HR/Executive Assistant

JOB DESCRIPTION 

JOB TITLE:  Human Resources Assistant/Executive Assistant Part-Time
EMPLOYER:  Pathways, INC
DEPARTMENT:  Human Resources
REPORTS TO:  Executive Director 

SUMMARY:

We are seeking an organized and experienced Human Resources & Administrative professional to support both HR leadership functions and daily operations. This role includes full-cycle HR management such as payroll processing through ADP TotalSource, maintaining employee records, compliance oversight, onboarding, employee relations, HR policy development, and benefits administration, including open enrollment. The position provides hands-on administrative support to ensure efficient office operations. The ideal candidate is detail-oriented, proactive, highly organized, and able to partner effectively with leadership to support compliance, employee management, and overall organizational performance.

DUTIES and RESPONSIBILITIES:

• Maintain accurate and up-to-date HR files, records, and documentation. 

• Ensure integrity and confidentiality of all employee records. 

• Perform periodic audits of HR files to ensure required documentation is complete and compliant. 

• Answer employee and applicant questions regarding policies, benefits, and hiring processes; escalate complex matters as appropriate. 

• Assist with payroll processing, respond to payroll inquiries, correct errors, and distribute checks as needed. 

• Serve as a liaison with ADP TotalSource.

• Assist with new hire onboarding and orientation. 

• Support HR compliance and administrative reporting. 

• Track staff and client birthday gift cards. 

• Prepare weekly Administrative Meeting agendas and record meeting minutes. 

• Prepare and distribute regularly scheduled reports. 

• Develop and maintain organized electronic and physical filing systems. 

• Update and maintain organizational databases. 

• Handle vendor communications and assist with contract-related tasks. 

• Coordinate and execute bulk mailings. 

• Submit and reconcile expense reports. 

• Order office supplies and research vendors. 

• Provide general administrative support to visitors and staff. 

• Assist Finance Department with administrative tasks as needed. 

• Assist with planning and execution of organization-wide events (benefits enrollment, staff meetings, employee recognition events, holiday gatherings, retirement celebrations).

• Maintain professionalism and confidentiality in all interactions. 

• Provide clerical and operational support across departments. 

• Perform other related duties as assigned by management. 

QUALIFICATIONS:

Education and Experience

• Associate’s Degree (AA) or Bachelor’s Degree with six months to one year of related experience; 

• High school diploma with relevant administrative and/or HR experience; or 

• Equivalent combination of education and experience. 

Prior related office or human resources experience preferred.

Required Skills and Competencies

Technical Skills

• Human Resources Information Systems (HRIS), preferably ADP 

• Payroll systems knowledge 

• Microsoft Office Suite (Excel, Word, Outlook) 

• Microsoft Teams 

• Microsoft Forms 

• Internet and email software 

• Database management systems 

• Contract management systems 

Preferred Skills

• Knowledge of ADP & Salesforce 

• Knowledge of OneDrive & Microsoft

Schedule

Part-Time, 20–30 hours per week 
Flexible schedule

Compensation

$25.00 – $30.00 per hour 
Commensurate with experience

Please Contact:

Kristine Hutter                                                                                                                                      Director of Development, Advancement & Fundraising                                                                        203-817-2328                                                                                                                    khutter@pways.org