Human Resource Assistant

Summary: The Human Resources Assistant provides administrative and operational support to the Human Resources function and helps ensure efficient day-to-day HR operations. This role assists with recruiting, onboarding, employee communications, HRIS support, benefits administration, personnel recordkeeping, and general employee support. The Human Resources Assistant plays a key role in maintaining accurate records, supporting employees and managers, and ensuring HR processes are completed timely and professionally.

Essential Functions and Basic Duties

• Maintain, organize, and file employee personnel records and HR documentation.
• Support day-to-day HR administrative tasks and special projects.
• Assist with employment verification requests.
• Prepare and distribute monthly employee birthday and work anniversary lists.
• Order business cards and coordinate employee recognition or sympathy gifts for life events such as births, deaths, and other significant milestones.
• Provide administrative support throughout the recruitment and hiring process.
• Support onboarding activities and help ensure all pre-employment and new hire steps are completed before start date.
• Enter new hire and employee information into HR-related systems such as HRIS, onboarding, and training platforms.
• Track onboarding checklists and follow up to ensure completion of required documentation and tasks.
• Serve as backup support for onboarding administration and may assume greater ownership of onboarding over time.
• Assist with maintaining accurate employee records in the HRIS and related systems.
• Update employee records, status changes, and other personnel information.
• Track paid time off (PTO) balances and support reporting needs.
• Assist employees with self-service changes and system navigation.
• Help troubleshoot HRIS-related issues and serve as a point of contact for basic system support.
• Assist with employee announcements, reminders, and general HR communications.
• Support employee engagement and recognition initiatives, including tracking participation in employee recognition programs.
• Assist with communication and coordination related to company programs and HR initiatives.
• Support employee benefits enrollment and changes, including medical, dental, vision, voluntary benefits, and retirement plans.
• Coordinate with employees regarding benefits enrollment and eligibility.
• Assist with annual open enrollment communication and administration.
• Ensure timely and accurate entry of employee benefit information into applicable systems.
• Request and distribute Certificates of Insurance (COIs) for customers as needed.
• Coordinate miscellaneous employee and business support requests as assigned.
• Assist the HR Manager or leadership team with additional administrative and operational HR duties.

Performance Measurements

Performance in this role will be measured by the employee’s ability to:

• Maintain accurate, organized, and up-to-date employee files and HR records.
• Complete assigned HR administrative tasks with a high degree of accuracy and confidentiality.
• Support recruiting efforts by posting jobs, coordinating interviews, and assisting with candidate communications in a timely manner.
• Ensure onboarding steps are completed fully and on time prior to new hire start dates.
• Maintain employee data accurately in the HRIS and related systems.
• Process benefits-related entries and employee changes promptly and correctly.
• Provide timely and professional responses to employee questions and HR-related requests.
• Support employee communication initiatives effectively and consistently.
• Demonstrate reliability, follow-through, and strong organizational skills in managing multiple priorities.
• Maintain confidentiality and professionalism when handling sensitive employee information.

Required Knowledge and Experience

• High school diploma or equivalent required; Associate’s degree or coursework in Human Resources, Business Administration, or a related field preferred.
• Minimum of 1–3 years of administrative, office support, or human resources experience preferred.
• Experience supporting recruiting, onboarding, benefits administration, or employee records management preferred.
• Familiarity with HRIS systems, employee databases, or payroll/benefit platforms preferred.
• General understanding of HR office practices, confidentiality standards, and employee documentation requirements preferred.

Skills and Abilities

• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong verbal and written communication skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and Teams.
• Ability to learn and navigate HRIS, onboarding, benefits, and communication platforms.
• Strong customer service mindset with the ability to interact professionally with employees, candidates, managers, and vendors.
• Ability to work independently while also collaborating effectively with the HR Manager and leadership team.
• Ability to follow established processes while adapting to changing business needs.

Competencies

• Confidentiality and Trust
• Attention to Detail
• Organization and Planning
• Communication
• Customer Service / Employee Support
• Initiative
• Adaptability
• Teamwork and Collaboration
• Technical Proficiency