Human Resources Assistant

The Human Resources Assistant provides administrative and clerical support to the Human Resources (HR) department and helps ensure the efficient management of employee records, recruitment activities, onboarding, attendance tracking, benefits administration, and other HR functions.

The HR Assistant serves as a point of contact for employees and job applicants, assists with HR documentation, maintains confidential personnel files, coordinates interviews, and supports the implementation of company policies and procedures.

The ideal candidate is organized, detail-oriented, professional, dependable, and able to handle sensitive employee information with discretion and confidentiality.

3. Key Responsibilities and Duties

A. Recruitment and Hiring Support

• Assist the HR department with recruitment and staffing activities.
• Post job advertisements on approved job boards and recruitment platforms.
• Receive, review, and organize resumes and job applications.
• Screen applications for basic qualifications based on established job requirements.
• Contact applicants to schedule interviews and provide interview details.
• Coordinate interview schedules between candidates, hiring managers, and HR staff.
• Maintain recruitment records and update applicant tracking systems.
• Communicate with candidates regarding application status and next steps.
• Prepare interview materials and assist with recruitment documentation.
• Support background checks and reference checks in accordance with company procedures and applicable laws.
• Assist with preparing offer letters and other hiring documents for review and approval.

B. Employee Onboarding and Orientation

• Assist with preparing onboarding documents for newly hired employees.
• Collect required employment forms and verify that documents are complete.
• Coordinate employee orientation sessions and introductory meetings.
• Prepare employee files, identification badges, and other onboarding materials as applicable.
• Ensure new employees receive relevant company policies, procedures, and workplace guidelines.
• Coordinate with IT, payroll, facilities, and department managers to prepare for new employees.
• Track completion of required training and onboarding activities.
• Maintain accurate records of employee start dates and onboarding progress.
• Direct new employees to the appropriate HR representative for questions about company policies and benefits.

C. Employee Records and Documentation

• Create, organize, update, and maintain employee personnel files.
• Maintain accurate employee information, including contact details, job titles, department assignments, and employment status.
• Enter employee information into HR information systems (HRIS) and company databases.
• Update records related to promotions, transfers, salary changes, and other employment changes as authorized.
• Maintain digital and physical personnel records in accordance with company policies.
• Prepare employment verification letters and routine HR documents when authorized.
• Monitor employee documentation for missing forms or required updates.
• Ensure employee records are accessible only to authorized personnel.
• Follow company record-retention and document-management procedures.

D. Attendance, Timekeeping, and Leave Administration

• Assist with maintaining employee attendance and timekeeping records.
• Review timesheets and time entries for missing information or discrepancies.
• Track vacation requests, sick leave, personal leave, and other absences.
• Record approved leave requests in the appropriate HR system.
• Assist with monitoring attendance records and reporting discrepancies to the HR supervisor.
• Coordinate with managers and payroll staff to resolve routine timekeeping issues.
• Maintain records of employee leave balances as assigned.
• Support the administration of company attendance policies and leave procedures.

E. Payroll and Benefits Administration Support

• Collect and organize payroll-related documentation.
• Verify that employee timesheets and approved changes are submitted to payroll on time.
• Forward authorized information regarding new hires, terminations, compensation changes, and leave adjustments to the appropriate payroll personnel.
• Assist employees with routine questions about payroll procedures and benefits enrollment.
• Distribute benefits information and enrollment forms.
• Assist with tracking benefit enrollment deadlines and required documentation.
• Coordinate with insurance providers, benefits administrators, or payroll teams when necessary.
• Maintain the confidentiality of payroll and benefits information