Human Resources Assistant

The Human Resources Assistant provides administrative and operational support to the Human Resources department to ensure the efficient delivery of HR services and the effective management of employee records and personnel processes.

The HR Assistant supports recruitment and selection, onboarding and orientation, employee record management, attendance and leave administration, payroll preparation, benefits administration, employee relations, training coordination, and compliance with company policies and applicable employment laws.

The successful candidate must be organized, detail-oriented, professional, trustworthy, and able to handle confidential employee information with discretion. The HR Assistant works closely with employees, managers, job applicants, and other departments to support a productive and positive work environment.

3. Duties and Responsibilities

A. Recruitment and Selection

• Assist with the preparation and posting of job advertisements on recruitment platforms, company websites, and other appropriate channels.
• Receive, review, organize, and maintain job applications and resumes.
• Screen applications against established job requirements and forward qualified candidates to the appropriate hiring manager.
• Schedule interviews and coordinate communication between candidates and interview panels.
• Communicate with applicants regarding interview arrangements, application status, and recruitment procedures.
• Prepare interview schedules, candidate assessment forms, and recruitment documentation.
• Conduct reference checks and assist with background screening when authorized and permitted by law.
• Prepare offer letters, employment contracts, and other hiring documents for review and approval.
• Maintain accurate recruitment records and update applicant tracking systems.
• Assist with recruitment reports, vacancy tracking, and hiring statistics.

B. Employee Onboarding and Orientation

• Prepare onboarding documents and ensure new employees complete required employment forms.
• Coordinate new employee orientation and introduction to company policies, procedures, and workplace expectations.
• Verify that required employment documentation has been received and processed.
• Coordinate the setup of employee files, identification badges, system access requests, and work equipment with the appropriate departments.
• Introduce new employees to HR policies, attendance procedures, leave requests, benefits, and reporting structures.
• Monitor completion of probationary period documentation and follow up with supervisors regarding employee evaluations.
• Ensure new hire information is entered accurately into HR systems.

C. Employee Records and HR Administration

• Create, update, organize, and maintain employee personnel files in physical and electronic formats.
• Maintain accurate records of employee contact details, job titles, departments, compensation information, employment status, and emergency contacts.
• Ensure employee documents are properly filed, secured, and accessible only to authorized personnel.
• Update HR databases, employee directories, organizational charts, and personnel trackers.
• Prepare employment verification letters, confirmation letters, and other standard HR correspondence as authorized.
• Assist with employee transfers, promotions, changes in employment status, and separations.
• Monitor employee documentation for completeness and accuracy.
• Maintain records in accordance with company retention policies and applicable privacy and employment laws.

D. Attendance, Leave, and Timekeeping

• Monitor employee attendance, punctuality, absences, and timekeeping records.
• Review timesheets, clock-in and clock-out records, and overtime submissions for completeness.
• Record and track annual leave, sick leave, personal leave, and other authorized absences.
• Assist employees and supervisors with leave requests and attendance-related inquiries.
• Identify discrepancies in attendance records and refer them to the appropriate supervisor for correction.
• Prepare attendance summaries and leave balance reports for management and payroll processing.
• Maintain accurate records of approved overtime, shift changes, and schedule adjustments.
• Follow company procedures for documenting unauthorized absences and attendance concerns.

E. Payroll and Compensation Support

• Collect and verify employee information required for payroll processing.
• Prepare and submit approved timesheets, attendance records, overtime details, leave records, and employee status changes to the payroll team.
• Assist with reviewing payroll information for accuracy and completeness.
• Report discrepancies in employee hours, pay rates, deductions, or other payroll-related information to the appropriate personnel.
• Maintain confidentiality of salary information and payroll records.
• Assist with documentation relating to new hires, salary changes, promotions, bonuses, and employee separations.
• Respond to routine employee payroll inquiries or refer complex issues to the payroll officer or HR manager.
• Support payroll reconciliation and reporting activities as assigned.

F. Benefits Administration

• Assist employees with questions regarding health insurance, retirement plans, paid leave, and other company benefits.
• Help coordinate enrollment, changes, and termination of employee benefits in accordance with company procedures.
• Maintain accurate benefits enrollment records and supporting documentation.
• Communicate benefit deadlines, eligibility requirements, and available programs to employees.
• Coordinate with insurance providers, benefits administrators, and other authorized service providers.
• Assist with resolving routine benefits administration issues and escalate complex cases to the HR manager.

G. Employee Relations and Communication

• Serve as an initial point of contact for routine employee questions regarding HR policies, procedures, benefits, attendance, and employment documentation.
• Communicate HR information clearly, respectfully, and professionally.
• Assist with documenting employee concerns, complaints, and workplace incidents.
• Refer sensitive employee relations matters, disciplinary issues, grievances, and potential harassment complaints to the HR manager promptly.
• Help coordinate employee engagement activities, staff meetings, recognition programs, and workplace events.
• Support the consistent application of company policies and procedures.
• Maintain impartiality and professionalism when dealing with employees and management.
• Protect employee privacy and avoid disclosing confidential information to unauthorized individuals.

H. Training and Development

• Assist in identifying and coordinating employee training requirements.
• Schedule training sessions, workshops, and orientation programs.
• Prepare attendance sheets, training materials, certificates, and evaluation forms.
• Maintain employee training records and track mandatory training completion.
• Follow up with employees and supervisors regarding outstanding training requirements.
• Assist with performance review administration, including distributing evaluation forms and tracking submission deadlines.
• Support professional development initiatives and employee learning programs.

I. HR Policies, Compliance, and Procedures

• Assist in implementing HR policies, procedures, and administrative guidelines.
• Maintain current copies of employee handbooks, HR forms, policies, and related documents.
• Help ensure that employment documentation and HR practices follow applicable labor laws, workplace regulations, and company policies.
• Assist with preparing documents for internal reviews, HR audits, and authorized inspections.
• Maintain accurate records of required employee acknowledgments, certifications, and compliance training.
• Report potential documentation gaps, policy inconsistencies, or compliance concerns to the HR manager.
• Handle employee information in accordance with applicable data protection and confidentiality requirements.
• Support equal employment opportunity and fair, consistent treatment of employees.

J. Employee Separation and Offboarding

• Assist with resignation processing, retirement documentation, and termination administration.
• Prepare offboarding checklists and coordinate required documentation.
• Schedule exit interviews when requested and authorized.
• Coordinate with IT, payroll, facilities, and other departments regarding the return of company property and closure of access privileges.
• Ensure personnel files and employment records are updated following separation.
• Assist with final payroll documentation and benefits-related notifications.
• Maintain records of exit interviews, clearance forms, and separation documents in accordance with company procedures.

K. HR Reporting and General Administrative Support

• Prepare routine HR reports, spreadsheets, presentations, letters, and employee lists.
• Track employee headcount, vacancies, turnover, absences, training participation, and other HR metrics.
• Assist with maintaining HR calendars, meeting schedules, and departmental deadlines.
• Organize HR meetings, prepare agendas, and record meeting notes when required.
• Monitor office supplies and assist with ordering HR forms and administrative materials.
• Respond to phone calls, emails, and employee inquiries directed to the HR department.
• Support HR projects, process improvements, and special assignments.
• Perform other duties reasonably related to the position as assigned by the HR manager.

4. Qualifications and Education

• High school diploma or equivalent required; an associate or bachelor's degree in Human Resources, Business Administration, Management, or a related field is preferred.
• Previous experience in human resources, office administration, recruitment, payroll support, or a similar administrative role is preferred.
• Familiarity with HR procedures, employee documentation, recruitment practices, and employment policies.
• Basic understanding of applicable employment laws and workplace regulations.
• Experience using Microsoft Office applications, particularly Word, Excel, and Outlook.
• Familiarity with HR information systems (HRIS), applicant tracking systems (ATS), payroll software, and electronic document management systems is an advantage.
• Additional HR training or certifications, such as SHRM or HRCI credentials, may be beneficial but are not necessarily required.

5. Required Skills and Competencies

The ideal candidate should demonstrate the following:

• Communication skills: Ability to communicate clearly and professionally with employees, managers, applicants, and external contacts.
• Organizational skills: Ability to manage multiple tasks, maintain accurate files, and meet deadlines.
• Attention to detail: Ability to identify errors and ensure employee records and HR documentation are accurate.
• Confidentiality and integrity: Ability to protect sensitive employee, payroll, and organizational information.
• Time management: Ability to prioritize competing tasks and complete assignments on schedule.
• Interpersonal skills: Ability to build positive working relationships and provide courteous employee support.
• Problem-solving skills: Ability to identify routine HR issues and determine when escalation is necessary.
• Computer proficiency: Competence in spreadsheets, word processing, email, databases, and HR software.
• Teamwork: Ability to collaborate with HR colleagues, management, payroll, finance, and other departments.
• Adaptability: Willingness to learn new systems, follow changing procedures, and support different HR functions.
• Professional judgment: Ability to remain impartial, follow established procedures, and recognize sensitive or high-risk situations.