HR Assistant

Empower AI is AI for government. Empower AI gives federal agency leaders the tools to elevate the potential of their workforce with a direct path for meaningful transformation. Headquartered in Reston, Va., Empower AI leverages three decades of experience solving complex challenges in Health, Defense, and Civilian missions. Our proven Empower AI Platform provides a practical, sustainable path for clients to achieve transformation that is true to who they are, what they do, how they work, with the resources they have. The result is a government workforce that is exponentially more creative and productive. For more information, visit www.Empower.ai.

Empower AI is proud to be recognized as a 2024 Military Friendly Employer by Viqtory, the publisher of G.I. Jobs. This designation reflects the company's commitment to hiring and supporting active-duty and veteran employees.

The primary responsibility of this HR Specialist position is to execute ALL data entry activities within the Ultimate Kronos Group (UKG) HRIS system based on information and approvals provided by HR leadership. This is a data entry-focused role responsible for accurately entering approved employee records, updates, and transactions into UKG. The HR Specialist also collaborates with the HRIS Admin Lead and HR Director to support ongoing process development, system initiatives, and special projects as the organization continues to build and optimize its HR operations.

KEY RESPONSIBILITIES

Execute all data entry functions within UKG based on approvals and direction from HR leadership, including:
• Employee onboarding entries - new hire information setup in UKG upon hire approval
• Employee offboarding entries - termination and exit data entry in UKG
• Location updates - recording employee location, office, or work site changes
• Supervisor updates - changes to reporting structure and manager assignments
• Contract updates - employment status changes, contract modifications, and employment type updates
• Termination entries - recording all separation data in UKG in accordance with leadership direction
• Maintain 100% accuracy in all data entry to ensure system integrity, compliance with labor laws, and data reliability. This is critical to the organization's HR operations.
• Perform regular data quality audits and reconciliations to identify and immediately correct any discrepancies or errors
• Troubleshoot data entry issues and communicate proactively with the HRIS Admin Lead and HR Director regarding any problems or questions
• Remain cognizant of organizational timelines and ensure timely entry of critical employee data and transitions

ADDITIONAL RESPONSIBILITIES

• Process Development & HR Initiatives (As Assigned). As the organization continues to develop and optimize its HR processes and systems, this position plays an important role in supporting those initiatives. Responsibilities include:
• Collaborate with the HRIS Admin Lead and HR Director on process development, system optimization, and ongoing UKG build-out activities
• Participate in identifying process improvements and providing feedback on system workflows based on day-to-day data entry experience
• Support HR Director on special projects, policy rollouts, process improvements, and organizational HR initiatives
• Assist with documentation, employee communications, and training materials for new processes and policy implementations
• Provide administrative support including scheduling, data gathering, and documentation compilation as needed
• Respond to inquiries and provide support regarding employee data entry processes and UKG system questions
• Maintain confidentiality of sensitive HR information and comply with all privacy regulations

REQUIRED QUALIFICATIONS & EXPERIENCE

• High school diploma or equivalent; associate's degree in HR, business, or related field preferred
• 2+ years of HR data entry or administrative experience
• Experience with HRIS systems, particularly UKG (Ultimate Kronos Group) or similar platforms is highly preferred
• Proven strong data entry skills with demonstrated high accuracy and attention to detail
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook)
• Knowledge of HR processes, employee lifecycle events, and HR compliance standards is a plus

KEY SKILLS & COMPETENCIES

Technical Skills:

• Proficiency in HRIS/payroll systems (UKG experience required or strong willingness to quickly learn)
• Advanced Excel skills (VLOOKUP, pivot tables, formulas, data validation)
• Database entry and management
• Comfortable learning and navigating new software systems quickly
• Professional Competencies:
• Meticulous attention to detail - accuracy is essential in this role
• Adaptable and flexible with ability to quickly adjust to changing processes and priorities
• Quick thinking and problem-solver - able to identify solutions and think on feet
• Strong organizational skills with ability to track and manage multiple data entry projects and employee transitions
• Ability to manage multiple priorities and meet tight deadlines
• Excellent written and verbal communication skills
• Collaborative mindset with willingness to contribute ideas and support team initiatives
• Ability to maintain confidentiality and handle sensitive employee information
• Present and engaged - committed to being available and attentive to organizational needs and time-sensitive employee transactions
• Self-directed with ability to work independently and manage data entry workload in a part-time capacity

PHYSICAL REQUIREMENTS

• Ability to sit for extended periods at a computer workstation
• Ability to use keyboard and mouse for extended periods
• Ability to read computer screens for accuracy verification

WORK SCHEDULE & LOCATION

This is a part-time position (25 hours per week, no benefits) with a hybrid work arrangement structured as follows:

• In-Office: Minimum 2 days per week at the main office location. These office days are essential for in-person collaboration with HR leadership, coordination on time-sensitive employee matters, and engagement during critical organizational needs.
• Remote: Remainder of hours (approximately 16-17 hours per week) can be worked remotely from an approved location with reliable technology and internet access.
• The candidate must be reliable, present, and engaged during all scheduled hours, with particular attention to availability during time-sensitive employee onboarding, terminations, and organizational transitions.

All hiring and promotion decisions at Empower AI are based on merit to bring the best talent available to contribute to our firm's overall success. It is the policy of Empower AI not to discriminate against any applicant for employment, or employee because of age, color, sex, disability, national origin, race, religion, or veteran status. Empower AI is a VEVRAA Federal Contractor.