Administrative Assistant to Human Resources at Guidewire Inc – Springfield, Massachusetts

Guidewire, Inc is a Non-Profit Human Service Agency that provides residential, and day supports to adults with developmental disabilities through Hampden & Berkshire counties. We are seeking a detail-oriented and professional Administrative Assistant to support the effective and efficient operations of our Human Resources Department. This position plays a key role in providing administrative and clerical support while maintaining confidentiality, organization, and a welcoming presence for employees, applicants, and visitors. This is a full-time Monday-Friday 8:30am-4:30pm in office position working out of our Springfield office.

Core Job Responsibilities (Not all inclusive):

Provide comprehensive administrative and clerical support to the Human Resources Department, ensuring efficient daily operations.

Maintain accurate, up-to-date, and confidential HR files and records, serving as the primary owner of all departmental filing (paper and electronic).

Respond to routine inquiries from employees and applicants while maintaining confidentiality and referring complex matters to senior HR staff as appropriate.

Professionally greet visitors; answer and route phone calls; manage incoming mail and deliveries; and provide general office and clerical support, including equipment assistance.

Track employee certifications, licenses, trainings, and compliance documentation; schedule and support required trainings, including annual and mandated programs such as DPPC Training.

Process and track TB tests, physicals, and other required employee compliance documentation.

Assist with oversight of the Learning Management System (LMS), including basic Troubleshooting and password resets.

Coordinate training and meeting logistics, including room scheduling and setup.

Track employee recognition milestones and assist with employee recognition activities, internal events, and organization-wide programs such as benefits enrollment.

Support recruitment and onboarding efforts, including processing applications and resumes, conducting reference checks, assisting with orientations, issuing employee ID badges, and participating in job fairs.

Compile and coordinate data from agency evaluations as needed.

Perform other related duties as assigned.

Benefits:

Health, vision, dental & life insurance

Short-term & Long-term disability insurance

401 (K) retirement plan (with company contribution)

Competitive sick, personal and vacation time

11 Paid Holidays

Tuition Remission

Employee Assistance & Employee Discount Program

Qualifications:

Excellent verbal and written communication skills.

Strong interpersonal skills with the ability to handle sensitive and confidential information with professionalism and discretion.

Excellent organizational, prioritization, and follow-up skills.

High attention to detail and accuracy.

Proficiency in Microsoft Word, Excel, and Outlook.

Ability to learn and use HRIS, and Learning Management Systems.

Minimum two years of administrative or human resources experience preferred.

About the Agency:

Guidewire, Inc is a Non-Profit Human Services Agency founded in 1982, supporting people with disabilities in community settings, enabling adults and young adults with developmental disabilities and behavioral challenges to enjoy community living. We believe everyone deserves to experience a rich and fulfilling life within their local community. Our team is here to support them with well-trained and dedicated staff guiding them every step of the way. We appreciate the dedication and talents of our staff as the source of our success. We support our staff by offering professional development opportunities, recognition of accomplishments, rewarding and engaging work.

Guidewire, Inc is an equal opportunity employer