Human Resources Assistant

We are seeking a highly organized, dependable, and detail-oriented Human Resources Assistant to provide administrative and operational support to the Human Resources department. The HR Assistant will assist with recruiting, onboarding, employee records, benefits administration, payroll coordination, employee communications, and other HR-related activities.

The ideal candidate is professional, approachable, organized, and capable of handling sensitive and confidential employee information with discretion. This position requires strong communication skills, attention to detail, and the ability to manage multiple priorities while maintaining accurate records.

Key Responsibilities

Human Resources Administration

• Provide day-to-day administrative support to the Human Resources department.
• Maintain accurate and up-to-date employee personnel records.
• Organize and maintain confidential physical and electronic HR files.
• Prepare HR documents, forms, reports, letters, and correspondence.
• Enter and update employee information in HR information systems and databases.
• Assist with tracking employee information, employment status, attendance, leave, and other HR-related records.
• Respond to routine employee questions and direct more complex issues to the appropriate HR representative.
• Schedule HR meetings, interviews, orientations, and other appointments.
• Assist with HR projects, audits, surveys, and administrative initiatives.

Recruitment and Hiring

• Assist with the recruitment and hiring process.
• Post job openings on approved job boards and company career sites.
• Review applications and resumes according to established procedures.
• Coordinate interviews between candidates and hiring managers.
• Communicate with candidates regarding interview schedules, required documents, and next steps.
• Maintain accurate applicant records and recruiting documentation.
• Assist with reference checks and background-screening processes when authorized.
• Prepare new-hire paperwork and employment documentation.
• Assist with offer letters and other pre-employment documents.
• Help ensure hiring procedures are completed accurately and on time.

Employee Onboarding

• Coordinate onboarding activities for new employees.
• Prepare new-hire packets and onboarding materials.
• Collect and verify required employment documentation.
• Assist employees with completing required forms.
• Coordinate orientation sessions and introductions to company policies and procedures.
• Set up employee records and HR system profiles.
• Coordinate with IT, payroll, management, and other departments to prepare for new employees.
• Follow up to ensure all onboarding requirements are completed.

Employee Records and Documentation

• Maintain confidential personnel files and employment records.
• Update employee information as changes occur.
• Process employee status changes, transfers, promotions, and terminations according to established procedures.
• Ensure HR records are complete, accurate, and properly organized.
• Assist with document retention and recordkeeping procedures.
• Maintain confidentiality of employee and company information.

Benefits Administration

• Assist employees with basic questions regarding company benefits.
• Help distribute benefits information and enrollment materials.
• Assist with new-hire benefits enrollment and qualifying life-event changes.
• Maintain accurate benefits records.
• Coordinate with benefits providers and internal payroll teams as needed.
• Assist with annual benefits enrollment activities.

Payroll and Timekeeping Support

• Assist with payroll-related administrative tasks.
• Review employee timekeeping information for completeness and accuracy.
• Track attendance, time-off requests, and leave information.
• Communicate payroll discrepancies to the appropriate department.
• Provide documentation and information needed for payroll processing.
• Maintain accurate records related to employee compensation and timekeeping.

Employee Relations Support

• Serve as a professional and approachable point of contact for routine employee questions.
• Provide employees with information regarding HR policies and procedures.
• Assist HR management with employee communications.
• Document employee-related matters as directed.
• Maintain confidentiality when handling employee concerns.
• Escalate sensitive or complex employee-relations matters to appropriate HR personnel.

Compliance and Policy Support

• Assist with maintaining compliance with company policies and applicable employment requirements.
• Help distribute and maintain employee handbooks, policies, and procedures.
• Assist with required HR documentation and reporting.
• Support internal HR audits and compliance reviews.
• Maintain required records in accordance with company procedures.
• Handle confidential information responsibly and securely.

HR Reporting and Data Management

• Enter, update, and maintain HR data in HRIS and other company systems.
• Prepare routine HR reports and spreadsheets.
• Track employee headcount, turnover, attendance, hiring activity, and other information as assigned.
• Verify HR data for accuracy.
• Assist with compiling information for management reports and presentations.

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 organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to handle confidential information with discretion.
• Proficiency with computers, email, spreadsheets, and office software.
• Ability to learn and use HR information systems.
• Strong interpersonal and customer-service skills.
• Ability to multitask and prioritize competing responsibilities.
• Ability to work independently and effectively as part of a team.

Preferred Qualifications

• Previous experience working in a Human Resources department.
• Experience with an HRIS or applicant-tracking system.
• Experience with payroll or timekeeping systems.
• Knowledge of basic HR practices and employment-related procedures.
• Experience coordinating recruitment and onboarding.
• Proficiency with Microsoft Excel, Word, Outlook, or Google Workspace.
• Professional HR certification or coursework is a plus.

Essential Skills

• Human resources administration
• Recruiting coordination
• Employee onboarding
• Recordkeeping
• Data entry
• Confidentiality
• Communication
• Organization
• Time management
• Attention to detail
• Microsoft Office / Google Workspace
• HRIS systems
• Customer service
• Problem-solving
• Teamwork
• Professionalism

Work Environment

The Human Resources Assistant typically works in an office, corporate, healthcare, nonprofit, educational, retail, manufacturing, or other organizational environment. The position may be on-site, hybrid, or remote depending on the employer.

The role involves frequent computer use, communication with employees and candidates, handling confidential documents, and managing multiple administrative tasks.

Performance Expectations

Performance may be evaluated based on:

• Accuracy of employee records and HR documentation
• Timeliness of assigned HR tasks
• Quality of administrative support
• Responsiveness to employees and candidates
• Recruitment and onboarding coordination
• Confidentiality and professionalism
• Compliance with company procedures
• Organization and attention to detail
• Communication and teamwork
• Ability to meet deadlines

Physical Requirements

Depending on the work environment, the position may require:

• Sitting and working at a computer for extended periods.
• Frequent typing and computer use.
• Reading and reviewing documents and electronic records.
• Occasional filing, copying, scanning, and handling of office materials.
• Ability to attend meetings and move throughout the workplace when necessary.

Compensation and Benefits

Compensation will be based on experience, qualifications, location, and company pay structure. Eligible employees may receive benefits such as health insurance, dental and vision coverage, paid time off, retirement benefits, professional-development opportunities, employee discounts, bonuses, and other company-provided benefits.

Equal Employment Opportunity

We are committed to providing equal employment opportunities to all qualified applicants and employees. Employment decisions are made based on qualifications, job requirements, and business needs in accordance with applicable laws and regulations.