System Associate Jobs in Irvine, CA (NOW HIRING)

The HR Data and Systems Associate is an entry-level support role within Human Resources. This position is designed for a candidate interested in building depth in HR systems, reporting, and data administration, and who will work under the direction of the HR Data & Systems Supervisor. This role is well-suited for a candidate who is early in their HR career and demonstrates strong attention to detail, dependability, a willingness to learn, comfort with, and curiosity about working with systems and structured processes. 

The role is responsible for supporting day-to-day HR operations by entering and maintaining employee data, completing assigned workflows, organizing records, preparing routine reports, assisting with audits, and maintaining process discipline across back-end HR tasks. 

The HR Systems & Data Associate provides dependable execution support by following established procedures, escalating non-routine issues, and developing capability over time through hands-on training, guidance, and feedback from the HR Data & Systems Supervisor. 

The HR Systems & Data Associate partners with other HR team members to support employee and client-facing HR processes through accurate data entry, timely system updates, organized records, and reliable administrative follow-through
 

Benefits:
 

• Paid Time Off: Vacation, Sick Leave, and Holidays
• Health Coverage: Medical, Dental, and Vision Insurance
• Disability Coverage: Long-Term Disability (LTD) and Short-Term Disability (STD)
• Retirement: Matching 401(k) Plan
• Flexible Spending Account (FSA)
• Life Insurance: Company provided Life and Supplemental Life Insurance options
• EV: Access to EV Charging Stations
• Additional Perks: Great employee work culture, growth, and exposure to large business

Key Responsibilities

HRIS Administration & Transaction Support 

• Employee Data Entry: Process approved employee changes within Paycom and other authorized HR systems, including hires, transfers, reporting changes, job changes, status changes, and compensation changes. Ensure entries are completed accurately and in alignment with approved documentation and established procedures. 

• Workflow & Checklist Support: Set up, route, monitor, and complete assigned HR workflows, checklists, document acknowledgments, and personnel action forms. Escalate missing approvals, unusual requests, or workflow breakdowns to the HR Data & Systems Supervisor. 

• Roster & Org Chart Maintenance: Update assigned rosters, organizational chart data, and reporting relationships so that core HR records remain current and aligned with approved organizational changes. 

• Issue Escalation: Track routine transaction or system issues, gather supporting details, and elevate items requiring deeper troubleshooting, interpretation, or decision-making to the HR Data & Systems Supervisor. 

Records Management, Compliance Support & Audit Readiness 

• Digital File Administration: Review, scan, upload, organize, and maintain electronic employee records in accordance with internal naming conventions, document standards, privacy expectations, and record-retention requirements. 

• Compliance Tracking Support: Maintain tracking logs and supporting records for I-9 completion, E-Verify timing, required employment documents, policy acknowledgments, and other assigned compliance-related records. Promptly flag missing, inconsistent, or overdue items. 

• Routine Audit Support: Prepare and perform recurring audits of employee records, job data, status changes, document completion, temporary associate data, and compliance-related audits to identify discrepancies and support strong data integrity under the direction of the HR Data & Systems Supervisor. 

Reporting, Survey Administration & Operational Support 

• Recurring Report Preparation: Prepare recurring and ad hoc HR reports related to headcount, employee status changes, onboarding completion, temporary labor, benefits support data, document completion, and other routine operational metrics. Validate report outputs before providing them to the HR Data & Systems Supervisor for review or distribution. 

• Dashboard KPI Support: Reconcile source data, validate report inputs, and assist with preparation of monthly, quarterly, and annual KPI reporting. 

• Survey Administration: Build, schedule, launch, track, and organize employee surveys, pulse checks, forms, and feedback workflows under the direction of the HR Data & Systems Supervisor. Maintain participant lists, response files, and organized outputs for review. 

• Data Organization: Compile straightforward summaries, files, and supporting materials so the HR Data & Systems Supervisor can review trends, prepare recommendations, and communicate findings. 

 Process Documentation, Testing & Administrative Controls 

• Process Documentation: Draft and maintain standard operating procedures, quick-reference guides, trackers, checklists, and support documents that help the HR team and management perform work consistently and accurately. 

• Testing Support: Assist HR Team with process integrity by testing new forms, workflows, permissions, document setups, and approved system updates before rollout. Record test results, identify issues, and communicate findings to the HR Data & Systems Supervisor. 

• Administrative Access Support: Process approved door badge activity, assigned system access updates, and related administrative controls in accordance with established approval processes, maintaining timely turnaround and clear documentation. 

• Resource Hub Maintenance: Maintain the structural accuracy of HR resource hubs such as Paycom and SharePoint by updating approved links, forms, documents, and resources so employees and managers can access current information. 
• SOP Process Adherence: Follow established processes consistently and report when instructions are unclear, missing, or no longer aligned with actual practice. 

Compensation, Benefits & HR Operations Support 

• Compensation, Total Rewards, & Job Data Support: Assist with compensation initiatives by maintaining compensation records, position data, job description files, and supporting documentation tied to compensation or organizational structure work. Prepare accurate files and organized data for review by the Supervisor, HR Director, and primary company stakeholders.

• Benefits Support: Assist in maintaining back-end records tied to open enrollment, reconciliations, billing support, and benefits-related data follow-up upon necessity.

• Onboarding & Employee Transition Support: Prepare system records, workflow steps, checklist items, forms, and status tracking for new hires, transfers, and separations so employee-facing processes can be completed accurately and on time.

• Departmental Support: Provide dependable project and administrative support on assigned HR initiatives that rely on data accuracy, workflow execution, system upkeep, records discipline, or reporting preparation.

Safety Compliance 

• Adhere to all company safety policies, procedures, and guidelines.
• Ensure compliance with data security and confidential information.

• Expected to participate in meetings related to safety topics and attend safety training sessions related to this role, department, and the company. 
• Report any safety concerns, incidents, or hazards immediately.

Education 

• Education: High school diploma or equivalent required. 

• Bachelor’s degree in Human Resources, Business Administration, Information Systems, or a related field required. 

• Experience: 0-2 years of experience in HR, payroll support, administrative operations, records administration, or a related office support role preferred. 

• Systems Exposure: Previous experience using an HRIS, payroll system, or business software platform is helpful. Paycom experience is preferred but not required. 

• Reporting Capability: Experience using Excel and related tools to organize information, reconcile data, and prepare basic reports is preferred.

Cultural Alignment

• Service (Delivering solutions and care; creating impact)

 Provides reliable, detail-oriented support that helps HR serve employees accurately and efficiently behind the scenes. 

• Teamwork (Communicate, Respect, Succeed Together)

Works closely and communicates effectively with the HR Data & Systems Supervisor, HR team members, and primary stakeholders to keep shared processes aligned and complete. 

• Integrity & Accountability (Do What’s Right, Own the Outcome)

Handles sensitive employee information with discretion and circumspection, follows instructions carefully, and takes ownership of assigned work. 

• Innovation & Challenge (Always Improving, Always Advancing)

Shows curiosity, willingness to learn, and openness to coaching while developing stronger systems and process knowledge over time. Is passionate about innovation and making a difference in the lives of those within the organization. 

• Joy (Pride in the Process, Fulfillment in the Results)
• Takes joy in being part of the impactful journey the company pursues, believes in our vision, and takes pride in being a supportive partner through accurate work and dependable support that helps the company's strategy.  

Technical Skills 

• HRIS & Systems: Comfort learning and working within HRIS or other business systems required; Paycom experience preferred. 

• Excel & Reporting: Basic to intermediate Excel skills required, including filtering, sorting, simple formulas, and data organization. Lookups and pivots are preferred but can be learned with training. 

• Data Quality: Ability to follow detailed instructions, reconcile information, and support accurate recordkeeping. 

• Systems & Tools: Proficiency in Microsoft Office Suite required; experience with SharePoint, survey tools, digital forms, or workflow platforms is a plus. 

• Documentation: Ability to create and maintain clear trackers, checklists, support documents, and internal job aids. 

• Power BI experience is a plus, but not required

Physical Demand: 

When needed, an employee must be able to fulfill the following physical requirements: 

• Ability to stand, walk, and sit for extended periods as needed.
• Use hands and fingers to handle, grasp, and manipulate both small and large components.
• Pulling and reaching with hands and arms
• Ability to perform repetitive hand and arm movements.
• Ability to communicate effectively, including talking and hearing.
• Ability to lift and carry up to 30 pounds.
• Specific vision abilities, including close-up vision, depth perception, and the ability to adjust focus. 

Work Environment: 

In performing the duties of this role, the employee may be required to visit the warehouse/production floor outside of the office. The employee may need to sit and work at a computer for prolonged periods (8-10 hours per day). Frequent use of standard office equipment, including tech equipment.

Disclaimer: This job description generally indicates the nature and levels of work, knowledge, skills, abilities, and other essential functions (as covered under the Americans with Disabilities Act) expected of an applicant. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of an employee. An employee may be asked to perform other duties as needed. Management reserves the right to add, modify, change, or rescind the work assignments of different positions and make reasonable accommodations so that qualified employees can perform the job's essential functions. Nothing in this description changes the at-will employment relationship between the company and its employees.  

DSA is an equal-opportunity employer. Qualified candidates will receive consideration for employment without regard to race, color, religion, national origin, gender, sexual orientation, gender identity or expression, age, mental or physical disability, reproductive health decision-making and genetic information, marital status, citizenship status, military status, protected veteran status, or any other category protected by law.