Human Resource Assistant

About The Company
Guidewire, Inc is a Non-Profit Human Service Agency founded in 1982 dedicated to supporting individuals with disabilities within the community. Our mission is to enable adults and young adults with developmental disabilities and behavioral challenges to lead fulfilling lives by providing comprehensive residential and day support services across Hampden and Berkshire counties. We believe in fostering an inclusive environment where everyone has the opportunity to participate fully in community life. Our organization prides itself on employing well-trained, compassionate staff who are committed to making a positive difference. We also prioritize professional development, recognition of achievements, and creating a rewarding work environment for our team members.
About The Role
We are seeking a detail-oriented and professional Administrative Assistant to join our Human Resources Department. This full-time position is based out of our Springfield office and operates Monday through Friday from 8:30 am to 4:30 pm. The successful candidate will play a vital role in supporting the efficient and effective functioning of the HR team by providing administrative and clerical support. The role involves maintaining confidential records, assisting with recruitment and onboarding processes, coordinating training sessions, and supporting employee recognition activities. The Administrative Assistant will serve as a welcoming presence for employees, applicants, and visitors, ensuring smooth daily operations and fostering a positive organizational environment. This position offers an excellent opportunity for individuals interested in human services and administrative work within a non-profit setting to contribute meaningfully to our mission.
Qualifications
The ideal candidate will possess excellent verbal and written communication skills, along with strong interpersonal abilities to handle sensitive information professionally and discreetly. A high level of organization, prioritization, and follow-up skills is essential to manage multiple responsibilities effectively. Attention to detail and accuracy are critical in maintaining confidential HR files and processing documentation. Proficiency in Microsoft Word, Excel, and Outlook is required, along with the ability to learn and operate HRIS and Learning Management Systems. A minimum of two years of administrative or human resources experience is preferred, demonstrating familiarity with office procedures and HR functions. Candidates should demonstrate a proactive attitude, adaptability, and a commitment to supporting the organization’s mission and values.
Responsibilities
Provide comprehensive administrative and clerical support to the Human Resources Department, ensuring smooth daily operations.
Maintain accurate, confidential HR files and records, managing both paper and electronic filing systems.
Respond to routine inquiries from employees and applicants, maintaining confidentiality and escalating complex issues to senior HR staff as needed.
Greet visitors professionally, answer and route phone calls, manage incoming mail and deliveries, and provide general office support.
Track employee certifications, licenses, trainings, and compliance documentation; coordinate and support required training sessions, including mandated programs such as DPPC Training.
Process and monitor TB tests, physicals, and other employee compliance documentation to ensure regulatory adherence.
Assist with the oversight of the Learning Management System (LMS), including troubleshooting and password resets.
Coordinate logistics for training sessions and meetings, including room scheduling and setup.
Track employee recognition milestones and support organization-wide recognition activities and events.
Support recruitment and onboarding processes by processing applications, conducting reference checks, assisting with orientations, and issuing employee ID badges.
Participate in job fairs and other recruitment activities to attract qualified candidates.
Compile and analyze data from agency evaluations and prepare reports as needed.
Perform additional duties as assigned to support the Human Resources team and organizational goals.
Benefits
Health, vision, dental, and life insurance coverage
Short-term and long-term disability insurance
401(k) retirement plan with company contributions
Generous sick, personal, and vacation leave
11 paid holidays annually
Tuition remission program for continued education
Employee Assistance Program and Employee Discount Program
Equal Opportunity
Guidewire, Inc is an equal opportunity employer committed to fostering a diverse and inclusive workplace. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected characteristic. We believe in providing equal employment opportunities and ensuring a welcoming environment for all employees and applicants.

Work arrangement
Yes