Human Resource (HR) Administration Assistant

About the role

IRCO is a non-profit serving immigrants, refugees, and the broader community in Portland, Oregon. The HR Administration Assistant provides professional clerical and project support for the Administration Department, interfacing with internal staff and external vendors, performing duties with minimal supervision, and supporting HR functions such as recruitment, training, benefits, and office administration.

Responsibilities

• Post and remove organization-wide job openings on job boards using Paylocity Recruiting module.
• Create and conduct HR training presentations as needed.
• Provide backup support for Front Desk Lead Receptionist: greet visitors, direct clients, answer calls, receive packages/donations, manage mail distribution.
• Monitor and report on staff languages quarterly to assist Front Desk staff.
• Provide superior customer service to internal and external partners.
• Orient and/or train new HR Assistant, Front Desk staff, and volunteers.
• Review and approve Amazon Business orders and invoices; complete weekly reconciliation and prepare documentation for Finance.
• Assist with database setup, set system defaults, perform basic programming modifications; assist with bi-annual audits of the Badge Program database.
• Coordinate bi-monthly ordering of organization-wide business cards and process payments to vendors.
• Perform administrative functions: scanning, photocopying, filing; maintain administration supply inventory; process outgoing mail and monthly postage reports to Finance.
• Conduct first or second review of live check log; perform basic math calculations.
• Assist HR team with projects as needed; model collaborative relationships.
• Maintain positive working relationships with agencies, programs, and community contacts.
• Demonstrate strong project and time management skills; work flexible hours when necessary.
• Use PC proficiency in Microsoft Office programs; create and maintain fillable HR forms.
• Schedule job fairs for Talent Acquisition Specialist as needed.
• Schedule conferences for HR Manager and Director as needed.
• Provide Notary Services as needed.

Requirements

• Associate degree or equivalent and/or professional training in office administration, accounting, or Human Resources.
• Minimum three (3) years of clerical/administrative experience.
• Fluency in English; bilingual preferred.
• Ability to communicate effectively with diverse personalities and levels, verbally, in writing, and by phone.
• Strong interpersonal, organizational, and community‑focused communication skills.
• Ability to listen for understanding and assist in problem solving.
• Punctual with excellent attendance; able to work flexible hours to meet employee, client, and customer needs.
• Proficiency with basic office equipment (telephone, copy machine, fax, PC).
• Ability to sit, stand, walk, and talk on the phone or use a computer terminal for extended periods.
• Ability to work in varied temperatures and weather conditions.
• Good interpersonal supervisory skills to train team members and oversee work of volunteers/temporary staff.
• Ability to meet multiple, sometimes conflicting deadlines.
• Strong analytical and decision‑making abilities.
• Ability to deal with distressed or demanding customers and employees effectively.
• Ability to work in a fast‑paced environment and make sound judgments.
• Maintain a high level of confidentiality.

Qualifications

• Notary certification required; must be obtained within the first 90‑120 days of employment.
• Proficiency with Microsoft 365 suite (Excel, Word, Outlook, PowerPoint) and general computer use.