Human Resources Assistant

The Human Resources Assistant provides administrative and operational support to the Human Resources department in managing employee records, recruitment, onboarding, benefits administration, attendance tracking, payroll documentation, and employee inquiries. This position helps ensure that HR processes are completed accurately, efficiently, confidentially, and in accordance with company policies and applicable employment laws.

The ideal candidate is organized, detail-oriented, professional, and capable of handling sensitive employee information with discretion. The Human Resources Assistant must possess strong communication, administrative, computer, and interpersonal skills while supporting a positive workplace environment and helping the organization maintain accurate personnel records.

Essential Duties and Responsibilities

1. Recruitment and Hiring Support

• Assist with preparing and posting job advertisements on employment websites and other recruitment platforms.
• Review incoming applications and resumes for completeness and organize candidate information.
• Schedule interviews and coordinate communication between candidates, hiring managers, and HR personnel.
• Send interview confirmations, reminders, and follow-up communications to applicants.
• Maintain accurate recruitment records and update applicant tracking systems.
• Assist with preparing offer letters and other hiring documents for review and approval.
• Support background checks, reference checks, and pre-employment screening processes as authorized.
• Help maintain a professional and positive candidate experience throughout the hiring process.

2. Employee Onboarding and Orientation

• Prepare new-hire paperwork, employment forms, and onboarding materials.
• Coordinate new employee orientation sessions and communicate schedules to new hires.
• Collect and organize required employment documentation.
• Assist with verifying completion of onboarding requirements and required forms.
• Coordinate with IT, payroll, benefits, and department managers to support employee setup.
• Explain basic HR procedures, company policies, attendance requirements, and employee resources.
• Maintain onboarding checklists and follow up on outstanding documentation.
• Assist with preparing personnel files and updating employee information systems.

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 company databases.
• Maintain accurate records of job titles, departments, contact information, employment status, and reporting relationships.
• Organize employment contracts, policy acknowledgments, performance documentation, and other authorized records.
• Track required forms, certifications, training records, and document expiration dates as applicable.
• Review records for missing information, inconsistencies, or outdated details.
• Retrieve personnel documents for authorized HR staff and management.
• Follow company procedures for record retention, access control, and secure document disposal.

4. Attendance, Leave, and Timekeeping Support

• Assist with maintaining employee attendance, timesheets, and timekeeping records.
• Track vacation requests, sick leave, personal leave, and other absences according to company procedures.
• Review submitted timesheets for missing entries or discrepancies and refer issues for correction.
• Communicate with supervisors and employees regarding incomplete timekeeping documentation.
• Assist with maintaining leave balances and related records in accordance with established procedures.
• Route leave requests and supporting documentation to the appropriate HR representative for review.
• Help ensure that attendance and leave records are accurate and submitted within established deadlines.

5. Payroll and Benefits Administration Support

• Collect and organize payroll-related documents and approved employee information changes.
• Assist with submitting timesheets, attendance records, and other payroll inputs to authorized payroll personnel.
• Direct employees to the appropriate HR or payroll contact for questions about pay, deductions, and paycheck discrepancies.
• Assist with distributing benefits information and enrollment materials.
• Support employee enrollment and changes related to health insurance, retirement plans, and other benefit programs.
• Maintain benefits documentation and track required enrollment forms.
• Assist with communicating benefits deadlines and open enrollment schedules.
• Protect confidential payroll, banking, tax, and benefits information.

6. Employee Relations and HR Communication

• Respond to routine employee questions regarding HR procedures, policies, benefits, onboarding, and documentation.
• Direct complex employee concerns, workplace complaints, and policy questions to the appropriate HR professional.
• Assist with distributing employee announcements, policy updates, and internal communications.
• Help coordinate employee meetings, training sessions, and HR events.
• Maintain professionalism and impartiality when handling sensitive workplace matters.
• Document employee inquiries and follow-up actions when required.
• Support employee engagement initiatives and workplace programs as assigned.

7. HR Compliance and Policy Administration

• Assist with maintaining documentation required by applicable employment laws and company policies.
• Help track completion of required training, certifications, acknowledgments, and compliance forms.
• Support HR staff with audits, internal reviews, and personnel record checks.
• Assist in distributing updated employee handbooks, workplace policies, and procedural documents.
• Help maintain required employment eligibility and onboarding documentation in accordance with applicable requirements.
• Follow established procedures for handling confidential employee information.
• Report missing documentation, potential compliance concerns, or record discrepancies to the HR supervisor.
• Support compliance with applicable federal, state, and local employment requirements under HR supervision.

8. Training and Development Coordination

• Schedule employee training sessions, orientations, and professional development activities.
• Maintain training attendance records and completion reports.
• Communicate training requirements and deadlines to employees and supervisors.
• Assist with preparing training materials, sign-in sheets, and presentations.
• Track employee certifications and required refresher training as applicable.
• Coordinate meeting rooms, virtual sessions, and other training logistics.

9. HR Reporting and Administrative Support

• Prepare routine HR reports, spreadsheets, employee lists, and status summaries.
• Assist with tracking headcount, new hires, terminations, attendance, and training completion.
• Maintain HR calendars, meeting schedules, and follow-up lists.
• Draft letters, memos, notices, and other HR correspondence.
• Scan, file, organize, and retrieve HR documents.
• Assist with HR projects, employee surveys, engagement activities, and process improvement initiatives.
• Perform general administrative duties to support the HR department's daily operations.

10. Employee Separation and Offboarding

• Assist with preparing resignation, termination, and separation paperwork under HR supervision.
• Coordinate exit interviews and offboarding appointments when requested.
• Update employee records and employment status in HR systems following authorized instructions.
• Help track the return of company property, access cards, equipment, and other assigned items.
• Coordinate with payroll, IT, and relevant departments regarding offboarding tasks.
• Maintain appropriate documentation of completed separation procedures.
• Assist with communicating final administrative requirements to departing employees.

11. Confidentiality and Data Security

• Maintain strict confidentiality of personnel, medical, payroll, benefits, and other sensitive employee information.
• Limit access to employee records to authorized individuals.
• Follow company policies and applicable legal requirements for handling personal information.
• Use secure methods to store, transmit, and dispose of confidential documents.
• Report suspected unauthorized access, data loss, or privacy concerns promptly.
• Exercise sound judgment when responding to sensitive employee inquiries.

Required Qualifications

• High school diploma or equivalent.
• Previous administrative, clerical, customer service, or HR support experience preferred.
• Basic computer proficiency, including word processing, spreadsheets, email, and calendar applications.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to maintain confidentiality and handle sensitive information responsibly.
• Ability to manage multiple tasks, prioritize deadlines, and follow established procedures.
• Professional demeanor and strong interpersonal skills.
• Ability to work independently and collaboratively with employees and management.

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, personnel administration, recruitment, or office administration.
• Familiarity with HR information systems (HRIS) and applicant tracking systems (ATS).
• Experience maintaining employee files and processing onboarding documentation.
• Familiarity with timekeeping, benefits administration, and payroll support.
• Basic knowledge of employment practices and applicable workplace regulations.

Required Skills and Competencies

• Confidentiality: Protects sensitive employee and company information.
• Communication: Communicates clearly and professionally with employees, applicants, and management.
• Organization: Maintains accurate personnel records, calendars, and documentation.
• Attention to detail: Identifies errors, missing forms, and discrepancies in employee records.
• Time management: Meets deadlines and manages competing administrative priorities.
• Computer proficiency: Uses spreadsheets, HR databases, email, and office software effectively.
• Customer service: Responds respectfully and helpfully to employee inquiries.
• Problem-solving: Identifies administrative issues and refers complex matters appropriately.
• Teamwork: Collaborates with HR colleagues, managers, payroll, and other departments.
• Professionalism: Handles employee concerns fairly, respectfully, and discreetly.
• Adaptability: Adjusts to changing HR priorities, systems, and procedures.
• Compliance awareness: Understands the importance of following company policies and applicable employment requirements.

Working Conditions

• Work is generally performed in an office or approved remote or hybrid environment.
• The position involves computer use, document review, data entry, email communication, and employee interaction.
• The role requires access to confidential information and compliance with information security procedures.
• Occasional meetings, training sessions, recruitment events, or employee orientation activities may be required.
• Work schedules may vary depending on departmental needs.
• Reasonable accommodations should be provided in accordance with applicable law.

Performance Measures

Performance may be evaluated using the following criteria:

• Accuracy and completeness of employee records.
• Timeliness of onboarding and offboarding documentation.
• Accuracy of HR database updates and administrative reports.
• Timely processing of recruitment, attendance, and benefits paperwork.
• Responsiveness to employee and applicant inquiries.
• Compliance with confidentiality and document management requirements.
• Completion of assigned HR tasks and projects within deadlines.
• Accuracy of timekeeping and payroll-related documentation.
• Organization and accessibility of personnel records.
• Attendance, punctuality, reliability, and professionalism.