What are the responsibilities and job description for the Human Resources Assistant position at ARServices?
Discover a career of innovation and impact at ARServices, Limited (ARServices). With decades of excellence in tackling complex challenges in defense, security, and national intelligence, we're leading the way forward. Join our dynamic team of experts, where Agility, Reliability, and Success are not just values but a way of life. As a graduated 8(a) company and Small Disadvantaged Business headquartered in Falls Church, VA, with a national presence, ARServices offers an exciting opportunity to shape the future while advancing your career. Join us and be part of something extraordinary.
ARServices is seeking a Human Resources Assistant to work in the Washington, DC area.
A qualified candidate will perform the following duties and responsibilities, but are not limited to:
The Personnel Assistant provides administrative, operational, and logistical support to the Human Resources Office (HRO), ensuring smooth coordination of personnel activities, facilities management, and employee programs. This role is essential in maintaining records, supporting employee programs, and managing facilities needs in collaboration with internal and external stakeholders. Accuracy and timeliness are critical across all duties to maintain high-quality standards.
- Onboarding and Employee Support: Coordinate new employee, intern, and volunteer check-ins, including paperwork, security approvals, and orientation. Assist with accessing HR systems and resolving personnel-related inquiries.
- Ensuring appropriate documents are provided to NRL Security one week prior to new employee onboarding which is scheduled bi-weekly on Mondays unless a holiday falls on that Monday, then it is scheduled for the next day Tuesday. Submit this via encrypted email and include the HRO Specialists in Staffing as confirmation. Promptly handle any changes that may come up in date or employee declining.
- Program and Event Coordination: Manage check-ins, track approvals, process timesheets, and organize events to support HR programs like SEAP, NREIP, and the Summer Faculty Fellowship. Communicate with participants to align with timelines and expectations.
- Facilities and Project Management: Oversee office facility needs, such as maintenance requests, pest control, renovations, and cypher lock/safety concerns. Manage Lactation Room setup and follow up on maintenance issues to ensure prompt resolution.
- Employee Records and Documentation: Maintain and update personnel records in compliance with PII requirements. Process documentation for name changes, appraisals, service awards, and departures. Coordinate with external agencies to manage personnel file requests.
- Employee Recognition: Administer the mementos program for employee separation mementos (transferring, resigning and retiring) employees, ensuring accurate calculations and coordinating logistics for recognition ceremonies, including those for offsite staff. Mementos range from paper weight to generic departing plaques, engraved departing plaques, retirement certificates, engraved retirement plaques, bookends and sometimes PLOA (Presidential Letter of Appreciation). Provide Federal Length of Service Pins to current NRL employees for Federal Services. Employees with 40 years or more receive a certificate signed by the NRL Commanding Officer along with their Federal Length of Service Pin.
- Administrative Operations: This position manages office supply inventories, answers phone calls, greets visitors, and coordinates office clean-ups and equipment maintenance to ensure a safe and organized environment.
- Communication and Collaboration: Work with HR, maintenance, IT, external vendors, and other departments to address employee needs and project requirements. Keep employees informed about project updates or disruptions.
- Training and Process Improvement: Train temporary or new staff working in HRO Front Desk in administrative tasks and/or shared tasks. Identify opportunities to enhance operational efficiency and productivity.
- Guidance and Employee Support: Provide support on retirement counseling and federal benefits, including health, dental/vision, flexible spending accounts, and life insurance directing incoming request by email, phone or walk-ins to NRL SharePoint for online information for guidance. Ensure timely and accurate information delivery to all inquiries.
- Information Dissemination: Via NRL SharePoint online resource, Provide NRL fact sheets, newsletters, and other materials. Communicate policy updates clearly and promptly to maintain compliance and awareness.
- Other Duties as Assigned: Perform additional tasks to support the HR office, ensuring high accuracy and timeliness across responsibilities.
Security Clearance Requirement:
N/A
Required Qualifications:
- Experience
- A minimum of 3 years' experience in the Human Resources field working with Federal regulations.
- Experience in the following:
- Preparing employee check-in packages, and forwarding locator sheets to Security a week in advance prior to new employee onboarding
- Managing mementos for departing and retiring employees,
- Communicating with the Navy PLOA (Presidential Letter of Appreciation) and the White House Liaison Office when submitting requests signed by the NRL Commanding Officer before they are forwarding to the White House for the President of the United States (POTUS) to sign before mailing to NRL retirees’ home mailing address. This is part of the retirement mementos for 30 years or more
- Communicating with NRL Commanding Office for 40 years or more length of service certificates and pins,
- Handling notification of personnel actions (SF-50) such as filing name change and providing copies to NRL Division Administrative Officers for their employees after they have departed (transferred, resigned and retiree). SF-50s for current employees are filed for performance appraisals, inventions, patents, and special-act-awards
- Experience working independently to meet deadlines, providing customer service,
- Handling incoming resumes and voice mails and preparing documents requested by the HRO Specialist.
- Familiarity with Federal Personnel Demonstration Projects.
- Experience with HR systems such as eOPF, MyBiz , and MyPay.
- Knowledge of federal benefits programs, including health insurance, and dental/vision plans.
- Prior experience maintaining compliance with Personal Identifiable Information (PII) requirements.
- Strong organizational and communication skills for collaborating with internal and external stakeholders.
