Human Resources Assistants assist HR Managers and other HR specialists by completing a series of administrative tasks, such as: documenting grievances, terminations and absences, evaluating and reporting employee performance, and tracking compensation and benefits information.
The HR Assistant might also take part in the following activities: recruitment, training and development activities, labour relations, and budget administration and tracking.
Here’s a non-exhaustive list of common tasks Human Resources Assistants are required to complete.
- Processing accurate information that will support the management team:
- Verifying and registering documentation related to personnel activities, such as staffing, recruitment, training, grievances, performance evaluations and classifications; and
- compiling, preparing and updating reports and documents related to personnel activities (as listed above).
- Assisting with the recruitment process:
- Posting job openings;
- gathering information on new applicants;
- assisting in screening and rating of applicants;
- scheduling job interviews and assisting in interview process;
- administering and scoring employment tests (e.g. keyboarding and proofreading tests);
- ensuring background and reference checks are completed; and
- following up with candidates.
- Assisting with the new hire process:
- Preparing new employee files;
- overseeing the completion of compensation and benefits documentation;
- orienting new employees to the organization;
- administering new employment assessments; and
- serving as a point person for all new employee questions.
- Assisting with maintaining grievance and employee records:
- Performing file audits to ensure that all required employee documentation is collected and maintained;
- maintaining records related to grievances, performance reviews, and disciplinary actions; and
- completing termination paperwork and assisting with exit interviews.
- Assisting with payroll and benefits administration:
- Processing payroll;
- tracking vacation and sick time;
- answering payroll questions;
- performing payroll audits and recommending any corrective action;
- participating in claim resolutions, reconciling benefits statements, and approving invoices for payment; and
- updating and maintaining employee benefits, employment status, and similar records.
- Assisting with internal event organization and coordination, including recreational events and training activities.
- Handling travel arrangements for company executives.
- Providing customer service to organization employees (e.g. answering questions and written inquiries).
- Processing incoming mail and phone calls.
- Creating and distributing documents.
- Updating and entering data.
- Serving as a point of contact with benefit vendors/administrators.
- Setting appointments and arranging meetings.
- Preparing and compiling reports and spreadsheets.
The average Human Resources Assistant salary is $38,085 per year or $20 per hour. This is around 1.2 times more than the Median wage of the country. Entry level positions start at $27,000 while most experienced workers make up to $53,000. These results are based on 119 salaries extracted from job descriptions.
- Interpersonal and communication skills:
- Communicating clearly, both in writing and verbally, in order to create a clear and communicative environment with employees, members of the HR management team, and during group presentations and meetings; and
- displaying strong customer service skills and be a demonstrated team player.
- Organizational and time management skills:
- Prioritizing and planning work activities as to use time efficiently while managing a high volume, diverse workload; and
- multitasking; being able to work in a dynamic, fast-paced environment.
- Analytical and problem-solving skills:
- Effectively reading and interpreting information;
- presenting numerical data in a resourceful manner;
- skillfully gathering and analyzing information; and
- identifying issues and resolving problems in a timely manner.
- Strong attention to detail:
- Being able to accurately and thoroughly monitor work for quality;
- ensuring standard specifications are met, including high-level proofreading;
- entering and reviewing data efficiently and accurately; and
- staying focused during highly repetitive tasks.
- Administrative skills:
- Demonstrated computer proficiency in Microsoft Office Suite;
- well-developed skills in researching using the Internet;
- experience in creating organizational charts, reports and other documents; and
- experience in note-taking during meetings.
HR Assistants should also be dependable, able to follow instructions, respond to management direction, and must be able to improve performance through management feedback. They should also be able to work with little supervision and are sometimes expected to be highly motivated self-starters.
Aside from the skills listed above, HR Assistants are sometimes required to have work experience in an administrative setting (usually between 1 and 3 years).
Most HR Assistant jobs are entry-level jobs and require applicants to have completed a college degree in Human Resources, Labour or Industrial Relations. Undergraduate degrees in areas such as Finance and Business Administration might also be acknowledged as an equivalent educational background.
Any higher level of education is often recognized as experience and will eventually allow candidates to apply for higher positions.
In Canada, an additional certification is available for HR professionals and is sometimes required when applying for certain HR positions. The Chartered Professional in Human Resources (CPHR) designation ensures that HR professionals across the country all meet the same national standards of excellence in terms of HR management policies and practices.