2026." That's metadata; could be folded into a short
- Coordinate and support the onboarding process for new employees, ensuring required documentation and pre-employment requirements are completed accurately and on time.
- Process background checks for new hires in accordance with organizational policies and procedures.
- Process and notarize Child Protective Services background searches for designated departments and applicable new hires, internal transfers, and contracted employees.
- Review and verify I-9 documentation to support employment eligibility compliance.
- Prepare new hire paperwork, create personnel files, and review documentation for accuracy and completeness.
- Identify missing or incomplete onboarding documentation and follow up with new hires as needed.
- Obtain and organize employee immunization records and Health Risk Assessment (HRA) documentation.
- Maintain accurate and confidential employee information through timely data entry, scanning, and electronic recordkeeping.
- Handle sensitive employee and applicant information with professionalism and discretion.
- Serve as a first point of contact for employees, applicants, visitors, department leaders, and other internal and external contacts.
- Provide professional customer service in person and over the phone, addressing questions and directing individuals to the appropriate resource when needed.
- Greet and check in employees visiting Occupational Health and help maintain an organized and welcoming reception experience.
- Answer incoming calls and provide timely, professional assistance.
- Communicate with internal teams through Microsoft Teams to coordinate employee needs and workflow updates.
- Support Occupational Health clinic operations by coordinating employee needs and communicating updates to appropriate staff.
- Assist with scheduling HRA and follow-up appointments using designated scheduling systems, such as Acuity.
- Support employees with Fit Thumb account setup and completion of HRA assessments.
- Ensure required new hire packets, patient forms, and other documentation are printed, stocked, and readily available.
- Review applicable training materials and return-to-work guidelines with new hires to support understanding and compliance.
- Maintain a clean, organized, and professional reception area.
- Process incoming mail, correspondence, scanning, copying, and other administrative tasks.
- Prepare Healthy Me follow-up correspondence and other departmental mailings.
- Serve as a department notary as needed, or assist with processes requiring notarization.
- Assist with departmental reporting, special projects, and additional responsibilities as assigned.
- 2+ years of administrative experience required.
- Hands-on experience supporting new hire onboarding and pre-employment processes.
- Experience reviewing and maintaining employee documentation, including I-9s and other onboarding records.
- Strong Microsoft Office skills, particularly Outlook, Word, and Excel.
- Experience using Microsoft Teams or similar communication tools.
- Strong data entry skills with excellent attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Strong customer service skills with the ability to interact professionally with employees, applicants, visitors, and leadership.
- Ability to prioritize and manage multiple responsibilities in a fast-paced environment with frequent interruptions.
- Comfortable working in a front desk/reception setting and interacting with employees throughout the day.
- Ability to maintain confidentiality when handling sensitive employee and health-related information.
- Must be comfortable working fully onsite Monday through Friday.
- Previous Occupational Health, healthcare, or employee health experience (preferred).
- Experience processing employee background checks (preferred).
- Notary certification or experience supporting notarization processes (preferred).
- Familiarity with scheduling platforms such as Acuity or similar systems (preferred).
- Experience supporting employee wellness programs or Health Risk Assessments (preferred).
- Experience working within a growing or evolving Human Resources department (preferred).
- Medical, dental & vision
- Critical Illness, Accident, and Hospital
- 401(k) Retirement Plan
- Pre
maybe under About the role or separate? The instruction: do NOT put Job ID / requisition numbers as headings — fold minor metadata into a short
or drop it. So we can include a short paragraph about application deadline maybe under About the role or after responsibilities. But we should not create a heading for it. We'll include a
after responsibilities maybe. - About Aston Carter: that's company description; could be considered boilerplate? It's not EEO/legal but it's about the company. The instruction: Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. The "About Aston Carter" is not explicitly listed as boilerplate to remove, but it's more like company overview. Might be considered okay to keep? The instruction says preserve ALL substantive information; do NOT invent or summarize away detail. The "About Aston Carter" is substantive about the employer. Could be included under a heading "About the company" but not in allowed headings list. Allowed headings list includes About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. No "About the company". So we should not create a heading for it. We could fold it into a short
under About the role or after responsibilities. But it's fairly long. Might be considered boilerplate? Not sure. The instruction says remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. It does not say to remove company description. However, we must only use allowed headings. If we include a section not in allowed headings, we violate. So we need to incorporate that info without a heading. Could add a
after the responsibilities or within About the role section. The About the role section could contain both role description and company overview. That seems acceptable. - EEO statement etc: remove. - San Francisco Fair Chance Ordinance etc: legal boilerplate, remove. - Massachusetts Lie Detector: remove. - Use of Artificial Intelligence (AI): remove? It's legal/boilerplate; likely remove. Thus final HTML: sections:
About the role
We are seeking a detail-oriented and service-focused Human Resources Associate/Administrative Assistant to support employee onboarding, HR administration, and Occupational Health functions. This position serves as a key point of contact for new hires, employees, applicants, visitors, and internal departments, providing professional and responsive support in a fast-paced environment. The Human Resources Associate will play an important role in ensuring a smooth onboarding experience by coordinating pre-employment requirements, reviewing new hire documentation, maintaining accurate employee records, and supporting HR and Occupational Health processes. 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® Platinum Award winner for both client and talent service.
Responsibilities
Requirements
Pay
The pay range for this position is $25.00 - $25.00/hr.
Benefits