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-related processes.

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

The ideal candidate is organized, detail-oriented, professional, dependable, and capable of handling sensitive information with discretion. The Human Resources Assistant must have strong communication, computer, organizational, and time management skills, along with the ability to manage multiple assignments and work effectively with employees, applicants, supervisors, and management.

2. Essential Duties and Responsibilities

A. Recruitment and Hiring Support

• Assist with posting job openings on employment websites, company career pages, and other recruitment platforms.
• Review incoming applications and resumes for completeness and organize candidate information.
• Schedule interviews and communicate interview details to applicants and hiring managers.
• Maintain recruitment records and update applicant tracking systems.
• Communicate with candidates regarding interview schedules, application status, and required documentation.
• Assist with preparing offer letters and other employment-related documents for management approval.
• Support background checks, reference checks, and pre-employment screening in accordance with company procedures and applicable laws.
• Help coordinate recruitment events, job fairs, and hiring activities.

B. Employee Onboarding and Orientation

• Assist with preparing onboarding documents, employment forms, and new-hire packets.
• Coordinate orientation schedules and communicate onboarding requirements to new employees.
• Ensure new-hire paperwork is completed, reviewed, and properly filed.
• Assist with collecting required employment eligibility and payroll documentation.
• Coordinate with payroll, IT, facilities, and department managers to prepare for new employees' start dates.
• Help explain company policies, workplace procedures, attendance requirements, and employee resources.
• Maintain onboarding checklists and follow up on outstanding documentation.

C. Employee Records and HR Documentation

• Create, update, organize, and maintain employee personnel files.
• Enter employee information into HR databases, spreadsheets, and human resources information systems (HRIS).
• Maintain records related to job titles, departments, promotions, transfers, employment status, and termination dates.
• Ensure personnel records are accurate, complete, current, and properly organized.
• Scan, upload, index, and archive HR documents according to company procedures.
• Maintain employee documentation in accordance with applicable retention requirements.
• Restrict access to confidential records and release information only to authorized individuals.
• Assist with audits of personnel files and HR documentation.

D. Attendance, Timekeeping, and Payroll Support

• Assist with tracking employee attendance, absences, leave requests, and time records.
• Review timesheets and report missing punches, discrepancies, or incomplete submissions.
• Coordinate with supervisors to verify attendance information when necessary.
• Submit approved employee timekeeping information to payroll according to established deadlines.
• Assist with maintaining records of vacation, sick leave, paid time off, and other authorized absences.
• Respond to routine questions about timekeeping procedures, pay schedules, and payroll documentation.
• Refer payroll discrepancies and sensitive compensation questions to the appropriate HR or payroll representative.
• Maintain confidentiality when handling compensation and payroll-related information.

E. Benefits Administration Support

• Assist with distributing employee benefits information and enrollment materials.
• Help employees understand basic enrollment procedures and required documentation.
• Track benefits enrollment forms, employee elections, and supporting records.
• Assist with communicating enrollment deadlines and benefits-related reminders.
• Coordinate with benefits administrators, insurance providers, and payroll personnel when needed.
• Maintain accurate benefits records and refer complex coverage questions to the appropriate specialist.
• Support administrative activities related to qualifying life events and benefits changes.

F. Employee Relations and HR Communication

• Respond to routine employee questions regarding HR procedures, company policies, benefits, attendance, and employment documentation.
• Direct employee concerns to the appropriate HR representative or manager.
• Assist with preparing employee communications, policy notices, memos, and announcements.
• Schedule meetings between employees, supervisors, and HR personnel.
• Help document employee concerns and maintain records in accordance with HR procedures.
• Maintain a professional, respectful, and impartial approach when interacting with employees.
• Escalate sensitive complaints, potential misconduct, discrimination concerns, harassment allegations, and other serious matters promptly to the appropriate HR manager.
• Avoid making independent decisions on disciplinary actions, investigations, or other matters outside the position's authority.

G. Leave Administration and Employee Changes

• Assist with processing employee requests for vacation, sick leave, personal leave, and other absences.
• Maintain leave records and update employee information in HR systems.
• Help collect required documentation and route requests to authorized personnel.
• Assist with recording promotions, transfers, changes in job titles, department assignments, and employment status.
• Coordinate employee departure paperwork and offboarding checklists.
• Assist with collecting company property and coordinating access changes with authorized departments.
• Maintain separation records and support exit interview scheduling when required.

H. HR Compliance and Policy Administration

• Assist with maintaining HR documents in accordance with company policies and applicable employment requirements.
• Help prepare documentation for internal reviews, audits, and compliance reporting.
• Support the distribution and acknowledgment of employee handbooks and workplace policies.
• Assist with tracking required employee training and policy acknowledgments.
• Maintain appropriate confidentiality when handling personnel, medical, payroll, and other sensitive records.
• Follow procedures for secure document storage, access control, and information sharing.
• Report potential documentation gaps, policy concerns, or compliance issues to the HR manager.
• Assist with maintaining accurate records related to employment eligibility verification and other required employment documentation.

I. HR Reporting and Administrative Support

• Prepare spreadsheets, reports, employee lists, and summaries as requested.
• Assist with tracking headcount, new hires, employee turnover, attendance, and training completion.
• Update HR databases and maintain accurate reporting information.
• Schedule meetings, maintain calendars, prepare agendas, and organize HR department activities.
• Answer telephone calls, respond to emails, and route inquiries to the appropriate HR personnel.
• Order office supplies and maintain HR filing systems as needed.
• Assist with employee engagement activities, recognition programs, and company events.
• Perform other HR and administrative duties as assigned.

3. Required Qualifications

• High school diploma or equivalent.
• Previous administrative, clerical, customer service, or office support experience preferred.
• Strong written and verbal communication skills.
• Basic computer proficiency and familiarity with email, spreadsheets, and word processing.
• Strong organizational skills and attention to detail.
• Ability to maintain confidential information and exercise sound judgment.
• Ability to manage multiple tasks and meet established deadlines.
• Professional interpersonal skills and the ability to work with employees at different organizational levels.
• Dependability, punctuality, and a willingness to learn.

4. Preferred Qualifications

• Associate degree or bachelor's degree in Human Resources, Business Administration, or a related field.
• One or more years of experience in human resources, recruiting, payroll support, or personnel administration.
• Familiarity with HRIS platforms, applicant tracking systems, and electronic personnel records.
• Knowledge of basic HR practices, recruitment procedures, onboarding, benefits administration, and employee recordkeeping.
• Familiarity with Microsoft Excel, Word, Outlook, and related business applications.
• Understanding of applicable federal, state, and local employment requirements.
• Experience handling confidential employee information and supporting HR audits.

5. Required Skills and Competencies

Confidentiality and Discretion: Handles employee, payroll, benefits, and personnel information responsibly.

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

Communication: Communicates clearly, respectfully, and professionally with employees, applicants, managers, and vendors.

Attention to Detail: Reviews employment documents and HR records for accuracy and completeness.

Time Management: Prioritizes assignments, manages competing deadlines, and completes tasks promptly.

Computer Proficiency: Uses spreadsheets, HR systems, email, databases, and document management tools effectively.

Customer Service: Responds to employee questions with patience, courtesy, and professionalism.

Problem-Solving: Identifies discrepancies, gathers relevant information, and refers complex issues to the appropriate HR professional.

Integrity and Ethics: Demonstrates fairness, discretion, accountability, and respect for employee privacy.

Teamwork: Works collaboratively with HR colleagues, payroll, management, and other departments.

Adaptability: Learns new HR systems, policies, and administrative processes as business needs change.

6. Performance Expectations and Key Performance Indicators (KPIs)

Performance may be evaluated based on:

• Accuracy and completeness of employee personnel files.
• Timely completion of onboarding and offboarding documentation.
• Accuracy of HR database entries and employee status updates.
• Timeliness of recruitment coordination and interview scheduling.
• Completion of assigned HR reports and administrative tasks by established deadlines.
• Accuracy of attendance and timekeeping records submitted for processing.
• Responsiveness to employee and applicant inquiries.
• Timely handling and escalation of sensitive employee concerns.
• Compliance with company procedures and confidentiality requirements.
• Organization of records and readiness of documentation for audits.
• Attendance, punctuality, and overall dependability.

Performance targets should reflect the organization's size, HR workload, systems, and applicable legal requirements.

7. Work Environment and Physical Requirements

• Work is generally performed in an office, HR department, or approved remote work environment.
• The position requires regular computer use, data entry, document review, telephone communication, and recordkeeping.
• The employee may be required to sit for extended periods and occasionally organize physical files or office materials.
• The position involves access to confidential information and requires consistent attention to privacy and security.
• Workload may increase during recruitment periods, employee onboarding cycles, benefits enrollment, payroll deadlines, and compliance audits.
• Reasonable accommodations will be provided as required by applicable law.

8. Training and Development

Training may include:

• Company HR policies and administrative procedures.
• Recruitment, interview coordination, and onboarding processes.
• HRIS and applicant tracking system use.
• Employee recordkeeping and document retention.
• Payroll and timekeeping procedures.
• Benefits enrollment and employee support processes.
• Confidentiality, privacy, and information security.
• Workplace conduct, complaint escalation, and HR compliance procedures.

The employee is expected to participate in relevant training and maintain knowledge of updated company procedures.

9. Reporting Structure and Authority

The Human Resources Assistant reports to the Human Resources Manager, HR Director, or designated HR supervisor.

The employee is responsible for supporting HR operations, maintaining accurate documentation, coordinating administrative processes, and responding to routine inquiries within established procedures.

Decisions involving hiring approvals, employee discipline, compensation changes, investigations, termination, legal interpretations, and other sensitive HR matters must be referred to authorized HR personnel or management.

10. Equal Employment Opportunity

The company is committed to equal employment opportunity and a professional workplace free from unlawful discrimination and harassment. Employment decisions will be made in accordance with applicable federal, state, and local laws.