Human Resources Assistant

The Human Resources Assistant provides administrative and operational support to the Human Resources department in managing employee records, recruitment activities, onboarding, benefits administration, attendance tracking, and other HR-related functions. This position helps ensure that human resources processes run efficiently and that employee information is maintained accurately and confidentially.

The ideal candidate is organized, detail-oriented, professional, and able to handle sensitive employee information with discretion. The Human Resources Assistant works closely with HR managers, recruiters, employees, and department supervisors to support recruitment, employee relations, recordkeeping, and compliance with company policies and applicable employment laws.

Key Responsibilities and Duties

1. Recruitment and Hiring Support

• Assist with posting job vacancies on job boards, company websites, and other recruitment platforms.
• Review incoming applications and resumes for completeness and route them to the appropriate hiring personnel.
• Schedule interviews and coordinate communication between candidates and hiring managers.
• Communicate with applicants regarding interview dates, hiring updates, and required documentation.
• Maintain accurate recruitment records and candidate databases.
• Assist with preparing offer letters and other hiring documents for review and approval.
• Support background checks and employment verification processes in accordance with company procedures and applicable laws.
• Help coordinate recruitment events, job fairs, and other hiring activities.

2. Employee Onboarding and Orientation

• Prepare onboarding documents and new-hire paperwork.
• Coordinate orientation schedules and communicate first-day instructions to new employees.
• Assist with collecting required employment forms and supporting documentation.
• Ensure new-hire records are completed and submitted to the appropriate personnel.
• Help coordinate employee identification badges, system access requests, and equipment arrangements.
• Explain basic HR policies, procedures, and workplace guidelines to new employees.
• Maintain onboarding checklists and follow up on outstanding documentation.
• Assist with offboarding procedures, including exit paperwork and the collection of company property.

3. Employee Records and HR Documentation

• Maintain accurate and up-to-date employee files, both electronic and paper-based.
• Enter and update employee information in HR databases and human resources information systems (HRIS).
• Organize employment applications, offer letters, job descriptions, performance documents, and other HR records.
• Track changes to employee information, including job titles, departments, contact details, and employment status.
• Verify documents for completeness and accuracy.
• Retrieve employee records for authorized personnel when requested.
• Ensure documents are filed, retained, and disposed of according to company policies and applicable requirements.
• Protect confidential employee information from unauthorized access or disclosure.

4. Attendance, Timekeeping, and Payroll Support

• Assist with maintaining employee attendance, leave, and timekeeping records.
• Review timesheets and report missing entries or discrepancies to the appropriate supervisor.
• Help track vacation, sick leave, personal leave, and other employee absences.
• Forward approved payroll information and relevant documentation to the payroll department.
• Assist with collecting employee information required for payroll processing.
• Respond to routine questions regarding timesheets, pay schedules, and attendance procedures.
• Maintain accurate records of employee work schedules and approved leave.
• Refer complex payroll or benefits questions to the appropriate HR or payroll specialist.

5. Benefits Administration Support

• Assist with distributing information about employee benefits, insurance plans, retirement programs, and other available benefits.
• Help employees complete benefits enrollment and change forms.
• Track benefits enrollment deadlines and required documentation.
• Maintain records of employee benefit selections and related changes.
• Coordinate with benefits administrators and insurance providers when necessary.
• Respond to routine benefits inquiries or direct employees to the appropriate specialist.
• Assist with open enrollment activities and employee benefits communications.

6. Employee Relations and HR Communication

• Serve as an initial point of contact for routine employee questions about HR policies and procedures.
• Direct employee concerns to the appropriate HR representative or manager.
• Help distribute employee handbooks, policy updates, announcements, and internal communications.
• Assist with organizing employee meetings, training sessions, and engagement activities.
• Maintain appropriate records of employee inquiries and follow-up actions.
• Support employee recognition programs and workplace engagement initiatives.
• Handle sensitive employee matters professionally and refer complaints or potential misconduct to authorized HR personnel.

7. Training and Development Support

• Coordinate employee training schedules and maintain attendance records.
• Assist with preparing training materials, presentations, and documentation.
• Schedule orientation sessions, compliance training, and professional development activities.
• Track required training completion and follow up on outstanding assignments.
• Maintain employee training records and certifications as applicable.
• Assist HR staff with performance review scheduling and related administrative tasks.

8. HR Compliance and Policy Administration

• Assist with maintaining HR documents and procedures in accordance with company policies.
• Support the collection and organization of employment eligibility and other required documentation.
• Help track document expiration dates, training deadlines, and compliance requirements.
• Maintain accurate records for internal reviews and authorized audits.
• Follow established procedures for handling confidential personnel information.
• Assist with updating employee handbooks, forms, and HR policy documents.
• Refer legal, regulatory, disciplinary, and complex employee relations matters to the HR manager or appropriate specialist.

9. Administrative and Office Support

• Answer HR department phone calls, emails, and routine inquiries.
• Schedule appointments, interviews, meetings, and employee orientation sessions.
• Prepare correspondence, reports, spreadsheets, and other administrative documents.
• Maintain HR calendars, filing systems, and office supplies.
• Enter information into spreadsheets and HR software accurately.
• Assist with preparing HR reports related to staffing, turnover, attendance, and recruitment.
• Perform other administrative duties as assigned by the HR manager.

Required Qualifications

• High school diploma or GED equivalent.
• Previous administrative, clerical, customer service, or HR-related experience preferred.
• Basic computer skills and proficiency in email, word processing, and spreadsheets.
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple tasks and meet deadlines.
• Ability to handle confidential information responsibly.
• Professional interpersonal skills and a customer-service-oriented approach.
• Ability to follow company policies, procedures, and instructions.

Preferred Qualifications

• Associate or bachelor's degree in Human Resources, Business Administration, Management, or a related field.
• One or more years of experience in human resources or office administration.
• Familiarity with HRIS platforms, applicant tracking systems (ATS), and payroll software.
• Knowledge of recruitment, onboarding, benefits administration, and personnel recordkeeping.
• Familiarity with Microsoft Word, Excel, Outlook, and other office applications.
• Basic understanding of employment policies, workplace confidentiality, and HR compliance.
• Relevant HR training or certifications, where appropriate.

Essential Skills and Competencies

• Confidentiality: Protects sensitive employee and company information.
• Organization: Maintains accurate employee records and manages multiple HR tasks.
• Communication: Communicates professionally with employees, candidates, and management.
• Attention to Detail: Ensures forms, records, and HR data are accurate and complete.
• Time Management: Prioritizes tasks and meets recruitment and administrative deadlines.
• Interpersonal Skills: Builds positive working relationships and responds respectfully to employee inquiries.
• Computer Proficiency: Uses HR systems, databases, spreadsheets, and office software effectively.
• Problem-Solving: Identifies administrative issues and refers complex matters appropriately.
• Professionalism: Demonstrates integrity, fairness, discretion, and accountability.
• Teamwork: Collaborates with HR colleagues, hiring managers, payroll personnel, and other departments.
• Adaptability: Adjusts to changing priorities, staffing needs, and HR procedures.

Performance Expectations and Key Performance Indicators (KPIs)

Performance may be evaluated using the following measures:

• Accuracy and completeness of employee records.
• Timeliness of onboarding and personnel documentation.
• Responsiveness to employee and applicant inquiries.
• Efficiency in scheduling interviews and coordinating recruitment activities.
• Accuracy of attendance, leave, and timekeeping records.
• Timely completion of assigned HR administrative tasks.
• Compliance with confidentiality requirements and company procedures.
• Accuracy of HR database entries and reports.
• Organization and accessibility of authorized personnel records.
• Professionalism, teamwork, reliability, and attendance.

Specific performance targets will be established by management based on the company's operational requirements.

Work Environment and Physical Requirements

• Work may be performed in an office, corporate facility, or remote or hybrid environment.
• Regular use of computers, telephones, HR software, and office equipment is required.
• The position may involve extended periods of sitting, typing, reading, and communicating.
• Occasional meetings with employees, candidates, managers, and external service providers may be required.
• Some positions may require schedule flexibility during recruitment campaigns, onboarding periods, or open enrollment.
• Reasonable accommodations may be provided to qualified individuals in accordance with applicable law.

Training and Development

The selected candidate may receive training on HR policies, recruitment procedures, employee onboarding, HRIS platforms, recordkeeping, payroll processes, benefits administration, and confidentiality requirements.

Ongoing development may include training in employment practices, HR administration, employee relations, and relevant HR software.

Job Responsibilities Disclaimer

This job description outlines the primary duties, responsibilities, and qualifications associated with the Human Resources Assistant position. It is not intended to be an exhaustive list of all duties. Management may assign additional responsibilities consistent with business needs and the scope of the position.

Equal Employment Opportunity

The company is committed to providing equal employment opportunities to qualified applicants and employees in accordance with applicable federal, state, and local laws. Employment decisions are based on job-related qualifications, skills, experience, and business requirements.

End of Job Description