Human Resources Assistant Job Description: What Does an HR Assistant Do?
What do Frodo Baggins, Batman, and Han Solo have in common? They each have a fantastic sidekick – Samwise Gamgee, Robin, and Chewbacca – without whom they wouldn’t have been the victorious heroes we know them as. The same thing goes for HR managers and their HR assistants.
A Human Resources Assistant plays a critical role in the HR team by managing administrative tasks and providing support across various HR functions.
This article breaks down the HR Assistant role, covering essential skills, core responsibilities, salary insights, and practical advice for starting a career in this position. Let’s dive in!
Contents
What is a Human Resources Assistant?
Sample Human Resources Assistant job description
Human Resources Assistant salary
A day in the life of a Human Resources Assistant
Human Resources Assistant job post example
How to become an HR Assistant
FAQ
What is a Human Resources Assistant?
A Human Resources Assistant, or HR Assistant, provides (administrative) support to HR supervisors and managers. As such, they are an essential asset to any organization’s Human Resources department.
Their responsibilities include handling administrative tasks, maintaining employee records, and assisting with recruitment and payroll processes.
While they don’t make decisions about hiring or firing, HR Assistants play a key role in keeping the department’s daily operations running smoothly.
HR Assistant quick facts
According to Zippia.com, in the U.S.:
- There are over 418,000 HR Assistants currently employed
- The average age of a Human Resources Assistant is 42 years
- Women make up 84.5% of HR Assistants, while men account for 15.9%
- HR Assistants are 41% more likely to work in private companies than in public ones.
Sample Human Resources Assistant job description
Let’s take a look at the key components of an HR Assistant’s job description, from the job overview to the roles and responsibilities that come with it and some of the required skills and qualifications.
Job overview
HR Assistants are vital in helping the HR team stay organized and on top of their various responsibilities. As such, they provide support in many different areas, including:
- 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.
Typically, an HR Assistant is an entry-level or support role in midsize to large companies, reporting directly to an HR supervisor or manager.
As we’ll see below, HR Assistants handle a variety of administrative tasks related to employee management. They also work closely with HR managers, recruiters, and other HR professionals to support HR initiatives and projects.
HR Resources Assistant roles and responsibilities
An HR Assistant’s specific duties can vary depending on factors such as the level of process automation, the organization’s size, and the structure of the HR department. Common responsibilities often include:
1. Recruitment support
- Post job ads on job boards and social media platforms
- Screen resumes and job applications
- Assist with background and reference checks
- Help prepare job offer letters
- Support recruitment events, such as job fairs and career expos.
2. Onboarding
- Ensure the preboarding process goes smoothly
- Conduct new employee orientation sessions
- Take care of new hire paperwork and logistics, such as setting up designated workstations, computer logins, email addresses, etc.
- Schedule meetings to discuss company policies and provide the employee handbook
- Serve as the primary point of contact for new employee inquiries.
3. Record-keeping
- Maintain accurate and up-to-date employee records, including personal details, employment contracts, performance evaluations, and benefits documentation
- Collect and organize employment and tax information
- Assist with exit interviews and finalize termination documentation.
4. Benefits administration
- Manage compensation and benefits documentation
- Process payroll tasks, including employee sick leave and PTO
- Resolve payroll errors and respond to related inquiries
- Assist with payroll and benefits reconciliations, audits, and payment approvals.
5. Compliance
- Work with line managers and employees to process compliance service requests
- Maintain accurate compliance records and tracking tools
- Undertake administrative duties necessary to fulfill compliance tasks
- Escalate complex issues to Compliance Specialists when needed.
6. Performance management
- Support in preparing and managing performance improvement plans, reassignments, suspensions, resignations, retirements, and employee exits
- Send separation notices to employees who are due for mandatory retirement
- Provide departing employees with necessary documentation and process final or severance payments
- Act as the point of contact for post-separation queries.
7. Employee relations
- Handle employee grievances and complaints
- Collect and process incident reports from various business units
- Collaborate with the legal department to prepare Notices to Explain and ensure delivery
- Arrange an administrative hearing and document the minutes of the meeting
- Prepare and deliver notices of decisions and maintain company offense records.
HR Resources Assistant skills and qualifications
The skills and qualifications needed to perform the various Human Resources Assistant duties vary depending on the organization’s size and requirements. Some of the most common ones include:
1. Attention to detail
This skill is critical because HR Assistants typically manage large amounts of employee data. Therefore, they should be trained to review and proofread their work and develop a technique for spotting and correcting errors to avoid administrative and legal errors.
Attention to detail also helps HR Assistants identify potential issues or inconsistencies in employee records like employment contracts and benefits forms. By spotting these details, they can address problems proactively and contribute to a positive work environment and organizational efficiency.
2. Communication skills
HR Assistants interact with employees across different departments daily, so good communication skills (i.e., active listening, empathy, verbal and written communication skills, etc.) are a necessity for the role.
3. Organizational skills
Organizational skills are critical for managing the diverse documentation and processes within the HR department.
For example, HR Assistants need to juggle tasks like maintaining employee records, scheduling interviews, coordinating training programs, and addressing employee inquiries. A well-structured filing system also helps them retrieve and update information efficiently.
4. Technical skills
Proficiency with technology is essential for HR Assistants, as much of their work involves using HR software for tasks like recruitment, payroll, benefits, and performance management.
They should be familiar with tools such as Applicant Tracking Systems (ATS), Human Resource Information Systems (HRIS), and payroll software. Additionally, basic office tools like word processors, email platforms, and scheduling software are fundamental. While some tasks may be automated, HR Assistants should remain adept at using these tools when necessary.
5. Time management skills
Organizational and time management skills often go hand in hand. After all, you can’t have efficient time management abilities if you are not well-organized or vice versa.
Since HR Assistants often manage diverse tasks and projects, they should know how to handle them effectively. They should also learn how to assess the importance and urgency of each task, prioritize them accordingly, and ensure that critical tasks are addressed promptly.
For example, they coordinate multiple calendars, manage room bookings, and monitor job interview schedules to ensure all parties are informed and prepared.
6. Interpersonal skills
Human Resources Assistants must have excellent interpersonal skills and maintain confidentiality when managing employee information.
The HR department manages sensitive data such as employee personal information, 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
The average salary for a Human Resources Assistant in the United States is around $47,500, according to Salary.com. Salaries typically range from $38,400 to $58,000, depending on factors such as education, certifications, additional skills, and years of experience.
Location also plays a significant role in determining pay. For instance, Glassdoor reports that HR Assistants in Chicago earn an average annual salary of $55,000, while those in New York take home approximately $59,000 per year.
In Europe, salaries vary widely by country and city. According to Salary Expert, HR Assistants in Germany earn an average of €45,000 annually. Meanwhile, Glassdoor estimates that HR Assistants in Barcelona, Spain, receive a total annual pay of about €26,200.
A day in the life of a Human Resources Assistant
Here’s a snapshot of what a typical day might look like for a Human Resources Assistant. Keep in mind that daily activities can vary depending on the time of year, your experience level, availability, and the organization’s size and industry.
Morning
Start your workday by reviewing your emails and to-do list and preparing for upcoming meetings. If your team holds daily stand-ups, that’s likely your first meeting.
After that, you’ll address any questions or concerns about HR policies that new hires have brought up during their onboarding. Afterward, you focus on updating the employee handbook and organizing employee records to ensure everything is accurate and up-to-date.
Lunch today includes a lunch-and-learn session, where a colleague from the Legal department shares insights on recent developments in employment laws, helping you stay informed about key legislative updates. You follow this with a quick walk outside with a couple of colleagues.
Afternoon
After lunch, you have some time to work on a few items on your to-do list. You assist a small group of employees with their benefits enrollment and answer any benefits-related questions they may have.
Later in the afternoon, you meet with a colleague from the Legal department to discuss how best to support compliance efforts and legal audits.
Before wrapping up your day, you spend time reviewing and ensuring the company complies with benefits regulations. Once everything is in order, you head home, knowing you’ve contributed to the smooth operation of the HR department.
Human Resources Assistant job post example
Here’s what a sample HR Assistant job post (template) could look like.
How to become an HR Assistant
If you’re aspiring to become an HR Assistant, these steps can help guide your journey:
1. Pursue a degree or professional HR certification
Most HR Assistant roles require a Bachelor’s or associate degree:
- Bachelor’s degree in Human Resources Management: This 4-year program focuses on HR-specific topics, such as talent acquisition, labor laws, employee relations, and organizational strategy, offering a strong foundation for HR roles.
- Bachelor’s degree in Business Administration: A comprehensive 4-year program covering business and management principles, including organizational development and strategy.
- Associate degree in Business Administration: This 2-year program delivers the basic educational requirements for an HR Assistant position. Upon completing this course, you can expect to have a basic understanding of fundamental business and management concepts.
Alternatively, professionals interested in pursuing a Human Resources Assistant career can earn extra credentials by enrolling in a dedicated certification program:
- 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 or logistical orientation. It emphasizes a practitioner’s operational responsibilities for the company’s HR department.
- 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. However, 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.
- AIHR – HR Generalist Certificate Program: This program provides a solid foundational knowledge of various areas of HR. It teaches people to identify HR priorities, align HR policies with business growth, and increase HR’s strategic values with effective processes and governance. Students will acquire various skills to manage vital administration, navigate difficult conversations, manage HR budgets, and more.
2. Gain relevant experience
Companies often also require candidates applying for HR Assistant roles to have (some) relevant work experience. Roles such as these can provide valuable exposure:
- Administrative Assistant: Develop skills in organizing documents, managing communications, and handling general office tasks.
- Executive Assistant: Hone organizational and communication abilities while supporting senior executives, including scheduling, email correspondence, and visitor interactions.
3. Develop your HR skills
Look for ways to develop and improve your HR skills using the following approaches:
- Participate 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.
- Volunteer for HR-related projects: Receive hands-on experience and exposure to different aspects of HR involving, for example, assisting with employee engagement initiatives, participating in recruitment drives, contributing to HR process improvements, or supporting HR technology implementations.
- Internships/apprenticeships: Work alongside experienced HR professionals who can provide mentorship and practical insights. These experiences can refine your skills, expand your network, and help build confidence as you transition into a full-time HR role.
Using these upskilling methods allows you to interact with professionals from various levels of an 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, completing internships or apprenticeships can help you gain confidence in your HR skills and abilities. The practical experience and positive feedback you receive during these activities can boost your self-assurance, which is valuable as you transition into a full-time HR role.
4. Apply and prepare for Human Resources Assistant positions
Once you’ve built the necessary skills and experience, it’s time to start applying for roles.
To prepare for the recruitment and selection process, you can document all the 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 share that you participated in your company’s HR initiative to recruit fifty salespeople 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 will need to anticipate the type of Human Resources Assistant interview questions a recruiter or hiring manager will ask you so you can make sure to blow them away with your responses.
A final word
An HR Assistant is what Robin is to Batman: an invaluable source of support for the HR team. While their role primarily involves administrative tasks, they also contribute to key HR functions like recruitment, onboarding, performance management, and employee relations.
FAQ
A Human Resources Assistant is an entry-level professional who provides administrative support to the HR department, assisting with tasks such as employee records management, recruitment, and benefits coordination.
The responsibilities of an HR Assistant will vary depending on the organization. Typical Human Resources Assistant job duties include organizing and managing employee records, assisting in the recruitment process, answering benefits-related questions, assisting in the logistics of training programs, and coordinating employee recognition activities.
Key skills for this role include strong communication and interpersonal abilities, attention to detail, technical proficiency, administrative skills, and excellent organizational and time-management capabilities.
Working as a Human Resources Assistant can be a rewarding role, particularly if it aligns with your skills, interests, and career aspirations. It’s a strong entry point into the HR field with opportunities for growth and development.
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