Personnel Assistant

Description:

The Personnel Assistant III provides administrative and technical support to the Human Resources team at a DHS contractor site. This role supports day-to-day HR operations, including personnel record management, onboarding, timekeeping, benefits administration, and compliance with contract, company, and DHS requirements. The Personnel Assistant III ensures timely and accurate processing of HR documentation while maintaining confidentiality and adherence to DHS and contractor personnel policies.

This position performs work in support of human resource professionals that requires a good working knowledge of personnel procedures, guides, and precedents. Job tasks may include interviewing applicants, obtaining references, and recommending placement in a well-defined occupation. At this level, assistants typically have a range of personal contacts within and outside the organization, in addition to handling employee-sensitive material. Therefore, the Assistant must be tactful, discrete, and articulate. This Assistant may be involved in identifying potential issues and grievance procedures, in addition to documenting necessary information to avoid company threat. The Personnel Assistant III may make recommendations to human resource professionals on job classification, wage rates, and employee salaries. The use of computers may be relied on heavily for organizational and reporting purposes. Advanced experience with office software packages may be needed. This Assistant may perform some clerical work in addition to the above duties. Supervisor will review completed work against stated objectives.

Responsibilities

Personnel Records & Documentation:
 

• Maintain accurate and up-to-date employee personnel files in accordance with company policy, ICE contract requirements, and regulatory standards.
• Assist in preparing HR forms, reports, and personnel action requests (PARs).
• Support tracking of employee assignments, rotations, leave, and contract-mandated requirements.
   

Onboarding & Offboarding
 

• Assist in processing new hire documentation, background checks, and in-processing requirements.
• Coordinate with site security, IT, and supervisors to ensure smooth onboarding.
• Support out-processing and final clearance of departing employees, including property return and exit documentation.
   

Timekeeping & Attendance
 

• Maintain accurate time and attendance records
• Process leave requests, overtime authorizations, and shift adjustments.
• Support supervisors and employees in resolving timekeeping discrepancies.
   

Benefits & HR Support
 

• Provide employees with information on company policies, benefits, and HR procedures.
• Assist HR Manager with enrollment, updates, and tracking of employee benefits programs.
• Respond to routine employee inquiries and escalate complex issues to HR management.
   

Compliance & Reporting
 

• Support audits, inspections, and government reporting requirements.
• Assist in maintaining personnel accountability records for ICE contract reporting.