Sample Human Resources Assistant Job Description
Human Resources Assistant Overall Job Description With Primary Duties
The Human Resources assistant assists with the administration of the day-to-day operations of the human resources functions and duties. The HR assistant carries out responsibilities in some or all of the following functional areas: departmental development, HRIS, employee relations, training and development, benefits, compensation, organization development, executive administration, and employment.
The HR assistant has partial responsibility for these areas:
- recruiting and staffing logistics;
- performance management and improvement tracking systems;
- employee orientation, development, and training logistics and recordkeeping;
- assisting with employee relations;
- company-wide committee facilitation and participation;
- company employee communication;
- compensation and benefits administration and recordkeeping;
- employee safety, welfare, wellness, and health reporting; and
- employee services;
- maintaining employee files and the HR filing system;
- assisting with the day-to-day efficient operation of the HR office.
The Human Resources assistant contributes to the accomplishment of Human Resources practices and objectives that will provide an employee-oriented, high-performance culture that emphasizes empowerment, quality, productivity and standards, goal attainment, and the recruitment and ongoing development of a superior workforce.
The Human Resources assistant helps with the implementation of services, policies, and programs through HR staff. The HR assistant also reports to the HR director who the assistant helps to fulfill their responsibilities. The HR assistant also assists company managers with HR issues.
- Safety of the workforce.
- Development of a superior workforce.
- Development of the Human Resources department.
- Development of an employee-oriented company culture that emphasizes quality, continuous improvement, and high performance.
- Personal ongoing development.
The key areas for which a typical HR Assistant is responsible are highlighted here as well as more specific tasks in each area of responsibility.
Development of the Human Resources Department
- Administers programs, procedures, and guidelines to help align the workforce with the strategic goals of the company.
- Participates in developing department goals, objectives, and systems.
- Assists with the tracking of departmental and company measurements that support the accomplishment of the company's strategic goals.
- Prepares and maintains reports that are necessary to carry out the functions of the Human Resources department. Prepares periodic reports for management, as necessary or requested.
- Participates in administrative staff meetings and attends other meetings and seminars as necessary and to represent the department.
Human Resources Information Systems (HRIS)
- Maintains the HRIS database and generates scheduled or requested reports to assist management.
- Updates employee phone directory and company organization chart. Maintains a database of employee contact information.
- Periodically audits the database to ensure accuracy.
- Assists in the development and updating of the Human Resources section of the website.
- Keeps employee records up-to-date by processing employee status changes in a timely manner.
- Maintains personnel files in compliance with applicable legal requirements.
- Conducts benefit orientations and other benefit training, as needed.
Processes enrollments, changes, and terminations of participants in all benefit plans and programs.
- Reconciles monthly billing statements against payroll deductions.
- Assists employees with any benefit claim issues or concerns.
- Administers the day-to-day transactions of the 401(k) plan and processes employee loans and applications.
Training and Development
- Schedules participants into training sessions.
- Tracks participants and training records.
- Enters training records into a database and maintains it.
- Tracks the implementation of the employee performance development plans (PDPs).
- Tracks the accomplishment of PDP goals.
- Advertises employee job openings first, internally, and then, externally, in keeping with company recruitment policies. Manages the logistics of the recruiting process.
- Writes newspaper classified ads and posts ads on the Internet in places appropriate to the open position including job boards, college career services offices, professional associations, and on the company's website.
- Sorts and reviews resumes as they arrive on a daily basis. Manages the flow of paper applications and manages the recruiting email box. Provides the first review of resumes. Maintains a filing system that retains qualified applications for one year.
- Schedules interviews for the hiring manager and Human Resources. Schedules additional interviews as needed.
- Mails out the candidate offer letter packet as requested and tracks return.
- Makes sure that the workspace, computer and other equipment, mailbox, and appropriate installed software are ready for the new employee's start day.
- Conducts new employee orientation.
- Prepares paperwork required for new hires and establishes personnel file.
- Assists the plant and front office with temporary staffing needs by contacting and working with the Temporary Staffing Agency.
- Conducts temporary employee orientation, creates time badges and tracks current temporary employees' attendance.
- Faxes time sheets to Temporary Staffing Agency weekly for payroll processing.
- Assists in the development and implementation of an employee handbook and new personnel policies and procedures.
- Files all compliance reports with the state and federal government including the EEO-1 report.
- Assists with the implementation and tracking of company safety and health programs.
- Is trained in and regularly practices backing up accounting and payroll.
- Participates in at least one salary survey per year.
- Participates on various committees to provide HR support and to monitor activities and completion of goals.
- Participates in planning and implementing various employee relations and employee satisfaction initiatives.
- Sorts mail and faxes; distributes to employee mailboxes.
- Assists with Board of Directors meetings: creates board packets, meets and greets arriving board members, orders lunches, makes reservations.
- Consolidates and emails out weekly management reports to managers.
- Coordinates executive travel plans and other arrangements as needed.
- Orders flowers and cards for employees for events such as illness, death in family, birth, graduation, and so on.
- Obtains VISAs and passports for employees needing to travel abroad.
- Assumes other duties as assigned by the HR Director or the CEO.
To perform the Human Resources Assistant job successfully, an individual must be able to perform each essential responsibility satisfactorily. These requirements are representative, but not all-inclusive, of the knowledge, skill, and ability required of the company Human Resources Assistant.
Human Resources Assistant Requirements
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
- Excellent computer skills, including Word and Excel in a Microsoft Windows environment.
- Effective oral and written communication skills.
- General knowledge of various employment laws and practices.
- Experience in administration of benefits and other HR programs.
- Excellent interpersonal skills.
- Skills in database management and record keeping.
- Able to exhibit a high level of confidentiality.
- Excellent organizational skills.
- Must be able to identify and resolve problems in a timely manner.
- Must be able to gather and analyze information skillfully.
Physical Demands of the HR Assistant's Job
These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Human Resources Assistant's job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the Human Resources Assistant's job.
While performing the responsibilities of the Human Resources Assistant's job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel and to manipulate keys on a keyboard.
The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl.
Vision abilities required for this job include close vision.
Work Environment for the HR Assistant's Job
While performing the responsibilities of the Human Resources Assistant's job, these work environment characteristics are representative of the environment the Human Resources Assistant will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the Human Resources Assistant's job.
While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and vehicles. The noise level in the work environment is usually quiet to moderate.
This job description is intended to convey information essential to understanding the scope of the Human Resources Assistant's position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position.
Education and Experience
- A Bachelor's Degree is required.
- One to two years of general business experience, Human Resources experience preferred.
Disclaimer: Please note that the information provided, while authoritative, is not guaranteed for accuracy and legality. The site is read by a world-wide audience and employment laws and regulations vary from state to state and country to country.
Please seek legal assistance, or assistance from State, Federal, or International governmental resources, to make certain your legal interpretation and decisions are correct for your location. This information is for guidance, ideas, and assistance.
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