Human Resources Assistant

The Human Resources Assistant is responsible for providing administrative and operational support to the Human Resources Department. This position assists with daily HR functions, including recruitment, hiring, onboarding, employee records management, benefits administration, payroll support, employee relations, and compliance documentation.

The Human Resources Assistant serves as a point of contact for employees, applicants, and management regarding general HR questions, company policies, employment procedures, and personnel documentation.

The ideal candidate is organized, professional, dependable, detail-oriented, and able to handle confidential employee information with discretion. Strong communication, customer service, administrative, and problem-solving skills are essential for success in this position.

Essential Duties and Responsibilities

1. Recruitment and Hiring Support

• Assist with posting job openings on employment websites and company career pages.
• Review incoming applications and resumes for completeness.
• Organize and maintain applicant records.
• Contact applicants to schedule interviews and provide hiring updates.
• Coordinate interview schedules with hiring managers.
• Assist with preparing interview materials and employment documents.
• Communicate with candidates regarding application status and next steps.
• Assist with background checks and pre-employment screening processes.
• Help prepare offer letters and other hiring documentation for approval.
• Maintain accurate recruitment and applicant tracking records.

2. Employee Onboarding and Orientation

• Assist with coordinating the onboarding process for new employees.
• Prepare new-hire paperwork and employment documentation.
• Ensure required employment forms are completed and submitted.
• Coordinate employee orientation and training schedules.
• Assist with collecting identification and employment eligibility documentation.
• Help establish employee files and update HR databases.
• Communicate company policies, procedures, and workplace expectations to new employees.
• Coordinate with IT and other departments regarding employee equipment and system access.
• Follow up to ensure new employees complete required onboarding activities.

3. Employee Records and Personnel Administration

• Create, maintain, and update confidential employee personnel files.
• Enter and update employee information in HR databases and systems.
• Maintain employee contact information, job titles, department assignments, and employment status.
• Organize employee documents, performance records, and employment forms.
• Ensure employee files are complete, accurate, and properly maintained.
• Process employee status changes, promotions, transfers, and separations.
• Assist with maintaining electronic and physical personnel records.
• Retrieve employee records when requested by authorized personnel.
• Follow company procedures regarding document retention and confidentiality.

4. Benefits Administration Support

• Assist employees with general questions regarding company benefits.
• Provide information about health insurance, dental, vision, retirement plans, and other available benefits.
• Assist with distributing benefits enrollment materials.
• Help coordinate new-hire benefits enrollment and qualifying life event documentation.
• Maintain employee benefits records and enrollment information.
• Communicate with benefits providers and insurance representatives as needed.
• Assist with processing benefits-related paperwork.
• Refer complex benefits questions to the HR Manager or benefits administrator.

5. Payroll and Timekeeping Support

• Assist with collecting and reviewing employee timesheets and time records.
• Verify attendance, hours worked, overtime, and leave documentation for processing.
• Identify discrepancies in timekeeping records and notify the appropriate supervisor.
• Assist with maintaining employee payroll information.
• Process approved employee status and pay-related changes for payroll review.
• Coordinate with the payroll department regarding missing or incorrect information.
• Maintain confidentiality of employee compensation and payroll records.
• Assist with preparing payroll-related reports and documentation.

6. Employee Relations and HR Support

• Serve as an initial point of contact for general employee HR questions.
• Respond to employee inquiries regarding company policies, procedures, and workplace practices.
• Assist employees with completing HR forms and documentation.
• Direct employee concerns and complaints to the appropriate HR representative.
• Assist with documenting employee relations matters as directed.
• Help coordinate employee meetings and management discussions.
• Support employee engagement and workplace recognition activities.
• Maintain professionalism and confidentiality when handling sensitive employee matters.
• Assist with distributing employee communications and company announcements.

7. Training and Development

• Assist with coordinating employee training sessions and orientation programs.
• Maintain employee training records and completion documentation.
• Schedule required training and professional development activities.
• Send training reminders and follow-up communications.
• Assist with tracking certifications, licenses, and required employee credentials.
• Organize training materials and attendance records.
• Support employee development and workplace learning initiatives.

8. HR Compliance and Documentation

• Assist with maintaining employment records in accordance with company policies and applicable laws.
• Help ensure required employment documentation is completed and properly stored.
• Assist with maintaining I-9 employment eligibility verification records.
• Support the administration of workplace policies and procedures.
• Help track required employee certifications, training, and compliance documents.
• Assist with preparing documentation for HR audits and internal reviews.
• Maintain confidentiality and appropriate access controls for employee information.
• Report missing documentation or potential compliance concerns to HR management.
• Assist with maintaining accurate records related to employee leave and employment changes.

9. Employee Separations and Offboarding

• Assist with processing employee resignation and termination documentation.
• Prepare employee separation paperwork.
• Coordinate exit interview schedules when requested.
• Assist with collecting company property, identification badges, keys, and equipment.
• Update employee records and employment status.
• Coordinate with payroll and benefits departments regarding employee separations.
• Assist with communicating offboarding procedures to departing employees.
• Ensure employee files are properly updated and maintained.

10. General Administrative and Office Support

• Answer incoming telephone calls and respond to general HR inquiries.
• Prepare letters, memos, reports, spreadsheets, and other HR documents.
• Schedule meetings and maintain HR department calendars.
• Maintain organized electronic and physical filing systems.
• Process incoming and outgoing HR correspondence.
• Assist with ordering and maintaining HR office supplies.
• Prepare employee announcements and departmental communications.
• Perform other administrative duties as assigned by HR management.

Required Qualifications

• High school diploma or GED required.
• Associate degree in Human Resources, Business Administration, or a related field preferred.
• Previous administrative or human resources experience preferred.
• Knowledge of basic HR practices and employment procedures.
• Proficiency in Microsoft Word, Excel, Outlook, and other office applications.
• Familiarity with HR information systems (HRIS) and applicant tracking systems preferred.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Ability to maintain strict confidentiality.
• Strong attention to detail and accuracy.
• Ability to manage multiple assignments and meet deadlines.
• Professional customer service and interpersonal skills.

Required Skills and Competencies

The successful candidate should demonstrate the following:

• Confidentiality: Ability to protect sensitive employee, payroll, and company information.
• Communication: Ability to communicate professionally with employees, applicants, management, and vendors.
• Organization: Ability to maintain accurate employee records, files, and documentation.
• Attention to Detail: Ability to identify errors and ensure employment documents are complete.
• Customer Service: Ability to assist employees and applicants courteously and professionally.
• Time Management: Ability to prioritize assignments and meet deadlines.
• Computer Skills: Proficiency in HR software, spreadsheets, databases, and office applications.
• Problem-Solving: Ability to identify administrative issues and recommend appropriate solutions.
• Interpersonal Skills: Ability to build positive relationships with employees and management.
• Multitasking: Ability to manage several HR responsibilities simultaneously.
• Professionalism: Ability to exercise good judgment and maintain appropriate workplace conduct.
• Adaptability: Ability to learn changing HR procedures, systems, and employment requirements.
• Dependability: Ability to maintain consistent attendance and complete assigned responsibilities.