Human Resources Assistant

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

This position assists with maintaining accurate personnel files, coordinating interviews, preparing employment documents, responding to employee inquiries, and supporting compliance with company policies and applicable employment laws.

The ideal candidate is organized, detail-oriented, professional, discreet, and capable of handling confidential employee information. Strong communication, time management, computer, and recordkeeping skills are essential for success in this role.

Key Responsibilities and Duties

1. Recruitment and Hiring Support

• Assist with posting job vacancies on employment websites and other recruitment platforms.
• Review incoming applications and resumes for completeness and forward them to the appropriate hiring personnel.
• Schedule interviews between candidates, hiring managers, and HR representatives.
• Communicate interview details, confirmations, and follow-up information to applicants.
• Maintain recruitment records and update applicant tracking systems.
• Assist with preparing offer letters and other recruitment documents as directed.
• Support background checks, reference checks, and pre-employment requirements in accordance with company procedures and applicable laws.
• Help maintain a positive and professional candidate experience throughout the hiring process.

2. Employee Onboarding and Offboarding

• Prepare onboarding paperwork and employment documentation for new hires.
• Collect required employee forms and verify that documents are complete.
• Coordinate orientation schedules and communicate first-day instructions.
• Assist with setting up employee files, system access requests, and training schedules.
• Explain basic HR procedures, workplace policies, and required documentation to new employees.
• Help process employee resignations, terminations, exit interviews, and offboarding checklists as authorized.
• Ensure onboarding and offboarding records are properly maintained.

3. Employee Records and HR Database Management

• Create, update, and maintain employee personnel files in electronic and physical formats.
• Enter employee information into HR information systems (HRIS) and other databases.
• Maintain records of job titles, departments, contact details, employment status, and reporting relationships.
• Verify the accuracy and completeness of employee information.
• Track required employment documents, certifications, and expiration dates when applicable.
• Organize, retrieve, and archive HR documents according to company retention policies.
• Protect employee information and restrict access to authorized personnel.

4. Attendance, Timekeeping, and Payroll Support

• Assist with maintaining attendance, timesheet, leave, and absence records.
• Review timesheets for missing information or discrepancies and notify the appropriate supervisor.
• Help track vacation requests, sick leave, personal leave, and other employee absences.
• Collect and verify payroll-related information for submission to the payroll department.
• Assist with updating employee information that affects payroll, such as approved schedule changes or employment status updates.
• Respond to basic payroll-related questions and direct complex concerns to the appropriate team.
• Maintain accurate records and meet established payroll processing deadlines.

5. Benefits Administration

• Assist employees with basic questions about health insurance, retirement plans, paid time off, and other company benefits.
• Distribute benefits enrollment forms and related documentation.
• Help coordinate new-hire enrollment and qualifying life event updates.
• Maintain benefits records and assist with tracking enrollment deadlines.
• Communicate with benefits providers or insurance representatives when authorized.
• Refer complex eligibility, coverage, or benefits disputes to the HR manager or benefits specialist.
• Handle benefits-related employee information confidentially.

6. Employee Relations and HR Inquiries

• Serve as an initial point of contact for routine employee questions about HR procedures and company policies.
• Direct employee concerns, complaints, and requests to the appropriate HR representative.
• Assist with documenting employee concerns and maintaining related records.
• Support employee engagement activities, recognition programs, and workplace initiatives.
• Help distribute employee announcements, policy updates, and HR communications.
• Maintain professionalism, neutrality, and discretion when handling sensitive matters.