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HR Administrative Assistant

Department: Human Resources
Location: Chicago , IL

Company Overview:

Milhouse Engineering & Construction is a Chicago-based firm with 16 years of experience in the Aviation, Facilities, Gas, Power, Transportation, and Water/Wastewater sectors. Milhouse has experienced phenomenal growth evolving into a professional, full-service engineering and architectural consulting firm to provide Civil, Construction, Electrical, Energy, Mechanical, Environmental, Heavy Industry, and Structural engineering services along with Architectural services. With more than 200 professionals and offices in multiple locations across the country, Milhouse commits to delivering quality services on budget on schedule with integrity to clients in the federal, private and public sectors. Milhouse provides the highest level of total customer satisfaction by listening to, and responding to every client, and utilizing best business and technology practices. By developing and utilizing some of the industry’s “Best in Class” talent, Milhouse has received numerous awards and recognitions, including being named one of the 2017 winners of the “Chicago’s 101 Best and Brightest Companies to Work For” award for the 13th year in a row.

Job Summary:

The Human Resources Administrative Assistant provides assistance with and facilitates HR processes and provides various levels of administrative support to the human resource function as needed including HRIS entry.  The HR Administrative Assistant acts as a liaison between employees, departments, and vendors related to programs and services provided by the HR Department.  

Essential Functions:

  • Performs customer service functions by answering employee requests and questions.
  • Provides various staff support functions for human resources department, such as personnel administration, all HR program support for recruitment, retention, benefits, employee relations, training, and development.
  • Conducts, prepares, and coordinates with various departments the onboarding of all new hires
  • Maintain HRIS and program databases, including Intranet.
  • Assists HR Manager and Sr. Recruiter with various research projects and/or special projects
  • Provides assistance with full cycle recruitment process.
  • Prepares, manages and attends recruitment fairs.
  • Creates and distributes forms to process data on new hires, non-employees, interns, etc.
  • Manage activity of new hires in the Applicant Tracking System. This includes, but is not limited to, sending and monitoring the completion of onboarding paperwork and completing new hire forms to get them entered into various systems.
  • Track and follow up, as necessary, with various departments for information needed to set up new hires and manage HR programs.
  • Prepare departure folders and complete tasks for exit interviews, including scheduling of rooms and creating exit summary outlines.
  • Responds to emails on new hires, background checks and other miscellaneous items.
  • May conduct audits of various payroll, benefits or other HR programs.
  • Assist with editing and maintaining job descriptions, various spreadsheets and other shared documents as directed by the Human Resources Manager.
  • Send reminders, follow ups or general communication to corporate staff, as needed, on behalf of the Human Resources team, including but not limited to, incomplete training schedules, non-employee status confirmations, etc.
  • Assist in all administrative duties related to the annual performance management process
  • Perform other related duties, as needed.

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (the “Duties”) above satisfactorily and meet the requirements below.

The requirements listed below are representative of the minimum knowledge, skill, and/or ability required.

Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. Employees or applicants who need an accommodation should contact Human Resources. If you need such an accommodation, please email

Education and/or Experience:


  • 1-2 years of prior human resources, professional services or general office experience
  • Proficiency in Microsoft Office Suite


  • Bachelor’s degree from an accredited college or university

Other Skills and Abilities:

The following will also be required of the successful candidate:

  • Able to preserve confidentiality and exercise discretion
  • Public speaking
  • Strong organizational skills
  • Strong attention to detail
  • Good judgment
  • Strong interpersonal communication skills
  • Strong analytical and problem solving skills
  • Able to work harmoniously and effectively with others
  • A self-starter who desires to show ownership and commitment to the job
  • Ability to type 37 wpm at 92 % accuracy


Milhouse Engineering and Construction, Inc. is an Equal Opportunity/Affirmative Action Employer

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