HR Administrative Specialist

Black Canyon Consulting · Bethesda

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Black Canyon Consulting (BCC) is seeking a detail-oriented, proactive HR Administrative Specialist to support the day-to-day operations of our Human Resources department. This position reports directly to the Director of Human Resources and plays an important role in ensuring that HR processes are completed accurately, efficiently, and on time.

The ideal candidate is highly organized, comfortable managing multiple priorities, and willing to take ownership of administrative tasks from start to finish. We are looking for someone who can anticipate needs, follow up on outstanding items, communicate effectively with employees and managers, and help keep HR operations running smoothly.

This role provides exposure to a broad range of HR functions, including recruiting, onboarding, employee records, benefits administration, compliance, and HR systems.

Duties & Responsibilities

HR Administration & Employee Support

• Maintain accurate and organized personnel files, employee records, and HR documentation in accordance with applicable requirements and company policies.
• Process employee status changes, personnel actions, and other HR transactions, ensuring appropriate documentation and approvals are obtained.
• Monitor and manage the HR email inbox, respond to routine employee inquiries, and identify matters requiring escalation to HR leadership.
• Track outstanding employee paperwork, approvals, acknowledgments, and other HR-related requests, proactively following up to ensure timely completion.
• Prepare and distribute HR correspondence, including offer letters, employment verification letters, and other employee documentation.
• Assist employees with routine questions regarding company policies, benefits, payroll, and HR procedures.
• Support the administration and documentation of employee performance management processes.
• Maintain confidentiality when handling sensitive employee and company information.

Recruiting & Onboarding

• Coordinate recruiting activities, including applicant tracking, interview scheduling, candidate communications, and follow-up.
• Maintain accurate candidate records and recruiting workflows within the applicant tracking system.
• Assist with the preparation of offer letters and coordination of pre-employment requirements.
• Coordinate the onboarding process for new employees, including start dates, employment paperwork, background checks, benefits information, and system access requests.
• Track onboarding requirements and follow up with new hires, hiring managers, and internal stakeholders to ensure all activities are completed.
• Assist with employee offboarding, including separation documentation, exit procedures, and coordination of equipment returns.

HR Systems & Compliance Support

• Maintain accurate employee and independent contractor information within HR systems, including Paylocity.
• Enter and maintain 1099 contractor information and support related administrative processes.
• Assist with benefits administration, including enrollment documentation, employee communications, and follow-up on outstanding items.
• Track required compliance documentation, training, employee acknowledgments, and applicable deadlines.
• Identify and promptly escalate compliance concerns, sensitive employee matters, and potential policy issues to the Director of Human Resources.
• Assist with HR reporting, data entry, recordkeeping, and periodic audits to ensure information is accurate and complete.
• Support the implementation and ongoing administration of HR systems, processes, and departmental initiatives.

Required Qualifications

• 1–3 years of experience in Human Resources, recruiting coordination, HR administration, or a related field; an equivalent combination of education and experience will be considered.
• Strong organizational skills with excellent attention to detail and the ability to manage multiple tasks and deadlines.
• Demonstrated ability to take initiative, work independently, and follow through on assignments with minimal supervision.
• Excellent written and verbal communication skills, including the ability to communicate professionally with employees, candidates, and management.
• Proficiency with Microsoft Office applications and comfort learning new HR technology platforms.
• Ability to exercise discretion, sound judgment, and confidentiality when handling sensitive information.
• Strong problem-solving skills and a willingness to research questions, identify solutions, and escalate matters when appropriate.
• A service-oriented approach and the ability to work collaboratively across departments.

Preferred Qualifications

• Experience working with HRIS, payroll, or applicant tracking systems, particularly Paylocity and Greenhouse.
• Experience supporting recruiting, onboarding, benefits administration, and employee recordkeeping.
• Familiarity with federal and state employment regulations and common HR compliance requirements.
• Prior experience with a federal government contractor or professional services organization.
• PHR or SHRM-CP certification.

What Success Looks Like

The successful candidate will be someone who brings organization, consistency, and accountability to the daily operation of the HR department. They will take ownership of assigned responsibilities, recognize when follow-up is needed, and work proactively to resolve outstanding items.

Most importantly, they will help ensure that employees, candidates, and managers receive timely support while allowing HR leadership to focus on more complex employee matters, organizational priorities, and strategic initiatives.

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