Human Resource Secretary (Seasonal)

About the role

The HR Secretary provides administrative, clerical, and operational support to the Human Resources (HR) Department. This role supports smooth HR operations by coordinating communications, maintaining accurate records, assisting with compliance-related tasks, processing documents and forms, preparing correspondence, tracking HR activities, and ensuring timely follow-through on departmental priorities.

Responsibilities

• Serve as the first point of contact for HR visitors, phone calls, and inquiries; route questions to appropriate HR personnel.
• Process incoming and outgoing mail, interoffice deliveries, and distribute materials to HR team members.
• Aid in drafting, updating, formatting, and posting HR documents (correspondence, letters, forms, reports), purchase orders, including job descriptions, onboarding materials, and employee packets.
• Maintain HR department calendars, meeting schedules, and assist with coordination of trainings, conferences, interviews, and HR related events.
• Aid with data entry, scanning, electronic uploads, and records updates in HR systems (e.g., UKG, payroll/benefits platforms, applicant tracking).
• Run routine reports as requested and support HR staff with gathering data for audits, program reporting, and metrics dashboards.
• Ensure accuracy and confidentiality of all information handled, in accordance with organizational policy and federal requirements.
• Support daily opening and closing procedures for the HR office, ensuring workspaces, systems, and equipment are operational and secured appropriately.
• Maintain HR storage areas, including organizing, tracking, and ensuring proper handling of archived files, materials, supplies, and confidential documents.
• Provide exceptional customer service to employees, applicants, and supervisors.
• Participate in department meetings and contribute to improving processes and service quality.
• Perform other related duties as assigned to support HR operations.

Requirements

• High School Diploma or General Educational Development (GED) certificate, with one (1) to three years of experience in the performance of responsible secretarial and clerical work.
• Strong typing skills (55-60 wpm) with less than five (5) mistakes.
• Experience in policy and procedure process.
• Excellent communication and interpersonal skills.
• Excellent problem-solving and decision-making skills.
• Understanding of the interrelationships between services and systems.
• Ability to learn new tasks quickly and efficiently.
• Ability to handle multiple tasks simultaneously and meet deadlines.
• Ability to gather data for reports.
• Strong customer service focus.
• Ability to work with culturally diverse population.
• Proficiency with personal computer, including Microsoft Office.
• Accurate documentation and recordkeeping.

Qualifications

• AA degree in Secretarial / Office Knowledge of modern office methods and procedures, filing, telephone techniques, and office equipment, as well as English/Spanish usage, spelling, grammar, and punctuations.
• English/Spanish bi-lingual Ability to maintain a good working relationship with all co-workers and the general public and to use good judgment in recognizing the scope of authority.

Skills

• High School Diploma or GED
• One to three years of experience in secretarial/clerical work
• Strong typing skills (55-60 wpm)
• Experience in policy and procedure process
• Excellent communication and interpersonal skills
• Excellent problem-solving and decision-making skills
• Understanding of interrelationships between services and systems
• Ability to learn new tasks quickly and efficiently
• Ability to handle multiple tasks simultaneously and meet deadlines
• Ability to gather data for reports
• Strong customer service focus
• Ability to work with culturally diverse population
• Proficiency with personal computer, including Microsoft Office
• Accurate documentation and recordkeeping
• AA degree in Secretarial / Office
• Knowledge of modern office methods and procedures, filing, telephone techniques, and office equipment
• English/Spanish bi-lingual
• Ability to maintain a good working relationship with all co-workers and the general public
• Good judgment in recognizing the scope of authority

Benefits

A summary of benefits associated with this position can be found at https://inspirecenters.org/careers/. Temporary employees are not eligible for benefits.