Job Overview 

We are seeking a detail-oriented Virtual HR & Payroll Administrative Assistant to support payroll administration, employee onboarding, HR records management, and compliance for U.S.-based employers. This full-time remote role requires strong organizational skills, experience with HR/payroll systems, and the ability to manage confidential employee information while ensuring accuracy and timely completion of recurring HR and payroll processes. 

Schedule

This is a full time remote position working 40 hours per week. The anticipated schedule will generally align with United States business hours, with flexibility as needed to support payroll processing deadlines, onboarding activities, and other business priorities.

Schedule will be provided by the client during interview.

Primary Responsibilities

Payroll Administration

• Collect and organize payroll information prior to each payroll processing cycle.
• Review timekeeping records for missing punches, incomplete timesheets, and potential discrepancies.
• Follow up with supervisors regarding outstanding payroll items.
• Maintain payroll calendars, processing deadlines, and payroll checklists.
• Enter approved employee changes into payroll systems as authorized.
• Track bonuses, reimbursements, deductions, commissions, and approved payroll adjustments.
• Organize payroll reports and supporting documentation.
• Prepare payroll information for final review by Human Resources.
• Reconcile employee information between payroll reports, HR trackers, and employee records.
• Escalate payroll discrepancies or unusual situations for review.

New Hire Onboarding

• Send onboarding instructions and required documentation to new hires.
• Track completion of onboarding requirements.
• Follow up on missing or incomplete onboarding documents.
• Maintain onboarding checklists and status trackers.
• Organize employment applications, offer letters, tax forms, direct deposit information, handbook acknowledgements, I-9 documentation, and other onboarding records.
• Track completion of background checks, drug screenings, registry checks, licenses, certifications, and other pre-employment requirements.
• Assist with scheduling onboarding meetings and required training.
• Notify Human Resources when onboarding files are complete or require review.
• Enter approved employee information into payroll and HR systems.
• Maintain complete electronic employee personnel files.

Employee Documentation & Personnel Records

• Maintain organized electronic personnel files.
• File employee status changes, compensation changes, disciplinary documentation, performance documentation, leave records, training records, licenses, certifications, and separation documents.
• Follow company document naming conventions and filing procedures.
• Conduct routine personnel file audits.
• Identify missing or expired employee documentation.
• Maintain compliance trackers for licenses, certifications, trainings, background checks, and document expiration dates.
• Follow up on outstanding documentation using approved templates.
• Prepare employee files for audits when requested.
• Ensure confidential employee information is properly secured and maintained.

HRIS & Employee Data Maintenance

• Enter approved employee information into payroll and HR systems.
• Update employee demographics, departments, supervisors, work locations, job titles, and employment classifications.
• Process approved employee status changes including new hires, transfers, compensation changes, leaves of absence, and terminations.
• Maintain employee rosters and organizational trackers.
• Compare records across multiple systems and report inconsistencies.
• Archive terminated employee files according to company procedures.

Reporting & Administrative Support

• Prepare recurring payroll and HR reports.
• Maintain onboarding, termination, training, compliance, and payroll trackers.
• Assist with creating Standard Operating Procedures (SOPs), checklists, templates, and mini training materials.
• Organize shared HR folders and ensure documents remain current.
• Monitor designated HR and payroll inboxes.
• Schedule meetings and maintain follow up lists.
• Perform additional administrative duties as assigned.

Required Qualifications

• 4+ years previous experience providing administrative support in Human Resources, payroll, bookkeeping, or employee recordkeeping.
• At least 2 years experience using payroll and HR systems such as Paychex Flex, Paylocity, or similar platforms.
• At least 2 years experience supporting United States based employers.
• Exceptional attention to detail.
• Strong organizational and time management skills.
• Excellent written and verbal English communication skills.
• Experience working with cloud based systems and electronic document management.
• Ability to follow established procedures and meet recurring deadlines.
• Ability to appropriately handle confidential employee and payroll information.
• Reliable internet connection and ability to work during agreed upon business hours.
• Proficiency with Google Workspace and/or Microsoft Office.
• Ability to identify discrepancies and escalate questions appropriately.

Preferred Qualifications

• Familiarity with onboarding documentation, personnel files, payroll processing, and employee recordkeeping.
• Working knowledge of California employment law, including wage and hour requirements, meal and rest break requirements, personnel documentation, final pay obligations, and employee recordkeeping.
• Advanced proficiency in Microsoft Excel, including formulas, filters, sorting, conditional formatting, pivot tables, lookups, data validation, and reconciling information across multiple spreadsheets.
• Experience maintaining compliance trackers, licenses, certifications, background screenings, and document expiration records.
• Experience creating reports, procedures, checklists, templates, SOPs, or training materials.

Confidentiality & Data Security

The Virtual HR and Payroll Administrative Assistant will be required to sign a Confidentiality and Data Protection Agreement.

Because this position will have access to sensitive employee and payroll information, the individual will be expected to:

• Access company information only through approved systems and company accounts.
• Maintain multi factor authentication on all assigned accounts.
• Protect all confidential employee, payroll, and company information.
• Never download, print, store, or transfer confidential information to personal devices without authorization.
• Follow all company policies regarding document retention and information security.
• Immediately report any suspected security incidents.

System access will be granted based on job responsibilities and may be modified or revoked at any time.

Reporting Structure

This position will report directly to Human Resources.

All payroll submissions, employee changes, compliance decisions, disciplinary actions, employment decisions, investigations, and policy interpretations will remain the responsibility of Human Resources and company leadership.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations (for full-time roles only)

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.