Human Resources Assistant

The Human Resources Assistant provides administrative and operational support to the Human Resources department to ensure the efficient delivery of HR services and daily personnel operations. This position assists with recruitment and hiring, onboarding and orientation, employee records management, benefits administration, payroll coordination, employee relations, attendance tracking, compliance, and general HR administrative functions.

The HR Assistant serves as an important point of contact for employees and management, responding to routine HR inquiries, maintaining confidential employee information, and ensuring that HR policies, procedures, and documentation are properly maintained.

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

Essential Duties and Responsibilities

1. Recruitment and Hiring Support

• Assist with posting job openings on employment websites and recruitment platforms.
• Review incoming applications and resumes for completeness.
• Schedule interviews between candidates and hiring managers.
• Communicate with applicants regarding interview dates, times, and hiring updates.
• Maintain applicant tracking records and recruitment documentation.
• Assist with background checks, reference checks, and pre-employment requirements.
• Prepare offer letters and other employment-related documents.
• Coordinate new-hire paperwork and ensure required documents are completed.

2. New Employee Onboarding and Orientation

• Coordinate onboarding activities for newly hired employees.
• Prepare new-hire packets, employment forms, and orientation materials.
• Verify completion of required employment documentation, including Form I-9 and applicable tax forms.
• Coordinate employee identification badges, system access, and work-related materials with appropriate departments.
• Schedule and conduct new employee orientation as assigned.
• Explain basic company policies, procedures, benefits, attendance expectations, and workplace guidelines.
• Follow up with new employees to ensure onboarding requirements are completed.
• Maintain accurate onboarding checklists and documentation.

3. Employee Records and HR Documentation

• Create, update, and maintain confidential employee personnel files.
• Maintain electronic and physical employee records.
• Update employee information, including addresses, telephone numbers, emergency contacts, job titles, and departmental assignments.
• Process employee status changes, promotions, transfers, and separations.
• Ensure personnel records are accurate, complete, and properly organized.
• Maintain employee documentation in accordance with company policies and applicable retention requirements.
• Protect confidential employee information and restrict access to authorized personnel.

4. Payroll and Timekeeping Support

• Assist with payroll preparation and processing.
• Review employee timesheets, timecards, attendance records, and leave requests.
• Identify discrepancies in employee hours and communicate corrections to appropriate supervisors.
• Submit approved payroll changes to the payroll department.
• Assist with tracking overtime, paid time off (PTO), sick leave, holidays, and other absences.
• Maintain accurate employee attendance records.
• Respond to routine employee questions regarding timekeeping and payroll procedures.
• Coordinate payroll-related documentation with accounting or payroll personnel.

5. Benefits Administration

• Assist employees with questions regarding company benefits and enrollment procedures.
• Provide information about health insurance, dental insurance, vision coverage, life insurance, retirement plans, and other employee benefits.
• Assist with new-hire benefits enrollment and qualifying life event documentation.
• Maintain benefits enrollment records and related employee information.
• Coordinate benefits-related paperwork with insurance providers and benefits administrators.
• Assist with open enrollment activities.
• Help employees understand benefit deadlines and required documentation.

6. Employee Relations and HR Support

• Serve as a professional and approachable point of contact for employee questions and concerns.
• Respond to routine employee inquiries regarding HR policies and procedures.
• Refer complex employee relations matters to the HR Manager or appropriate leadership.
• Assist with documenting employee concerns, complaints, and workplace incidents.
• Support employee engagement, recognition, and retention initiatives.
• Assist with employee disciplinary documentation and performance management records as directed.
• Maintain professionalism, fairness, and confidentiality when handling sensitive workplace matters.
• Help promote a positive, respectful, and inclusive work environment.

7. Leave of Absence and Attendance Administration

• Track employee vacation, sick leave, PTO, and other approved absences.
• Assist with leave-of-absence documentation and recordkeeping.
• Coordinate required paperwork for applicable FMLA, ADA, and other leave-related processes under HR supervision.
• Monitor employee attendance and report patterns or discrepancies to management.
• Maintain accurate leave balances and attendance reports.
• Communicate leave procedures and documentation requirements to employees.
• Maintain confidentiality regarding employee leave and medical-related information.

8. HR Compliance and Policy Administration

• Assist in maintaining compliance with federal, state, and local employment laws and regulations.
• Maintain required employment records and HR documentation.
• Assist with audits of personnel files and employment records.
• Help ensure completion of required employment forms and acknowledgments.
• Distribute company policies, employee handbooks, and policy updates.
• Assist with tracking employee training and required certifications.
• Support workplace safety documentation and workers' compensation recordkeeping.
• Bring potential compliance concerns to the attention of HR management.

9. Training and Development Support

• Coordinate employee training sessions and meetings.
• Maintain training attendance records and employee development files.
• Assist with scheduling new-hire and ongoing employee training.
• Distribute training materials and communicate training requirements.
• Track required certifications and renewal deadlines.
• Assist with employee performance review scheduling and documentation.

10. Employee Separations and Offboarding

• Assist with employee resignation and termination paperwork.
• Coordinate employee exit interviews as assigned.
• Prepare separation checklists and required documentation.
• Coordinate return of company property, equipment, badges, and other materials.
• Update employee status in HR systems.
• Coordinate final payroll and benefits-related documentation with the appropriate departments.
• Maintain accurate termination and separation records.

11. General Administrative Responsibilities

• Answer incoming HR telephone calls and respond to emails.
• Prepare correspondence, reports, spreadsheets, and HR documents.
• Schedule HR meetings and maintain department calendars.
• Organize and maintain electronic and paper filing systems.
• Order and maintain HR office supplies.
• Assist with employee events, meetings, and company activities.
• Prepare HR reports and assist with special projects.
• Perform other duties as assigned by the Human Resources Manager or HR Director.

Qualifications and Requirements

Education:

• High school diploma or GED required.
• Associate degree or bachelor's degree in Human Resources, Business Administration, or a related field preferred.

Experience:

• One to two years of administrative, clerical, customer service, or human resources experience preferred.
• Previous experience in an HR department is a plus.
• Experience handling confidential information and maintaining records is preferred.

Technical Skills:

• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Ability to learn and use HR Information Systems (HRIS).
• Familiarity with payroll and timekeeping systems.
• Knowledge of applicant tracking systems is a plus.
• Strong data entry, filing, and recordkeeping abilities.

Required Skills and Competencies

• Excellent verbal and written communication skills.
• Strong organizational and time-management skills.
• High attention to detail and accuracy.
• Ability to maintain confidentiality and exercise discretion.
• Strong customer service and interpersonal skills.
• Ability to multitask and prioritize competing responsibilities.
• Problem-solving and critical-thinking abilities.
• Professionalism and sound judgment.
• Ability to work independently and as part of a team.
• Ability to interact effectively with employees at all organizational levels.
• Willingness to learn employment policies, procedures, and applicable labor regulations.