Are you someone who loves helping others feel welcomed, organized, and supported? Join our friendly and mission-driven HR team at Arrowleaf as an HR Administrative Assistant! In this role, you’ll be the heart of our onboarding process and play a key part in making sure staff have a smooth, positive experience from day one. You’ll help with everything from coordinating new hire paperwork and training schedules to keeping our employee records accurate and up to date. We’re looking for someone who brings positive energy, strong attention to detail, and a genuine desire to support others. This is a great opportunity for someone who enjoys being a helpful resource, values teamwork, and wants to grow in the field of human resources. You’ll work closely with HR leadership, learn about core HR functions, and be part of a team that values respect, inclusion, and collaboration every step of the way.

ABOUT US:

When you join the Arrowleaf team, you are committing to a meaningful career where your work will make a difference for your neighbors throughout Southern Illinois and strengthen our region as a whole. You’ll have a chance to build well-being not just for the people you work with, but for yourself as well, as you gain life-changing experiences, enjoy highly competitive benefits, and experience unmatched opportunities for advancement.
Mission: Arrowleaf’s mission is to help all Southern Illinoisans reach their full potential. We provide resources and opportunities that support individuals of all ages so they can thrive, make our communities more vibrant, and build economic prosperity that benefits everyone.
Vision: We envision a Southern Illinois where all individuals are contributing to a community that is safe and vibrant for everyone.
Visit our website: myarrowleaf.org/employment to learn more about Arrowleaf
Job Title: Human Resources Assistant
Work Site: Johnson County Office - Redbud (JCOR)
Area of Focus: Administrative/Human Resources Department
Immediate Supervisor: Human Resources Generalist - Carly Reichert
Hours of Work: Full-time, 40 hours per week
Minimum Qualifications: Associate’s degree in Business Administration, Human Resources, or a related field, with a Bachelor’s degree preferred. A minimum of two years of experience in human resources and/or administrative work within an office environment is required. Preference will be given to candidates with direct experience in HR processes such as onboarding and employee support & training.
Skills & Knowledge: Candidates must be highly organized, detail-oriented, and capable of managing multiple priorities with accuracy and efficiency. Strong written and verbal communication skills are essential, as is the ability to handle confidential information with discretion and professionalism. A positive, high-energy attitude and approachable demeanor are key, especially when supporting new hires and working across departments. The ideal candidate will demonstrate leadership qualities such as initiative, reliability, sound judgment, and the ability to serve as a role model for professionalism, ethical conduct, and agency values. This includes contributing to a respectful and inclusive workplace culture and supporting team cohesion. Proficiency in Microsoft Office (Word, Excel, Outlook) is required. Experience with HRIS systems such as ADP is strongly preferred. Prior experience providing administrative support to senior-level staff or leadership is preferred. Experience working in a human services organization or within a human resources department is highly desired. Knowledge of basic human resources practices, labor laws, and employment regulations, particularly in relation to onboarding, documentation, and compliance, is strongly preferred. A strong commitment to cultural humility and trauma-informed service is essential.
Special Requirements: Employment is contingent upon the successful completion of all required background checks, including fingerprinting, Illinois Health Care Worker Registry (HCWR) and DCFS registry clearances, and any other applicable state and federal background screenings. Must maintain current certification in CPR and First Aid (training provided by Arrowleaf). Candidates must be at least 21 years of age to operate agency vehicles. Must maintain and provide proof of a valid driver’s license and personal vehicle liability insurance (if applicable). Must be able to sit, stand, walk, and occasionally lift up to 25 pounds as needed for office supply handling or other administrative duties.

• Serve as a valued member of the Human Resources team and agency management, demonstrating leadership, professionalism, and a strong commitment to ethical standards, integrity, and confidentiality in all interactions.
• Coordinate all aspects of new hire onboarding, including scheduling orientation sessions, collecting and organizing required documentation, preparing and distributing orientation materials, setting up necessary equipment or access, and ensuring completion of all mandatory trainings and compliance requirements to support a smooth and welcoming transition into the organization.
• Organize, scan, and maintain employee personnel files in compliance with agency and legal requirements.
• Manage administrative tasks related to orientation and training, such as sign-in sheets, training completion tracking, and materials preparation.
• Distribute and track employee business cards, name badges, and other onboarding supplies.
• Regularly update forms, letters, checklists, and process guides to ensure HR documents remain current and user-friendly.
• Assist with pre-employment processes such as background checks, reference verifications, and credentialing documentation.
• Support the maintenance and updates of job descriptions.
• Collaborate with supervisors to coordinate department-specific onboarding needs.
• Respond to routine HR-related inquiries from staff, referring more complex questions to appropriate HR team members.
• Prepare and send standard HR correspondence, such as offer letters and onboarding emails.
• Help maintain and update tracking tools for mandatory trainings, licensures, and certifications.
• Assist with internal audits and ensure proper documentation in all employee records.
• Ensure all documents, messages, and conversations are handled in compliance with confidentiality laws and agency policy, including HIPAA.
• Assist HR leadership with a variety of tasks, projects, reports, and special assignments, including data collection, process improvements, internal communications, and agency-wide HR initiatives or events, ensuring timely execution and appropriate follow-up.
• Assist with the development, coordination, and facilitation of training for employees and supervisors on relevant HR topics and agency policies.
• Support wellness, recognition, and training tracking efforts as directed by HR leadership.
• Assist with the maintenance and updates of employee information in the HRIS system (e.g., ADP); ensure accuracy for payroll, benefits, and reporting.
• Support recruitment, retention, and DEI (Diversity, Equity, and Inclusion) initiatives as assigned.
• Uphold and model a culture of dignity, respect, and inclusion for all clients and staff.