Human Resources Assistant

Intellisense Systems, Inc. is a privately held, Southern California-based technology innovator with a proven track record of developing and deploying innovative products that successfully operate in the most extreme environments. We solve tough, mission-critical challenges for our customers in the aerospace, defense, and commercial markets, delivering the full data continuum from sensing and embedded processing to video integration, displays, and data/video recording and storage for airborne and ground vehicle platforms. Our portfolio also includes environmental and maritime sensing and smart power management systems, engineered to the highest levels of safety certification and built with embedded cybersecurity and advanced encryption capabilities.

The Human Resources Assistant provides daily transactional support across onboarding and offboarding, benefits enrollment, leaves of absence, and workers’ compensation, and serves as a point of contact for routine employee needs. Approximately half of this role is dedicated to executive administrative support to the Senior Executive Assistant. The position is also the primary back-up for front desk coverage. The split between human resources and executive support duties is approximately 50/50 and will vary with business need; where priorities conflict, the HR VP and the Senior Executive Assistant jointly determine sequencing.

Location: Torrance, CA (Onsite)

Primary Expectations/Responsibilities:
Human Resources Support (approximately 50%)

• New Hire Documentation: Create and maintain new hire packets and personnel folders. Follow up with new hires for missing paperwork required for personnel files.
• Onboarding: Support the on-boarding process, including orientation scheduling, badge and business card requests, and medical plan input for new hires and employee changes.
• Benefits Data Entry: Enter benefits elections for new employees and follow up with existing employees on changes. Route qualifying event documentation to the HR Administrator.
• Employment Eligibility: Complete I-9 administration, including processing E-Verify for all new hires, and maintain current I-9 document books.
• Leave Documentation: Prepare leave of absence documents and forms for review and issuance by the HR Administrator or HR Generalist.
• Retirement Plan Transactions: Process 401(k) enrollment paperwork, deferral election changes, and beneficiary designation forms. Distribute enrollment packets and required participant notices. Maintain participant files. This position does not interpret plan provisions or approve any participant request.
• Employment Verifications: Complete written employment verifications in accordance with Company policy on information release.
• Workers’ Compensation: Prepare workers’ compensation claim packets when necessary and forward to the HR Administrator or HR Generalist for submission.
• Offboarding: Prepare termination packets and process termination of employee benefits.
• Relocation Expense Reports: Review, process, and log relocation expense reports, and forward to the HR Administrator  or HR Generalist for allowability review.
• Reporting Support: Assist in generating reports including the organization chart, headcount, and hires and terminations reports.
• Employee Inquiries: Assist employees who come to Human Resources and monitor inquiries sent to the Human Resources Support Inbox. Respond to routine questions using established materials; escalate anything requiring interpretation.
• Understand Company Policy: Maintain a working understanding of company personnel policies sufficient to direct employees to the correct resource.
• Recruiting Support: Provide scheduling and administrative support to the Talent Acquisition track: coordinate interview calendars and conference rooms, send candidate correspondence from approved templates, arrange candidate travel, and prepare interview packets. This position does not source, screen, or evaluate candidates.

Executive Administrative Support (approximately 50%)

• Calendar and Meeting Coordination: Support the Senior Executive Assistant with calendar management, meeting scheduling, and conference room coordination for executive staff.
• Travel and Expense: Prepare and submit travel arrangements and itineraries, and compile and submit expense reports in accordance with Company and FAR requirements.
• Document Preparation: Prepare, format, and proofread correspondence, presentations, and meeting materials.
• Executive Meeting Logistics: Coordinate logistics and materials for board, customer, and leadership meetings, including visitor hosting and room readiness, in partnership with the HR Coordinator.
• Records and Confidentiality: Maintain executive filing and records with strict confidentiality. Exercise discretion in handling sensitive business, customer, and personnel information.

Shared & Back-Up Duties

• Front Desk Coverage: Serve as the primary back-up for the Human Resources Coordinator & Front Desk, covering the lobby during scheduled rest breaks, meal periods, and planned absences. Maintain current working knowledge of visitor sign-in, badge issuance, Denied Party List screening, and lobby security procedures. Coverage is scheduled in advance so that the employee’s own meal and rest periods are not affected.
• Event Planning Support: Assist with the planning and execution of company events, including the flu shot clinic, employee appreciation events, holiday events, and the company anniversary. Manage invitations and RSVP tracking, order supplies, coordinate room setup, and independently lead smaller departmental events end to end.
• HR Team Support: Support other Human Resources staff and assist on HR projects as assigned.

Requirements:

• Education 
  • High School Diploma or GED required.
  • Associate degree in Human Resources or Business Administration desired.
• Experience 
  • 1–3 years of experience in a human resources, executive support, or administrative role.
  • Experience supporting senior leadership preferred.
• Skills, Tools, and Abilities 
  • Experience with Microsoft Excel in at least 1 of the following features: pivot tables, INDEX/MATCH, writing formulas, conditional formatting, and charting.
  • Experience with Word, PowerPoint, Outlook.
  • The ability and willingness to learn new applications.
  • Self-motivated, professional, and articulate, with good independent judgment and discretion when handling confidential matters.
  • Outstanding verbal and written communication skills.
  • Team and goal oriented, with good problem-solving ability and the ability to work with a diverse workforce.
• Other Requirements 
  • Must be a U.S. Citizen, U.S. Permanent Resident, or otherwise qualify as a U.S. Person as defined by 8 USC 1324b(a)(3).
  • On-site presence required at the Torrance, CA facility.

Please Note: Job responsibilities within our organization are dynamic.  This may not be a complete list of duties.  Other responsibilities and duties may be assigned by your supervisor or upper management at any time.

Pay Range:  $26.00-$32.00/hour
Base salary for this position will vary based on your skills, qualifications, and experience.

REQ# 26051

Benefits:

• 4 Weeks PTO a year (including 40 hours of PTO your first day)
• 10 paid holidays
• 401(k) with 100% employer matching up to 5% of salary (no vesting period)
• Multiple options for Medical, Vision, Dental Insurance plans
• Health Savings Accounts
• Flexible Spending Accounts
• Tuition Assistance (30% of Tuition with a minimum qualifying grade)
• 100% Paid Employee Assistance Program (EAP)
• 100% Paid Basic Life and AD&D Insurance
• 100% Paid Workers Compensation Insurance
• Voluntary Life Insurance

The unique culture at Intellisense offers the entrepreneurial spirit of a smaller company with the support and expertise of a larger organization. We are looking for individuals that have a wide breadth of experience while also being subject matter experts in their respective field.

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please contact us by phone at (310) 320-1827 or by email at [email protected]

Unless otherwise stated in the requirements section of an individual job listing, our positions require U.S. Citizenship, U.S. Permanent Residency, or other status as a U.S. Person as defined by 8 USC 1324b(a)(3). Intellisense Systems, Inc is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data, or other legally protected status.

You will receive text messages regarding your application and potentially regarding interview scheduling. Message frequency will vary depending on the application process. Msg & data rates may apply. OPT out at any time by texting “STOP”.