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Human Resources Assistant Job Description...

Human Resources Assistant Job Description and Salary

Written by Gem Siocon

10 minutes read

A human resources assistant provides administrative support to the HR department and assists with various HR functions of an organization.

This article will discuss the roles and responsibilities of an HR assistant, the necessary skills to perform this job, the salary expectations, and tips on how to become one.

Contents
What is a human resources assistant?
Human resources assistant job description
Human resources assistant roles and responsibilities
Human resources assistant skills and qualification requirements
Human resources assistant salary
How to become a human resources assistant

What is a human resources assistant?

A human resources assistant, or HR assistant, is an essential asset to any organization’s human resources department. Their primary responsibility is to provide administrative support to HR supervisors and managers.

While they don’t make decisions related to hiring or firing, HR assistants are critical in ensuring that the department’s day-to-day operations are running smoothly. From scheduling interviews and maintaining filing systems to managing HR databases, these HR professionals are essential in helping the HR team stay organized and on top of their various responsibilities.

Human resources assistant job description

HR assistants are responsible for various administrative tasks, maintaining employee records, and helping with recruitment and payroll processes. They provide support in the following areas:

Recruitment and selection
Employee records and documentation
HR policies and procedures
Employee relations
Learning and development
Payroll and benefits administration
Employee data management and reporting
Compliance and legal requirements
Confidentiality and data protection.

On a typical day, HR assistants may perform the following tasks and duties:

Organize and manage employee records
Assists in the recruitment process
Addressing employee questions or concerns related to HR policies during onboarding
Updating employee handbooks
Assist in resolving employee conflicts
Assist in conducting employee surveys
Coordinate employee recognition activities
Schedule training sessions
Maintaining employee training records
Assist in the logistics of training programs
Assisting employees with benefits enrollment
Answering benefits-related questions
Ensure compliance with benefits regulations
Assist in the collection, organization, and analysis of HR data like employee demographics, turnover rates, and training KPIs to generate HR reports
Staying up-to-date on changes in employment laws
Help the legal department with compliance and legal audits
Maintain compliance-related documentation
Ensure employee data is handled and protected under applicable compliance laws.

An HR assistant is an entry-level or support position in midsize to large companies. They directly report to an HR supervisor or manager.

HR assistants perform various administrative responsibilities related to the management of employees. Additionally, they collaborate closely with HR managers, recruiters, and other HR professionals to support various HR initiatives and projects.

Human resources assistant roles and responsibilities

1. Recruitment support

Post job ads and vacancies on job boards and social media
Screen resumes and job applications
Schedule and coordinate job interviews
Assist in background and reference checks
Assist in preparing job offer letters
Provide support during recruitment activities like job fairs and career events.

2. Onboarding

Orient new hires to the organization
Take care of new hire paperwork and logistics – setting up designated workstations, computer logins, email addresses, etc.
Schedule one-on-one meetings to discuss company policies. Provide employee handbook
Serve as point person for all new employees’ inquiries.

3. Record-keeping

Maintain accurate and up-to-date employee records, including personal information, employment contracts, performance evaluations, and benefits documentation
Collect employment and tax information
Help during exit interviews and complete termination documentation.

4. Benefits administration

Manage compensation and benefit documentation.
Process payroll tasks, which include monitoring employee sick leaves and PTO
Resolve payroll errors
Answering payroll inquiries
Assist in performing benefits tasks like performing payroll/benefit-related reconciliations and audits and approving invoices for payments.

5. Compliance

Work with line managers and employees to process compliance service request
Maintaining compliance records and ensuring tracking tools are accurate and up to date to
Undertake administrative duties necessary to fulfill compliance tasks
Escalate and seek support from Compliance Specialist for help on complex compliance issues.

6. Performance management

Support in preparing and managing employee actions and other official documents related to performance improvement, reassignment, suspension, resignation, retirement, and employee exits.
Send separation notices to employees who are due for mandatory retirement
Assist in providing departing employees with check-out documents
Help in conducting exit interviews or termination meetings as required
Process all final and severance payments. Serve as the point of contact after separation.

7. Employee relations

Handles employee complaints and grievances
Receives incident reports from different business units
Works with the company’s legal department in preparation of the Notice to Explain and ensures the employee receives it
Arranges an administrative hearing and documents the minutes of the meeting
Prepares notice of decision and documentation
Track and keeps the company’s offense record.

Human resources assistant skills requirements

Skills and qualifications needed to perform human resource assistant duties vary according to the organization’s size and specific employees’ requirements. Here are some of the most common ones:

Skills requirements:

1. Attention to detail

This skill is critical because HR assistants typically manage large amounts of employee data. They should be trained to review and proofread their work and create a technique to spot and correct errors to avoid administrative and legal issues.

Attention to detail helps HR assistants identify potential issues or inconsistencies in employee records like employee contracts, benefits forms, and personnel records. By spotting these details, they can address problems proactively, contributing to a positive work environment and organizational efficiency.

2. Communication skills

HR assistants interact with employees across different departments on a daily basis, so having good communication skills is a necessity for the role.

3. Organizational skills

Organizational skills are critical for HR assistants because they are responsible for managing and maintaining various documentation and processes within the HR department.

For example, HR assistants should know how to handle multiple tasks simultaneously, such as managing employee records, scheduling interviews, coordinating training programs, and responding to employee inquiries.

Organizational skills also help human resources assistants to establish and maintain an organized filing system, making it easier to retrieve and update employee information whenever needed.

4. Technical skills

A human resources assistant must have strong technical skills as employee record-keeping and HR documents are often stored using HR software applications.

For instance, they should be able to use different tech tools for various HR activities like recruitment, payroll, benefits, and performance management, like ATS, HRIS, and payroll systems. They should also know the basic office tools like word processing to write or update employee documents or create slide sheets for training presentations. They should also know how to use email software to reply to employees’ email inquiries and schedule meetings between candidates and hiring managers.

5. Time management skills

Organizational and time management skills often go together. You can’t have efficient time management abilities if you are not organized or vice versa.

Because HR assistants often perform diverse tasks and projects, they should know how to manage time effectively. They should also know how to assess the importance and urgency of each task, prioritize them accordingly, and ensure that critical tasks are addressed promptly to prioritize tasks, allocate time efficiently, and meet deadlines. For example, they coordinate multiple calendars, manage room booking and monitor job interview schedules to ensure all parties involved are informed and prepared.

6. Interpersonal skills

Human resources assistants must have excellent interpersonal skills, and must ensure that confidentiality is maintained when managing employee information.

The HR department manages sensitive data like employee personal info, salary details and performance evaluations. It’s critical for HR assistants to properly store and protect employee and company data. Interpersonal skills contribute to workplace productivity and building strong and positive relationships to complete projects and achieve business goals.

Human resources assistant salary

Salary.com published that as of May 01, 2023, the average Human Resources Assistant pay in the United States is $45,045. The pay range is usually from $40,393 to $50,268, based on education, certifications, additional skills, and years of work experience.

The average pay also depends on location. According to Glassdoor, an HR assistant in Chicago is paid $52,906 annually, while their New York counterparts are expected to take home $51,543 annually.

On Payscale, the annual salary of HR Specialists in Chicago is $41,472 yearly, while their New York HR Assistant colleagues receive $46,404 yearly.

How to become a human resources assistant

To become an HR assistant, here are the required steps to follow:

Pursue a degree or professional HR certification

To apply for an HR assistant position, you will need a bachelor’s or at least an associate degree:

Bachelor’s degree in Business Administration: This 4-year course provides a complete foundation in business and management. You’ll gain expertise in business and organizational development. With this degree, you can acquire the knowledge to develop your business while making your employees effective and happy.
Associate degree in Business Administration: This 2-year diploma program delivers the basic educational requirements for an HR assistant job. Upon completion of this course, you can expect to have a basic understanding of business and management fundamental concepts.

Alternatively, professionals interested in pursuing a Human Resource Assistant career can earn extra credentials by enrolling in certification programs:

SHRM – Certified Professional Course: This course is ideal for individuals who perform general HR and HR-related duties at work. It requires an associate’s degree and at least three years of relevant HR experience. Someone with a bachelor’s degree and one year of HR experience can also enroll in this course, along with a passing grade on the 160-question exam.
HRCI – Professional in Human Resources: Earning this certification will help you understand the technical and operational knowledge of HR management. This course is for HR professionals with experience managing programs with tactical/logistical orientation. It emphasizes a practitioner’s operational responsibilities for the company’s HR department.
HR Generalist Certificate Program: Provides a solid foundational knowledge of various areas of HR. In this course, you’ll learn how to identify HR priorities, align people policies with business growth, and increase HR’s strategic values with effective processes and governance. You’ll acquire various skills to manage vital administration, navigate difficult conversations, manage HR budgets, and more.

Gain relevant experience

Companies also require candidates applying for HR assistant roles to have relevant work experience. The following jobs are helpful when aiming for the HR assistant positions:

Administrative assistant: Earn clerical and administrative experience which includes creating, organizing and distributing files and documents, answering phone calls and
Executive assistant: Manage administrative tasks for the company’s top executives. You’ll hone your communication skills as well as organizational skills by scheduling meetings corresponding to emails and memos and interacting with visitors.

Develop your HR skills

Look for ways to develop and improve these skills using the following approaches:

Participating in workshops or seminars: Learn from industry experts, gain insights into emerging HR trends and best practices, and network with professionals in the field. These interactive sessions often include case studies, group discussions, and practical exercises that allow you to apply HR concepts in real-world scenarios.
Volunteering for HR-related projects: Receive hands-on experience and exposure to different aspects of HR, which involves assisting with employee engagement initiatives, participating in recruitment drives, contributing to HR process improvements, or supporting HR technology implementations.
Internships/Apprenticeships: Experience working with seasoned HR professionals who can guide and mentor you. Their expertise and feedback can help you refine your skills, learn industry best practices, and gain insights into the nuances of HR decision-making.

Using these upskilling methods allows you to interact with professionals from various levels of the organization, including HR managers, recruiters, and employees. Building relationships with these individuals can expand your professional network and potentially lead to future employment or references.

Moreover, by completing internships or apprenticeships, you gain confidence in your HR skills and abilities. The practical experience and positive feedback received during these activities can boost your self-assurance, which is valuable as you transition into a full-time HR role.

Apply and prepare for Human Resources Assistant positions

Once you have acquired the necessary knowledge and experience, it’s time to pursue your goal of becoming an HR assistant.

To prepare you for the role, document all those relevant experiences in your resume. Highlight the credentials you have that match the employer’s requirements. List your hard and soft skills that relate to HR.

For example, suppose the employer requires exposure to recruitment activities. You can write down that you’ve participated in your company’s HR initiative to recruit 50 sales personnel to fill the company’s store locations across California.

You’ll also need to prepare for the HR assistant job interview to increase your chances of getting hired. Ahead of time, you need to anticipate the type of HR assistant interview questions recruiters will ask so you can be ready to provide the correct responses.

Key takeaways

Human resource assistants provide administrative support to the human resources department and assist with various HR functions of an organization. It is an entry-level position, and they directly report to an HR supervisor or manager.
HR assistants provide support for the following HR functions: recruitment, onboarding, record-keeping, benefits administration, compliance, performance management, and employment relations.
HR assistants should have the following skills to be successful in their role: attention to detail, communication skills, technical skills, organizational skills, time management, and interpersonal skills.
To become an HR assistant, here are the required steps to follow: (1) gain a degree or professional HR certification, (2) gain relevant experience, (3) develop HR skills, (4) apply and prep for HR Assistant positions.

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