Human Resources (HR) Administrative Assistant

Description We are looking for a detail-oriented Human Resources (HR) Administrative Assistant to provide essential records and document support for the HR team in Indianapolis, Indiana. This Long-term Contract position focuses on maintaining accurate employee files, processing sensitive documentation, and supporting day-to-day administrative activities with a high degree of discretion. The ideal candidate will be comfortable handling both paper and electronic records while following established procedures to ensure compliance, organization, and confidentiality.

Responsibilities:

• Organize and maintain employee documentation across paper and digital filing systems, ensuring records are stored accurately and can be easily retrieved when needed.

• Process personnel, payroll, and related HR documents by reviewing, categorizing, labeling, and placing them in the appropriate record locations.

• Manage employment eligibility files separately from other employee records and keep supporting documentation aligned with internal compliance practices.

• Scan, index, and upload files into electronic repositories using consistent naming standards and document handling procedures.

• Examine records for gaps, duplicates, incorrect placement, or incomplete materials and escalate issues to designated HR team members for follow-up.

• Respond to authorized requests for employee files, track file movement, and return records to the proper location after use.

• Support records audits, inventory checks, archiving efforts, and approved retention or secure disposal activities as directed by HR leadership.

• Safeguard confidential information by securing documents, maintaining orderly workspaces, and reporting any potential breaches or misplaced files promptly.

• Provide additional clerical and administrative assistance to the Human Resources department as assigned. Requirements • High school diploma or equivalent required.

• Ability to manage large volumes of documentation with strong accuracy and close attention to detail.

• Basic computer proficiency, including data entry, document scanning, electronic file organization, and Microsoft Office use.

• Ability to follow written instructions and established procedures consistently.

• Proven ability to handle sensitive employee information with discretion and confidentiality.

• Ability to work independently, manage repetitive tasks effectively, and meet established deadlines.

• Previous experience in clerical support, records administration, filing, or document management is preferred.

• Familiarity with HR records, payroll documentation, I-9 compliance files, or electronic document management systems is preferred. TalentMatch®

Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

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All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

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