Human Resources Assistant - Employee Records
The Human Resources Assistant - Employee Records provides administrative and entry-level HR support focused on managing employee identification cards, maintaining employee records, and assisting with onboarding processes. This role involves handling sensitive information with confidentiality, coordinating HR activities, and supporting various HR programs to ensure efficient employee record management within Confidential Client.
About Careertakes
👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, HR & Recruitment.
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
Position Overview
Confidential Client (HR & Recruitment) is seeking a Human Resources Assistant — Employee Records to join their team in Chicago, IL. This full-time, permanent role supports Employee Records operations including identification card administration, records maintenance, onboarding support, and day-to-day HR administrative functions.
- Location: Chicago, IL
- Employment type: Full-time, Permanent
- Target salary: $67,758.26 annually
What You’ll Do
- Create, issue, track, and manage authority identification cards for employees and eligible retirees.
- Review source documents and verify information across HR databases.
- Maintain computerized and manual logs of cards issued, replaced, returned, and destroyed.
- Perform employee records maintenance: create new employee files, process and file records, respond to record requests, and prepare files for legal proceedings.
- Prepare and ship files to off-site storage according to standards.
- Respond to employment verification requests.
- Support onboarding activities, including coordination of pre-employment appointments and fingerprinting logistics.
- Provide in-person and telephone customer service to internal and external stakeholders; screen and direct calls and relay messages.
- Compose correspondence, technical/status reports, and presentations using word processing, spreadsheet, and presentation software.
- Assist with department calendars, HR events, data entry, database maintenance, and office supplies management.
- Participate in special projects — track progress, communicate with managers, and prepare materials as needed.
Qualifications
Required
- Bachelor’s degree in Business, Human Resources, or related field, plus two (2) years of HR experience — OR an equivalent combination of education and experience.
- Familiarity with employee records practices, recordkeeping, and HR confidentiality requirements.
- Proficiency with Microsoft Office (Word, Excel, PowerPoint) and ability to learn applicant tracking/HRIS tools.
- Strong written and verbal communication skills.
- Ability to handle multiple priorities, produce reports, and work with diverse groups tactfully.
- Comfortable working with sensitive information and maintaining strict confidentiality.
Preferred
- Two (2) years of experience specifically in employee records or a related HR area.
- Experience with HR onboarding processes and records shipping/storage procedures.
Physical & Other Requirements
- Stationary computer work for extended periods.
- Ability to lift/move up to 25 pounds occasionally; frequent sitting, standing, and bending.
- Exposure to routine office environment conditions (including paper dust) and occasional travel to off-site storage facilities.
- Service-area/residency requirement: the client may require employees to reside within the organization’s statutory service area or comply with local residency rules within a specified time after hire.
- Employees and/or union members may receive priority consideration where applicable per labor agreements.
What We Value
- Accuracy and attention to detail in records and data entry.
- High level of discretion and integrity handling confidential HR information.
- Customer-service mindset and responsiveness.
- Strong organization and time-management skills.
Additional Details
Confidential Client is committed to reasonable accommodations for qualified applicants and employees with disabilities during the application and hiring process. If you need an accommodation, please notify the client’s HR team as early as possible so they can work with you to determine an appropriate solution.
Equal Opportunity & Hiring Transparency
Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.
If you have questions about how your data is used, please contact us directly.
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