Human Resources Administrative Assistant

Job Description

Title: Part\-Time HR Administrative Assistant

The Part\-Time HR Administrative Assistant provides critical administrative, operational, and employee support across multiple production shifts in a fast\-paced food manufacturing environment. This role ensures accuracy and consistency in timekeeping, attendance tracking, onboarding preparation, employee documentation, and HR administrative processes.

The position supports 1st shift HR operations and takes primary responsibility for 2nd and 3rd shift time and attendance follow\-up, staffing coordination support, and HR documentation accuracy. This role is essential in maintaining workforce stability and allowing HR leadership to focus on compliance, employee relations, and strategic HR initiatives.

Responsibilities:

* Shift\-Based Time \& Attendance Support

* 1st Shift Support (6:30 AM – 3:00 PM)

• Support HR Manager with daily attendance tracking and follow\-up.
• Assist in confirming employee attendance for direct hire and staffing agency employees.
• Communicate with supervisors regarding call\-outs, absences, and attendance issues.
• Support resolution of timeclock punch discrepancies during shift.

* 2nd \& 3rd Shift Ownership

• Lead time and attendance follow\-up for:
• 2nd shift (2:00 PM – 10:30 PM)
• 3rd shift (10:30 PM – 6:30 AM)
• Contact employees regarding absences, late arrivals, and no\-shows.
• Coordinate directly with staffing agencies regarding attendance issues and workforce coverage needs.
• Document all attendance communications and corrective follow\-ups.
• Escalate recurring attendance issues to HR leadership.

Staffing Agency Coordination

• Work with existing staffing agencies to ensure daily labor coverage needs are met.
• Communicate attendance issues, no\-shows, and replacement needs.
• Maintain accurate staffing logs and daily agency workforce tracking.
• Support coordination between direct hire employees and staffing agency employees.

HR Administrative Support

• Maintain and organize employee personnel files (physical and electronic).
• Perform data entry, reporting support, and document tracking.
• Manage HR forms, logs, and internal documentation.
• Support HR audits and compliance file preparation.
• Maintain HR inbox and route employee inquiries appropriately.

Onboarding \& New Hire Support

• Print, assemble, and prepare new hire packets.
• Ensure onboarding documentation is complete and accurate.
• Assist with onboarding logistics (readiness materials).
• Track onboarding completion and maintain records.

Timekeeping \& Payroll Support

• Review and audit daily employee time clock punches for accuracy.
• Identify missed punches, discrepancies, and attendance issues.
• Follow up with supervisors and employees to resolve timekeeping errors.
• Maintain organized logs of time corrections and attendance updates.

Incident Reporting \& Safety Documentation Support

• Provide First Report of Injury forms to employees as needed.
• Assist employees in completing incident documentation accurately and timely
• Collect witness statements and ensure full documentation completion
• Log and track all incident reports and notify HR leadership immediately
• Maintain organized workers’ compensation and incident files

Training \& Development Support

• Assist in organizational training and development efforts, including coordinating training locations, materials, and all logistical requirements necessary for successful training sessions

HR Reporting \& Tracking

• Maintain attendance, onboarding, and incident tracking logs
• Update HR spreadsheets and basic reports for leadership review
• Ensure accuracy of HR data across systems and records

Employee Support (Shift Coverage Role)

• Serve as HR point of contact during assigned coverage times
• Respond to basic employee HR questions and route concerns appropriately
• Support communication between employees, supervisors, and HR leadership

Recruiting Support

• Schedule interviews and coordinate candidate communication
• Assist with applicant tracking and follow\-ups
• Support onboarding scheduling and hiring logistics

Employee Engagement \& Special Events Support

• Assist with planning and execution of special events, including benefits enrollment, organization\-wide meetings, employee recognition events, birthday celebrations, holiday parties, and other celebrations.

Confidentiality \& Professional Standards

• Always maintain a high level of confidentiality
• Ensure all HR matters, employee information, incident reports, and personnel records are kept strictly private and shared only with authorized personnel.
• Handle sensitive information with discretion and professionalism in accordance with company policy.

Qualifications:

• High School Diploma or equivalent required
• Knowledge of California labor and employment laws
• HR, staffing, or administrative experience preferred
• Strong understanding of attendance/timekeeping systems preferred
• Experience working with staffing agencies is a plus
• Strong attention to detail and accuracy
• Ability to work independently across multiple shifts and priorities
• Comfortable working in a fast\-paced manufacturing environment

Required:

• Strong organizational and multitasking abilities
• Ability to work in a fast\-paced environment
• Proficient in Microsoft Excel, Word, and Outlook
• Basic arithmetic skills.
• Strong communication skills (written and verbal)
• Ability to follow structured processes and timelines
• Ability to handle confidential information professionally
• Able to follow all FWF policies \& procedures

Standard:

• Positive and professional attitude
• Strong team orientation and accountability
• Reliable, punctual, and consistent
• Professional appearance and conduct
• Strong follow\-through and ownership of assigned tasks
• Good personal hygiene and neat appearance.

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• These are the main duties associated with this position but are not intended to be the only duties you could be asked to perform.

Franco Whole Foods, LLC 1225 Exposition Way \#110 San Diego, CA 92154 (619\) 349\-2313

Pay: $20\.00 \- $24\.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off

Work Location: In person