HR Assistant

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

The ideal candidate is highly organized, detail-oriented, professional, dependable, and able to handle confidential employee information with discretion. The HR Assistant should have strong communication and administrative skills and be comfortable working with employees, managers, candidates, and external vendors.

Key Responsibilities

Human Resources Administration

• Provide day-to-day administrative support to the HR department.
• Maintain accurate and up-to-date employee personnel files and records.
• Prepare, organize, and process HR-related documents and forms.
• Enter and update employee information in HRIS and other company systems.
• Maintain confidentiality of employee and company information.
• Respond to routine employee questions and direct complex issues to the appropriate HR professional.
• Assist with preparing HR reports, spreadsheets, correspondence, and presentations.
• Monitor HR email inboxes and respond to or route inquiries appropriately.
• Maintain HR calendars, schedules, and appointments.
• Assist with maintaining company policies, procedures, and employee handbooks.

Recruitment and Hiring

• Assist with posting job openings on job boards and company career pages.
• Review applications and resumes based on established requirements.
• Schedule interviews between candidates and hiring managers.
• Communicate with candidates regarding interview schedules and next steps.
• Conduct initial screening calls when assigned.
• Maintain accurate candidate records and recruiting documentation.
• Assist with background checks, reference checks, and pre-employment requirements.
• Prepare offer letters and other hiring documents for review and approval.
• Coordinate the pre-employment and hiring process.
• Maintain communication with candidates throughout the recruitment process.

New Hire Onboarding

• Prepare onboarding paperwork and new hire documentation.
• Coordinate new employee orientation and onboarding schedules.
• Verify that required employment documents are completed accurately.
• Assist with employment eligibility verification and other required documentation.
• Set up employee files and HRIS records.
• Coordinate with IT, payroll, facilities, and management to prepare for new employees.
• Explain basic company policies, procedures, benefits, and workplace expectations.
• Follow up with new employees to ensure a smooth onboarding experience.

Employee Records and HRIS

• Maintain accurate electronic and physical personnel files.
• Update employee information including addresses, contact information, job titles, departments, and employment status.
• Process employee status changes as directed.
• Ensure HR records are complete and properly organized.
• Assist with HRIS data entry and reporting.
• Audit employee records for accuracy and completeness.
• Follow company procedures for storing and protecting confidential information.

Payroll and Timekeeping Support

• Assist the payroll department with employee information and payroll-related documentation.
• Review timekeeping records for missing or inaccurate information.
• Assist with processing employee changes that affect payroll.
• Maintain records related to attendance, leave, and time-off requests.
• Respond to routine payroll questions or direct employees to the appropriate payroll contact.
• Help ensure payroll-related information is submitted accurately and on time.

Benefits Administration

• Assist employees with general benefits questions.
• Provide benefits information and enrollment materials.
• Assist with new hire benefits enrollment.
• Process benefits-related forms and employee changes.
• Maintain accurate benefits records.
• Coordinate with benefits providers and vendors when necessary.
• Assist during annual benefits enrollment periods.

Employee Relations Support

• Provide professional and courteous assistance to employees.
• Listen to employee questions and concerns and route them to the appropriate HR representative.
• Assist HR management with employee communications.
• Help coordinate employee meetings, training sessions, and HR events.
• Maintain appropriate confidentiality regarding employee matters.
• Assist with employee engagement and recognition activities.

Compliance and Documentation

• Assist with maintaining compliance-related HR records.
• Help ensure required forms and documentation are completed and maintained.
• Assist with preparing documentation for audits or internal reviews.
• Follow company policies and applicable HR procedures.
• Handle sensitive employee information responsibly and securely.
• Escalate potential compliance issues to HR management.

Required Qualifications

• High school diploma or equivalent required.
• Associate's or bachelor's degree in Human Resources, Business Administration, or a related field preferred.
• Previous administrative, office, customer service, or HR experience preferred.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality.
• Proficiency with Microsoft Office, Google Workspace, or similar productivity tools.
• Ability to learn HRIS, payroll, recruiting, and other business software.
• Ability to multitask and prioritize competing responsibilities.
• Professional and approachable demeanor.

Preferred Qualifications

• Previous experience working in a Human Resources department.
• Experience with HRIS platforms.
• Experience with applicant tracking systems (ATS).
• Experience assisting with recruitment and onboarding.
• Familiarity with payroll and timekeeping systems.
• Knowledge of basic employment and workplace practices.
• Experience handling confidential employee records.
• SHRM-CP, SHRM-CA, PHR, or related HR certification is a plus.

Essential Skills

Organization: Maintains accurate records and manages multiple HR activities simultaneously.

Communication: Communicates professionally with employees, candidates, managers, and vendors.

Confidentiality: Handles sensitive employee and company information with discretion.

Attention to Detail: Accurately processes employee records, forms, reports, and HR data.

Technology: Comfortable using HRIS, Microsoft Office, spreadsheets, email, applicant tracking systems, and other HR technology.

Customer Service: Provides helpful, respectful, and professional support to employees and candidates.

Problem Solving: Identifies routine issues and knows when to escalate matters to HR management.

Time Management: Meets deadlines and effectively prioritizes tasks in a busy HR environment.

Performance Expectations

Performance may be evaluated based on:

• Accuracy of employee records
• Timeliness of HR administrative tasks
• Recruitment and onboarding support
• Responsiveness to employee inquiries
• Data entry accuracy
• Confidentiality and professionalism
• Attendance and reliability
• Compliance with HR procedures
• Quality of communication
• Organization and task management
• Teamwork and collaboration

Work Environment

• Office, hybrid, or remote environment depending on company needs.
• Regular interaction with employees, managers, candidates, and HR team members.
• Frequent use of computers, HR software, email, and communication systems.
• May involve handling sensitive or confidential information.
• May occasionally require extended periods of computer and desk work.

Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Ability to communicate effectively by telephone, email, and in person.
• Ability to use standard office equipment.
• Ability to organize and maintain physical and electronic records.

Schedule

The position may require:

• Monday through Friday
• Regular business hours
• Occasional overtime
• Occasional evening or weekend work for recruiting events, employee activities, or business needs

Compensation and Benefits

Compensation and benefits may include:

• Competitive hourly or annual salary
• Health, dental, and vision insurance
• Paid time off
• Paid holidays
• Retirement plan or 401(k)
• Employee assistance programs
• Professional development opportunities
• Training and career advancement opportunities
• Hybrid or remote work options, where applicable