HR Assistant

The HR Assistant provides administrative and operational support to the Human Resources department and assists with day-to-day employee-related activities. This position helps maintain accurate employee records, coordinate recruitment activities, support onboarding and offboarding, respond to employee inquiries, schedule interviews, prepare HR documents, and assist with benefits and payroll-related administration.

The ideal candidate is organized, professional, detail-oriented, dependable, and able to handle confidential employee information with discretion. Strong communication and computer skills are essential.

Essential Duties and Responsibilities

• Provide administrative support to the Human Resources department.
• Maintain accurate and up-to-date employee records and personnel files.
• Assist with the preparation and processing of HR documents, forms, letters, and reports.
• Enter and update employee information in HRIS, payroll, and other company systems.
• Assist with job postings and recruitment activities.
• Review applications and resumes according to established hiring procedures.
• Schedule interviews and communicate with candidates regarding interview times and next steps.
• Assist with background checks, employment verifications, and other pre-employment processes as authorized.
• Prepare onboarding materials and assist with new-hire orientation.
• Collect and process required new-hire paperwork.
• Assist employees with routine HR questions and direct complex matters to the appropriate HR representative.
• Maintain employee attendance, leave, and other personnel-related records.
• Assist with benefits enrollment and employee benefit inquiries.
• Support payroll administration by collecting, reviewing, and submitting required information.
• Assist with employee separations, exit paperwork, and offboarding procedures.
• Prepare reports, spreadsheets, correspondence, and presentations as requested.
• Maintain organized electronic and physical HR files.
• Monitor HR-related deadlines and ensure required paperwork is completed on time.
• Assist with employee engagement activities, meetings, training, and company events.
• Help ensure HR processes are carried out consistently and according to company policies.
• Maintain strict confidentiality regarding employee records and sensitive information.
• Assist with HR projects, audits, and special assignments.
• Perform other administrative duties as assigned.

Recruitment Support

• Post approved job openings to appropriate job boards and recruitment platforms.
• Monitor applications and maintain candidate records.
• Schedule candidate interviews.
• Communicate professionally with applicants throughout the hiring process.
• Prepare interview materials and assist with interview coordination.
• Maintain recruitment tracking spreadsheets or systems.
• Assist HR staff with reference checks and other authorized hiring procedures.

New Hire and Onboarding Support

• Prepare new-hire paperwork and onboarding materials.
• Coordinate orientation schedules.
• Assist employees with completing required forms.
• Ensure required documentation is collected and properly filed.
• Coordinate with payroll, IT, management, and other departments to prepare for new employees.
• Assist with employee introductions, training schedules, and onboarding activities.

Employee Records and HR Administration

• Maintain confidential personnel files.
• Update employee contact information, job information, compensation records, and other authorized data.
• Process employee status changes and related documentation.
• Track employee certifications, training, and required documentation when applicable.
• Assist with audits of personnel records.
• Ensure documents are filed accurately and securely.

Required Qualifications

• High school diploma or equivalent required; associate or bachelor's degree in Human Resources, Business Administration, or a related field preferred.
• Previous administrative, office, customer service, or HR experience preferred.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• Strong attention to detail.
• Proficiency with computers, email, spreadsheets, and office software.
• Ability to learn and use HRIS and other business systems.
• Ability to handle confidential information with discretion.
• Strong interpersonal and customer-service skills.
• Ability to work independently and as part of a team.
• Reliable attendance and professional conduct.

Preferred Qualifications

• Previous Human Resources experience.
• Experience with HRIS or applicant-tracking systems.
• Knowledge of basic HR terminology and processes.
• Experience with Microsoft Office or Google Workspace.
• Experience with payroll or benefits administration.
• Knowledge of applicable employment policies and procedures.
• Experience maintaining personnel records.
• SHRM-CP, SHRM-CA, PHR, or other HR-related certification is a plus where applicable.

Key Skills and Competencies

Confidentiality: Handles employee and company information responsibly and maintains appropriate privacy.

Organization: Maintains accurate files, schedules, records, and documentation.

Communication: Communicates professionally with employees, candidates, managers, vendors, and HR team members.

Attention to Detail: Carefully reviews forms, records, and data for accuracy.

Customer Service: Provides respectful and helpful support to employees and applicants.

Time Management: Manages multiple HR tasks and deadlines effectively.

Technology: Comfortably uses HR systems, spreadsheets, email, document-management systems, and other office technology.

Problem Solving: Identifies issues and knows when to resolve them independently or escalate them.

Professionalism: Maintains a professional and neutral approach when handling employee-related matters.

Teamwork: Collaborates effectively with HR and other departments.

Performance Expectations

Performance may be evaluated based on:

• Accuracy of employee records and HR documentation.
• Timely completion of HR tasks.
• Recruitment and onboarding support.
• Responsiveness to employee and candidate inquiries.
• Organization of personnel files.
• Compliance with company procedures.
• Confidentiality and proper handling of sensitive information.
• Attendance and reliability.
• Quality of administrative support.
• Professional communication and teamwork.

Work Environment

The HR Assistant typically works in an office, corporate, administrative, or hybrid environment. Depending on the organization, the position may also be performed remotely.

The role involves regular computer use, email communication, meetings, document preparation, and interaction with employees and job candidates.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to use a computer, keyboard, telephone, and standard office equipment.
• Ability to read and review documents and computer screens.
• Ability to communicate effectively by phone, email, and in person.
• Reasonable accommodations may be provided to qualified individuals with disabilities in accordance with applicable law.

Schedule

The position may be full-time or part-time and may generally operate during standard business hours. Occasional evenings, weekends, or overtime may be required for hiring events, employee meetings, training, or other business needs.

Compensation and Benefits

Compensation will depend on experience, qualifications, geographic location, and employer pay structure.

Potential benefits may include:

• Medical, dental, and vision insurance.
• Paid time off.
• Paid holidays.
• Retirement or 401(k) plan.
• Employee discounts.
• Life and disability insurance.
• Professional development and training opportunities.
• Employee assistance programs.
• Flexible or hybrid work arrangements, where applicable.

Benefits vary by employer and employment status.