Administrative Assistant

Overview

Join one of Fortune Magazine's "100 Best Companies to Work For"! Kimley-Horn is seeking a Human Resources Assistant for our dynamic regional HR team. You will play a crucial role in supporting our regional HR team and ensuring the smooth operation of various administrative functions.

This office-based role is located at 500 E. 96th Street, Suite 300, Indianapolis, Indiana (IN).

Responsibilities

• Manage the onboarding and integration tasks including pre-employment paperwork, background checks, and drug tests for new hires.
• Partner with HR Coordinator or Partner to undergo adjudication process pending results of new hire screenings.
• Manage I-9 process for new hires, including rectifying tentative non-confirmation results and employment authorization reverifications.
• Enter new hire details into HRIS system in accordance with onboarding guidelines and best practices.
• Schedule new hire orientation and assign any required new hire trainings.
• Manage and maintain personnel files via HRIS Document Manager and hard copies.
• Assist Recruiters with job postings, career fair coordination, candidate interview coordination, travel arrangements and the processing of associated travel expenses.
• Use HRIS system to prepare reports.
• Support internal auditing efforts for accuracy including, but not limited to, I-9 records and employee personnel information.
• Ensures federal and state regulation compliance for labor law posters.
• Manage calendars and help schedule meetings/conference calls.
• Support the organization and scheduling of training or other meetings as needed.
• Organize and maintain the HR supply room and order supplies.
• Perform other administrative duties to include, but not limited to, photocopying, mailing, scanning, and filing.
• Other duties as assigned.

Qualifications

• High School Diploma or equivalent 2+ years' experience in an administrative position in a professional setting Strong interpersonal and communication skills; strong punctuation and grammar skills Proficient in MS Office Suite; highly proficient in Excel, Word, and Outlook Proficient in Adobe Acrobat Positive, client service-oriented Collaborative and team-oriented Capable of managing and balancing multiple tasks/priorities in a fast-paced, deadline driven environment Visibility of work requires attention to detail, excellent organizational skills, and discretion with confidential information Why Kimley-Horn?
• At Kimley-Horn, we do things differently.
• People, clients, and employees are at the forefront of who we are.
• Clients know we prioritize achieving their goals and growing their success.
• Employees know our culture and approach to business are built on a desire to provide an environment for everyone to flourish.
• Our commitment to quality is only as good as the people behind it— that’s why we welcome and develop passionate, hardworking, and proactive employees.
• We take pride in how our employee retention, robust benefits package, and company values have led to Kimley-Horn’s placement on the Fortune “100 Best Companies to Work” list for 19 years!

Key Benefits at Kimley-Horn Exceptional Retirement Plan

2-to1- company match on up to 4% of eligible compensation (salary + bonus) and additional profit-sharing contribution.

Comprehensive Health Coverage

Low-cost medical, dental, and vision insurance options.

Time Off

Personal leave, flexible scheduling, floating holidays, and half-day Fridays.

Financial Wellness

Student loan matching in our 401(k), and performance-based bonuses.

Professional Development

Tuition reimbursement and extensive internal training programs.

Family-Friendly Benefits

New Parent Leave, family building benefits, and childcare resources.