HR Assistant

The HR Assistant provides administrative and operational support to the Human Resources department. This position assists with recruitment, employee records, onboarding, benefits administration, payroll support, scheduling, employee communications, and general HR activities.

The ideal candidate is highly organized, detail-oriented, professional, discreet, and able to handle confidential employee information appropriately. The HR Assistant works closely with HR managers, recruiters, employees, and other departments to ensure HR processes are completed accurately and efficiently.

Key Responsibilities

• Provide administrative support to the Human Resources department.
• Maintain accurate and confidential employee personnel records.
• Assist with employee onboarding and offboarding processes.
• Prepare new-hire paperwork, forms, and documentation.
• Coordinate interviews and communicate with candidates.
• Post job openings and assist with recruitment activities.
• Review resumes and applications as directed by HR staff.
• Schedule interviews and maintain candidate information.
• Respond to routine employee and applicant inquiries.
• Assist with background checks, employment verification, and reference checks.
• Maintain HR databases and employee information systems.
• Enter and update employee information accurately.
• Assist with benefits enrollment and employee benefits documentation.
• Support payroll administration by collecting and verifying required information.
• Track employee attendance, time-off requests, and other HR-related records.
• Prepare HR reports, spreadsheets, letters, forms, and correspondence.
• Assist with employee training and orientation programs.
• Maintain HR calendars, schedules, and meeting arrangements.
• Organize and maintain electronic and physical HR files.
• Ensure HR documentation is complete, accurate, and properly filed.
• Assist with company policies, procedures, and employee communications.
• Support employee engagement activities and company events.
• Assist HR management with special projects and administrative tasks.
• Maintain strict confidentiality of employee and company information.
• Follow applicable company policies and HR procedures.
• Perform other related duties as assigned.

Recruitment Support

• Post and update job advertisements.
• Monitor applications and maintain candidate records.
• Communicate with applicants regarding interview schedules and next steps.
• Schedule interviews with hiring managers and candidates.
• Prepare interview materials.
• Assist with onboarding documentation for selected candidates.
• Maintain organized recruitment files and applicant information.
• Support recruiting events and job fairs when applicable.

Employee Onboarding

• Prepare new-hire paperwork and onboarding packets.
• Collect required employment documentation.
• Coordinate orientation schedules.
• Assist with employee system setup.
• Coordinate with IT and other departments to prepare for new employees.
• Explain basic HR procedures and company policies to new hires.
• Ensure onboarding documentation is completed and filed properly.

Employee Records and HR Administration

• Maintain personnel files and HR databases.
• Update employee contact, job, compensation, and status information as authorized.
• Process employee forms and documentation.
• Track certifications, training, and required documentation.
• Assist with employment verification requests.
• Maintain accurate records of leave, attendance, and other HR information.
• Ensure sensitive documents are stored securely.

Payroll and Benefits Support

• Assist with collecting and reviewing payroll information.
• Verify timesheets and attendance records.
• Track vacation, sick leave, and other employee time-off information.
• Assist employees with routine benefits questions.
• Support benefits enrollment and changes.
• Maintain benefits-related records and documentation.
• Coordinate with payroll and benefits providers when necessary.

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, HR, recruiting, office, or customer-service experience preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality.
• Proficiency with computers and common office software.
• Ability to manage multiple tasks and meet deadlines.
• Professional and approachable communication style.
• Ability to work independently and as part of a team.

Preferred Qualifications

• Previous experience working in a Human Resources department.
• Familiarity with HRIS systems.
• Knowledge of basic employment and HR procedures.
• Experience with applicant tracking systems (ATS).
• Experience with payroll or benefits administration.
• Knowledge of Microsoft Office and Google Workspace.
• Familiarity with HR documentation and personnel-file management.

Technical Skills

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Google Docs
• Google Sheets
• Google Drive
• Human Resources Information Systems (HRIS)
• Applicant Tracking Systems (ATS)
• Payroll and timekeeping systems
• Employee databases
• Electronic document-management systems

Key Skills and Competencies

• Human resources administration
• Recruitment support
• Employee onboarding
• Data entry
• Record keeping
• Confidentiality
• Communication
• Organization
• Attention to detail
• Time management
• Multitasking
• Problem solving
• Customer service
• Professionalism
• Teamwork
• Conflict resolution
• Computer literacy
• Administrative support

Typical Daily Activities

A typical day may include:

1. Checking HR emails and responding to routine inquiries.
2. Updating employee records and HR databases.
3. Scheduling interviews and coordinating with candidates.
4. Preparing onboarding documents.
5. Assisting with employee questions and requests.
6. Processing HR forms and documentation.
7. Updating spreadsheets and personnel files.
8. Assisting with payroll, benefits, or attendance information.
9. Preparing HR reports and correspondence.
10. Coordinating meetings, orientations, and training sessions.
11. Filing confidential employee documentation.
12. Supporting HR managers and recruiters with special projects.

Performance Expectations

The HR Assistant is expected to:

• Maintain accurate and organized employee records.
• Protect confidential employee information.
• Complete HR tasks accurately and on time.
• Provide professional and responsive service to employees and candidates.
• Follow HR policies and established procedures.
• Demonstrate strong attention to detail.
• Communicate effectively with employees, applicants, managers, and HR team members.
• Maintain professionalism and discretion when handling sensitive matters.

Work Environment

The HR Assistant may work in an office, hybrid, or fully remote environment. The position involves regular computer use, communication with employees and applicants, and handling confidential personnel information.

Employment Type

This position may be offered as:

• Full-time
• Part-time
• Temporary
• Contract
• Remote
• Hybrid
• On-site

Reporting Structure

The HR Assistant typically reports to an HR Manager, Human Resources Director, HR Generalist, Recruiting Manager, or other designated HR leader.

Equal Opportunity Statement

The company is committed to providing equal employment opportunities to qualified applicants and employees and prohibits discrimination in accordance with applicable federal, state, and local laws.