HR Administrator - Oakland

HR Administrator

Job Type: Part-Time (Tuesday, Wednesday, Friday)

Work Location: In-person

Diligence Security Group (DSG) provides professional, reliable, and customized security solutions across California. We serve a wide range of clients including commercial, government, and community organizations, with a focus on safety, accountability, and high-quality service. Our mission is to build a trained and reliable workforce, for the community by the community, to protect what our clients value most.

At Diligence Security Group (DSG), we don’t just fill positions — we build careers.

We’re Known For:

A strong team culture and leadership support

Opportunities for advancement and internal promotion

Consistent work and diverse assignments

A commitment to training and development

What You’ll Do

The HR Administrator plays a critical role in supporting daily Human Resources operations, ensuring regulatory compliance, and maintaining employee documentation across the organization. This position involves managing onboarding and offboarding processes, supporting payroll and benefits coordination, assisting with policy enforcement, and serving as the first point of contact for HR-related inquiries.

The HR Administrator will work in person at both our Oakland headquarters and Sacramento office as needed.

Key Responsibilities

Employee Records & Compliance

• Maintain accurate and secure personnel records in alignment with BSIS and California labor law.
• Track training completions, license renewals (Guard Card, Firearm Permit, CPR), and policy acknowledgments.
• Assist with compliance documentation for audits and regulatory reviews.

Onboarding & Offboarding

• Manage onboarding paperwork and credential verification.
• Coordinate orientation and ensure compliance with BSIS training requirements.
• Support smooth offboarding through documentation, benefits transition, and system access removal.

Benefits & Leave Administration

• Track benefit eligibility, enrollment, and COBRA compliance.
• Respond to employee questions regarding health, dental, vision, and leave programs.
• Document leave of absence requests (FMLA, CFRA, etc.) in accordance with regulations.

Payroll & Timekeeping Support

• Audit and reconcile timecards, leave requests, and payroll changes.
• Process wage garnishments and assist with sick time and break violation tracking.
• Support accurate payroll processing in collaboration with the Finance and Operations teams.

Recruitment & Talent Support

• Post job openings, review resumes, schedule interviews, and conduct reference checks.
• Assist in preparing offer letters and initiating onboarding steps.
• Ensure new hires complete credentialing before placement.

Employee Relations & Engagement

• Serve as a first responder for employee complaints or concerns.
• Track progressive discipline documentation and performance issues.
• Support employee engagement, recognition, and retention activities.

Policy Enforcement & Reporting

• Ensure consistent enforcement of workplace policies and procedures.
• Track violations and assist with investigations or corrective action processes.
• Generate reports related to compliance, licensing, onboarding status, and HR metrics.

Administrative Duties & Mail Handling

• Perform inperson administrative runs between company offices, client locations, and other designated sites.
• Handle all incoming and outgoing mail correspondence, including preparing, sorting, and delivering documents.
• Deliver and pick up materials from FedEx, USPS, and other postal or shipping locations as needed.
• Ensure timely and accurate delivery of HR, compliance, and operational materials.

Education & Experience

• Associate’s degree required in Human Resources, Business Administration, or a related field.
• Bachelor’s degree strongly preferred, especially for candidates with limited HR work experience.
• Minimum of 1 year of handson HR experience, preferably in the security industry, public safety, or a compliancedriven environment.

Certifications

• PHR, SHRMCP, or similar certification

Key Skills & Competencies

• Strong working knowledge of California labor law and BSIS requirements.
• Professional communication skills with the ability to handle sensitive information.
• Attention to detail, time management, and multitasking abilities.
• Proficiency with HRIS, Paychex, timekeeping tools, and applicant tracking systems.
• Technology proficiency, including experience with:
• Google Workspace (Gmail, Drive, Docs, Sheets, etc.)
• HRIS platforms and payroll systems (e.g., Paychex)
• Timekeeping, applicant tracking, and compliance tools

Equal Employment Opportunity

Diligence Security Group provides equal employment opportunities to all employees and applicants and prohibits discrimination and harassment of any kind in accordance with applicable laws. Reasonable accommodations will be made in accordance with applicable law.

Employment is contingent upon successful completion of legally compliant background checks, Assessments, and licensing requirements where applicable.

Employment with the Company is at-will. This means that either the employee or the Company may terminate the employment relationship at any time, with or without cause or notice, subject to applicable law.

Philip Downs