What Does A HR Administrative Assistant Do?

WHAT DOES A HR ADMINISTRATIVE ASSISTANT DO?

Updated: July 14, 2025 - The Human Resources (HR) Administrative Assistant supports recruitment and onboarding while ensuring compliance with federal and affirmative action requirements. This role maintains HR records, assists with payroll and benefits, and helps coordinate employee programs and events. The assistant also addresses HR inquiries and facilitates communication between employees and management.

A Review of Professional Skills and Functions for Human Resources Administrative Assistant

1. HR Administrative Assistant Duties

Data Management: Enter and maintain employee personal and employment data in the human resource information system (HRIS)
File Maintenance: Maintain associated personnel files
Invoice Processing: Prepare new employee files, process invoices, and ensure all are paid promptly
Performance Tracking: Process and maintain hourly and salary performance reviews
Clerical Support: Act as a clerical resource to the HR Manager and Senior HR Representative, fulfilling general clerical duties
Issue Resolution: Interact independently with external department managers and staff to resolve HR issues
Administrative Assistance: Provide administrative assistance to external department managers
Badge Assignment: Assign security badges (replacement for worn or lost)
Badge Coordination: Coordinate the issuance of ITAR badges
Meeting Documentation: Process toolbox communication meeting minutes and post bulletin board notices
Disciplinary Tracking: Process and track disciplinary notices and maintain paper and electronic accountability records for each
Reporting Support: Manage tasks in support of AAP, Wage and Salary Planning, EEO, Veteran Affairs, and other diverse HR-related reporting and planning processes

2. HR Administrative Assistant Details

Payroll Monitoring: Monitor daily payroll reports and communicate with employees and managers to get timesheets corrected
Payroll Processing: Process bi-weekly payroll for over 300+ employees, including payroll-related financial reporting, ensuring compliance with CA Payroll Laws
Record Management: Prepare and update employment records related to hiring, transfers, promotions, and terminations
Report Generation: Create and provide month-end reports (Headcount, SHEBBA, OCA) to the business
Regulatory Compliance: Maintain compliance with federal, state, local employment, and benefit laws and regulations
I-9 Maintenance: Ensure I-9 files are kept up to date and completed accurately with proper document verification
Metrics Tracking: Participate in the design, implementation, and tracking of value-added HR metrics
Onboarding Coordination: Coordinate employee onboarding and offboarding activities
Recruitment Support: Support recruitment efforts such as candidate screening, interview scheduling, communication, reference checks, and related processes
Process Improvement: Recommend new approaches, policies, and procedures to improve efficiency within the HR department
Relationship Management: Establish and maintain positive relationships with employees and managers at all levels while maintaining strict confidentiality
Benefits Administration: Assist in administering and maintaining benefit programs, including the open enrollment process
Payroll Records: Record employee information such as exemptions, transfers, and resignations to maintain updated payroll records
Paycheck Distribution: Process and distribute employee paychecks and earnings statements
Payroll Accuracy: Ensure all payroll functions are completed bi-weekly, including paychecks, cash transfers, tax deposits, PTO and vacation accruals, and tax forms
File Maintenance: Maintain personnel files and records
Event Facilitation: Facilitate Corporate Social Responsibility events
Initiative Tracking: Plan, communicate, and track company-wide initiatives
Leave Administration: Administer leave of absence programs, including short- and long-term disability and workers' compensation

3. HR Administrative Assistant Responsibilities

Invoice Handling: Handle HR, Accounts Payable, and Accounts Receivable invoices
Mail Coordination: Coordinate mail-related activities
Event Management: Lead, prepare, and organize office events
Benefits Support: Handle benefits billing and support various benefits tasks
Visa Support: Support expatriate and visa-related activities
Audit Assistance: Provide audit support in line with guidelines
Employee Support: Provide general support to all employees in the Main Office
Training Coordination: Organize and schedule introductory trainings to help new employees integrate quickly
Recruitment Assistance: Support the Talent Acquisition team with activities such as interview scheduling and job fair representation
Regulation Awareness: Keep up to date with changing requirements
Process Improvement: Streamline processes to improve HR team efficiency
System Transactions: Perform transactions in different HR systems
Attendance Compliance: Maintain an acceptable attendance record to ensure timely work completion

4. HR Administrative Assistant Job Summary

Onboarding Support: Assist the new hire with onboarding paperwork organization
Job Posting: Assist with the posting of new job ads
Applicant Screening: Evaluate applicants and candidates at the early stages of the selection process
Interview Coordination: Conduct phone screens and schedule candidates for video or in-person interviews
Phone Handling: Answer phones and assist with general inquiries in a professional and courteous manner
HR Coordination: Coordinate with the brand HR team to onboard new hires
Background Checks: Assist with initiating background checks for new hires
Reference Verification: Conduct reference checks before issuing a verbal offer of employment to the candidate
License Tracking: Maintain and track individual Surveillance Investigator licensing
Project Assistance: Assist the Managing Partner with projects
Supply Management: Manage and ensure office equipment is stocked appropriately

5. HR Administrative Assistant Accountabilities

Employee Support: First point of contact within the HR team, answer employee questions about HR-related issues and assist with triaging and navigating employee inquiries
Process Management: Manage end-to-end HR processes from hire to termination for all MTA staff, including drafting offer letters, managing new hire orientation, HRIS data entry, processing changes, and coordinating exit interviews
Record Maintenance: Maintain electronic and paper records for current and former employees, union grievances, negotiations, plan documents, contracts, and benefit administration files
Document Preparation: Proofread and format draft memos, reports, and prepare final documents including confidential materials related to labor relations and employee discipline
Confidential Handling: Take confidential notes and gather confidential files/binders
Project Participation: Participate in ongoing HR projects as directed by the HR Director
Metrics Reporting: Create regular reports and presentations on HR metrics (e.g., turnover rates, applicant sources) under the HR Director’s direction
Payroll Coordination: Work with HR staff to provide payroll-related information to the Finance and Accounting team
Data Disclosure: Provide confidential employee payroll-related information to Finance and Accounting staff
Bargaining Support: Take confidential notes during bargaining sessions with staff unions, including late-night meetings
Union Documentation: Take confidential notes for union grievances, negotiations, and related records
Records Handling: Maintain plan documents, contracts, and other HR and legal records
Meeting Documentation: Take detailed, confidential notes during investigatory, grievance, and collective bargaining meetings
Notice Distribution: Distribute notices (both electronic and paper) to employees and former employees
Calendar Management: Manage the HR Director’s calendar, which includes confidential or sensitive matters, and schedule in-person and virtual meetings

6. HR Administrative Assistant Functions

Administrative Duties: Responsible for assisting management with various admin duties
Call Handling: Answer phones and direct calls to the appropriate department/person
Office Coordination: Order office supplies, coordinate lunches, arrange meetings, etc.
Front Desk: First point of contact for any visitors in the office, mail/package delivery, etc.
Appointment Scheduling: Schedules and coordinates appointments
Employee Onboarding: Welcomes new employees to the organization by assisting with orientation materials
Data Reporting: Submits employee data reports by assembling, preparing, and analyzing data
Information Updating: Maintains employee information by entering and updating employment and status-change data
Secretarial Support: Provides secretarial support by entering, formatting, and printing information
Work Organization: Organizing work, answering the telephone, relaying messages, maintaining equipment and supplies
Information Confidentiality: Maintains employee confidence and protects operations by keeping human resource information confidential
Service Quality: Maintains quality service by following organization standards
Team Contribution: Contributes to team effort by accomplishing related results

7. HR Administrative Assistant Job Description

HR Support: Provide administrative support for the HR Department within a Civil Engineering and Design firm
Client Reception: Greet clients, answer and appropriately direct incoming calls, and manage daily office operations
New Hire Coordination: Coordinate onboarding of new hires with a focus on detail and organization
Office Management: Oversee the purchase of office supplies and manage overall front office activities
Travel Arrangements: Make travel and conference reservations
Inquiry Response: Respond to inquiries and informational requests
Package Preparation: Prepare FedEx, UPS, and other express carrier shipments
Benefits Guidance: Work with employees and the Benefits and Wellness Team to promote understanding and usage of available benefits
Program Administration: Assist in managing employee benefits programs including health, dental, vision, disability, and life insurance
HRIS Maintenance: Maintain employee benefit records in the HRIS, ensuring accurate benefit changes and payroll deductions
Invoice Reconciliation: Verify and reconcile monthly group insurance plans and submit premium invoices for payment approval
Orientation Support: Support the Benefits and Wellness team in presenting information and answering benefits-related questions during New Hire Orientation

8. HR Administrative Assistant Overview

Onboarding Support: Assists with new hire onboarding by preparing and providing new hire packets
Preboarding Communication: Communicating with the new hire before the start
Orientation Delivery: Conducting first day orientation to ensure new employees complete paperwork and understand the benefits and company policies
Paperwork Review: Reviews new hire paperwork for completion, completes forms for data entry, and submits for processing
I-9 Compliance: Reviews I-9 documents and submits through E-Verify, tracks files requiring reverification, performs regular audits and record retention
Timekeeping Maintenance: Maintains Kronos time and attendance system by entering status changes, auditing timesheets, and assisting users
Payroll Processing: Processes the Kronos file for payroll, including timesheet validation, file uploads, audit report creation, and correction file processing
Ticket Management: Triages and manages inquiries within the HR ticketing portal (JIRA)
Data Changes: Creates SAP data changes and position change forms for transactions
Employee Support: Researches and responds to employee questions or concerns (policies, benefits, payroll, time, etc.)
Reimbursement Processing: Processes safety shoe reimbursements and badge requests
Mail Handling: Opens and distributes incoming mail
Mail Tracking: Tracks and coordinates returned mail using online tools to research missing participants
Verification Support: Assists with processing employment verifications and unemployment claims
Report Execution: Executes standard reports for ongoing needs (rosters, headcount, attendance, etc.)
Report Development: Collaborates with the HRIS team to develop new or more complex reports

9. HR Administrative Assistant Details and Accountabilities

Administrative Support: Complete administrative tasks as assigned by the HR Manager to support the HR role and other functional areas including Payroll, Safety, and field operations
Document Preparation: Prepare Word and PDF documents (with correct formatting and grammar), Excel spreadsheets, PowerPoint presentations, and Visio org charts
Inbox Management: Monitor and maintain the HR inbox and calendar
Meeting Setup: Set up HR conference calls, webinars, or meetings
Meeting Facilitation: Assist in hosting or facilitating sessions
Note Taking: Serve as a scribe or note-taker in meetings, including confidential ones
Audit Support: Assist with HR audits (e.g., I-9, LOA, Handbooks, AAP)
Confidential Filing: Follow recordkeeping policies and best practices for filing electronic and paper-based documents
File Maintenance: Audit and maintain employee files
Folder Creation: Create file folders and labels
I-9 Processing: Process, maintain, audit, and correct I-9 documents
Compliance Tracking: Track compliance, performance, and training activities
Document Routing: Prepare, route, collect, and file signed documents and acknowledgements
Outreach Assistance: Assist with outreach campaigns such as Diversity, Veteran, Disability, Collegiate, and Job Fairs
Recruiting Support: Assist with recruiting efforts
Applicant Monitoring: Monitor applicants and prepare profiles for manager review
Applicant Tracking: Track, disposition, and file applicant information
Offer Preparation: Prepare offer paperwork, process background checks, and organize new hire documentation
Onboarding Support: Assist with onboarding and new hire orientation
Job Description: Assist with creation, distribution, collection, and maintenance of job descriptions
Leave Administration: Assist with Leave of Absence and Injury-related processes
Record Organization: Prepare informational packets, track calendars, and audit files
Independent Work: Work independently after training with minimal supervision
Assignment Improvement: Ask relevant questions and recommend improvements to tasks
Task Management: Maintain strong organization and professionalism under tight deadlines
Policy Compliance: Comply with all company policies, procedures, and safety protocols
Ethical Conduct: Follow EMCOR’s Values, Business Code of Conduct, and Ethics
HR Knowledge: Stay current on HR trends and employment laws
Manager Backup: Serve as backup for the HR Manager for compliance, paperwork, and file requests

10. HR Administrative Assistant Tasks

Email Response: Utilizing customer service and a friendly attitude, reading and responding to employee email inquiries to HR shared mailboxes, and triaging questions to the appropriate person to respond
Audit Support: Working with the compliance team on ConnectiveRx audit requirements, including tracking down and forwarding documentation and employee records
Dayforce Entry: Data entry into Dayforce HRIS to process transfers and employee changes
System Entry: Data entry into Manage Engine IT service desk regarding employee access and equipment needs
Project Support: Work with HR Leadership on projects and programs and other assignments
Visa Administration: Administering Visa sponsorships for employees and new hires, communicating with the legal team
Team Backup: Acting as backup during PTO or high-volume times for recruiting and onboarding, benefits and leave admin team, employee relations associates, with the ability to quickly learn HRIS processes
Travel Booking: Booking travel and reserving meetings
Meeting Coordination: Coordinating onsite meetings including catering
Issue Resolution: Working with other departments like reception, IT and facilities on office and employee issues
Internal Communication: Sending communications to other employees in the organization including management team members
Verification Response: Responding to employment verifications for employment information and loan requirements

11. HR Administrative Assistant Roles

Executive Support: Perform diversified and confidential administrative duties for department head and senior leadership direct reports, utilizing broad experience, skill and knowledge of organization policies and practices
HR Communication: Perform communications activities at the direction of HR
Content Delivery: Includes internal emails, organizational announcements, digital signage, company hub, and HR activity-related updates to team and business stakeholders
Insights Reporting: Run various employee and workforce insights reports with the ability to summarize and report out HR specific measures
Relationship Building: Build effective relationships and work closely with internal partners to perform key tasks
Calendar Management: Manage an effective calendaring system and look for opportunities to enhance efficiencies
Schedule Adjustment: Make last-minute calendaring decisions based on priority and business needs using sound judgment
Meeting Planning: Schedule and organize meetings including and/or for direct reports such as booking training rooms, posting materials to SharePoint, and sending pre-reads to participants
Onboarding Coordination: Plan and coordinate onboarding activities
Chart Maintenance: Publish and maintain the department organization chart
Meeting Coordination: Coordinate sponsorship meetings and supporting documentation
Insurance Management: Manage Certificate of Insurance

12. HR Administrative Assistant Additional Details

Inbox Monitoring: Monitor the general email inbox and respond to inquiries related to Benefits, Payroll and Onboarding
Payroll Assistance: Assist payroll with pending requests, updates and approvals
Document Verification: Verify that all documents are valid and on file for each new hire
Mail Merge: Support incentive mail merge statements from Excel and Word
Phone Support: Answer phones and support employees and/or spouses on ad hoc requests
Leave Support: Support the leave management and workers’ compensation requests including filing claims, completing wage statements, and following up
Content Creation: Create communications for various wellness and payroll announcements to the organization, including drafting email blasts
Executive Support: Provide administrative support to Uline's Director of Human Resources
Data Preparation: Research and prepare sensitive or confidential HR data for key initiatives, meetings and programs
Material Analysis: Organize and analyze incoming and outgoing materials for review
Correspondence Management: Manage incoming and outgoing correspondence
Project Coordination: Coordinate various HR-related projects
Schedule Management: Manage schedules, reserve meeting rooms, prepare for meetings and coordinate team travel plans
System Navigation: Work within a variety of Human Resources systems and Microsoft programs to manage day-to-day responsibilities

13. HR Administrative Assistant Essential Functions

Service Delivery: Acts as a member of the internal HR service organization, focused on providing excellent customer service to staff
Inquiry Response: Responds to inquiries with a broad understanding of policies, procedures and relevant employment law
Issue Resolution: Ensures inquiries are addressed and resolved in a timely and appropriate manner
Clerical Support: Makes photocopies, faxes documents and performs other clerical support functions
Record Maintenance: Maintains records, reports, and logs about the relevant processes
Document Filing: Ensures all documents are filed appropriately
Problem Solving: Resolves more complex problems in a thorough and timely manner
Discretion Usage: Uses discretion and judgment appropriately and escalates situations to the appropriate party
System Creation: Creates filing systems and monitors efficiency
Procedure Updates: Initiates changes and updates to manuals and procedures for responsible areas
Correspondence Editing: Composes and edits internal correspondence to staff
Project Support: Assists with various research and special projects
Report Generation: Generates periodic and ad hoc reports using HRIS and timekeeping systems

14. HR Administrative Assistant Role Purpose

Paperwork Processing: Assist in the processing of all hiring and termination paperwork
File Management: Maintain employee files on site, as well as manage files sent off-site for storage
Item Distribution: Assist with distributing name tags and years of service pins
Policy Compliance: Assist with ensuring all employees comply with Lindamood-Bell’s background check policies
Mail Handling: Process mail and weekly mailers
Physical Tasks: Perform physical tasks including, but not limited to, bending, stretching, reaching, and stooping
Client Interaction: Interact positively and professionally with clients and staff to provide a safe and positive work environment
Disability Accommodation: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
Call Center: Support HR Connect, an internal HR Shared Services Call Center
Tier-One Support: Provide first-tier operational and administrative support to employees and the public regarding DPS Human Resources, with a focus on Form I-9 completion and compliance monitoring
Benefit Guidance: Provide first-tier information about benefits and new hire questions
System Troubleshooting: Troubleshoot system issues for the online application system, employee self-service portal, and HR website
Record Compliance: Maintain personnel information and files up to date and in compliance with applicable legal and contractual requirements
Issue Resolution: Research and troubleshoot issues, recommend solutions, and communicate the status of issues to internal and external customers
Process Improvement: Support continuous improvement initiatives

15. HR Administrative Assistant General Responsibilities

Record Management: Organise and maintain personnel records and internal database
HR Documentation: Prepare HR related documents and assist in the administration of annual performance appraisals, preparation of appointment letters, staff orientation, etc.
Pass Application: Handle all work-pass related applications
Government Submission: Submit all government-related documents as per Singapore MOM Guidelines
Employee Support: Answer employees’ queries about HR-related issues
Travel Arrangement: Arrange travel accommodations and process expense forms
Exit Clearance: Manage all clearance of employee resignations and terminations
Policy Compliance: Ensure compliance with relevant laws and internal policies
Task Execution: Undertake any ad-hoc task from time to time
Data Entry: Manage daily data entries related to Accounts, like recording of receipts from Customers, issuing payments to Vendors and Employees, Reimbursements to Employees, generation of sales invoices, booking purchase invoices, etc.
Audit Coordination: Coordinate with External Auditors, GST Consultant, Company Secretary, etc. for all compliance-related matters

16. HR Administrative Assistant Key Accountabilities

Employee Support: Assist employees with day-to-day needs in the HR area
Recruiting Assistance: Assist in recruiting processes, including posting job ads on careers pages, processing incoming resumes, and scheduling interviews
Calendar Coordination: Maintain schedule and coordinate calendar activities
Onboarding Management: Help organize and manage new employee orientation, onboarding, and training programs
Orientation Delivery: Provide orientations for new employees by sharing onboarding packages and explaining company policies
Data Integrity: Ensure data integrity in personnel records and documentation such as new hires, terminations, and time offs
Policy Documentation: Prepare, manage and store paperwork for HR policies and procedures
Payroll Preparation: Assist in payroll preparation by providing relevant data, including absences, bonuses and leaves
Project Coordination: Coordinate HR projects, meetings and training seminars
Event Planning: Assist in employee event planning
Admin Support: Provide administrative support for the office operations by being the main point of contact for admin needs
Supply Management: Maintain office supplies including checking for inventory levels and restocking
Reception Duties: Perform receptionist duties including greeting guests and taking incoming phone calls
Request Processing: Receive and process COI requests

17. HR Administrative Assistant Roles and Details

HR Support: Provide administrative support for the HR team
Onboarding Assistance: Assist with new hire onboarding and documentation
Metrics Tracking: Track and report HR metrics
Event Coordination: Coordinate and organize HR events, i.e., office meetings and lunch and learns
Invoice Processing: Work collaboratively within HR and Finance to pay invoices promptly
Security Processing: Assist with the federal security background investigation process related to government-related contracts and subcontracts
Status Tracking: Support tracking and maintenance of background investigations status and submissions to subcontractors
Rejection Handling: Assist with security rejections to ensure information is corrected and resubmitted promptly
Record Maintenance: Maintain records and databases related to Personnel Security Clearances and access
Administrative Support: Provide administrative support to HR
Process Improvement: Assist in evaluating and implementing process improvements, including the identification and evaluation of business requirements for new automated solutions
Relationship Building: Build and maintain effective business relationships in support of HR initiatives
Program Support: Support employee recognition programs
Project Assistance: Support the functions and responsibilities of the department and assist with special projects

18. HR Administrative Assistant Responsibilities and Key Tasks

Meeting Participation: Attend and actively participate in all scheduled meetings
Effective Communication: Timely and effective communication via phone, email, fax, face-to-face, Microsoft Teams and video conferencing to all customers, employees, and applicants of Tresco
Data Reporting: Provide accurate and timely personnel data to HR Specialists, HR Lead and/or HR Manager and department Directors and/or department designees as assigned by supervisor
System Utilization: Learn and utilize all the available functions of JazzHR to conduct vacancy postings, screening activities, scheduling of interviews, and hiring applicants as assigned by the supervisor
Interview Coordination: Assist in the coordination and conducting of professional and compliant interviews, following policies and procedures and uploading all documents in the Applicant Tracking System (ATS)
Onboarding Support: Assist in the onboarding process, assisting with scheduling fingerprinting, maintaining pre-employment and post-employment packets by position, assisting with pre-employment and post-offer procedures, and sending out the New Hire Orientation list
Department Purchasing: Purchasing for the department to include ordering meals and snacks for NHO, front desk, special events and activities, etc.
Document Review: Assist in performing quality checks on individual documentation, i.e., date of documentation and date of acknowledgement
Issue Communication: Communicate concerns and findings to department management
Process Support: Assist in ensuring all the necessary documents are completed for the following processes: Interviews, Pre-employment, Orientation, Benefit enrollment, Promotions, Transfers, annual Performance appraisals, and Terminations as assigned by the supervisor
Mail Distribution: Assist the Receptionist in receiving and timely distribution of all mail and fax communication (following all internal and external procedures and standards)
File Management: Assure accurate organization, security and confidentiality of files, scan, and upload documents accurately and in a timely manner for all files
Compliance Training: Complete annual health, safety, and education requirements and demonstrate the expected level of competency for each course completed
Punctual Attendance: Report to work on time as scheduled
Alertness Maintenance: Stay awake and alert during work and training
Absence Notification: Adhere to policies regarding notification of absence
Training Attendance: Attend all mandatory trainings and staff meetings
Professional Representation: Represent the organization positively and professionally by establishing and maintaining professional relationships that foster growth and development
Policy Compliance: Comply with all organizational policies and procedures, including all ethical business practices
Mission Communication: Communicate the mission, ethics, and goals of the company
Credential Maintenance: Maintain current licensure and certification for the position
Safety Compliance: Consistently follow departmental and company Health, Safety, Security, Hazardous Materials policies and procedures (OSHA, SDS information, HIPAA, and Workers Compensation)

19. HR Administrative Assistant Duties and Roles

Client Reception: Greets clients, visitors, and guests
Visitor Direction: Determines the purpose of each person's visit and directs or escorts them to the appropriate location
Appointment Scheduling: Makes appointments and referrals
Call Handling: Answers phone calls and emails
Data Entry: Performs data entry and filing tasks for accounts payable, purchase orders, equipment inventory, and confidential employee or departmental files
Mail Distribution: Receives, records, and distributes packages and mail
Budget Tracking: Compiles budget data and maintains financial records
Report Preparation: Copies, collates, and otherwise prepares reports for mailings, meetings, and other correspondence
Phone Screening: Answers, screens, and directs phone calls to staff
Message Taking: Takes messages and schedules appointments
Delivery Handling: Receives mail, documents, packages, and courier deliveries and delivers or distributes items
Clerical Support: Performs administrative and clerical support tasks

20. HR Administrative Assistant Roles and Responsibilities

Guest Reception: Answers the telephone and greets guests
Room Preparation: Prepare conference and training rooms each day for the scheduled meetings and classes
Mail Processing: Process incoming mail and route it to the appropriate individual
Recruiting Assistance: Assist with recruiting, reviewing resumes, phone screening, scheduling interviews, and maintaining applicant records in an orderly manner
Project Support: Provide administrative and organizational support and when special projects arise, such as Employee Recognition Events
Material Preparation: Prepare materials for scheduled meetings
Content Formatting: Prepare general correspondences, memos, charts, tables, graphs, etc. for meetings or classes
System Setup: Set up new employees in the Learning Management System (BAI), and disable terminated employees
Content Proofreading: Proofread course content and handouts for proper grammar and formatting
Course Assistance: Assist employees with online course registrations and online account access
Record Maintenance: Maintain records and reports of all employee education through the Learning Management System
Roster Tracking: Maintain and track student rosters and course scores from each class
File Management: Maintain a filing system for Learning and Development records, and retrieve information from files
Confidential Filing: Maintain a confidential filing system for current and past employees
Mission Modeling: Lead and model the North Dallas Bank and Trust Co. Mission Statement
Document Interpretation: Read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals
Report Writing: Write routine reports and correspondence
Public Speaking: Speak effectively before groups of customers or employees of an organization
Math Operation: Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals
Data Computation: Compute rate, ratio, and percent, and draw and interpret bar graphs
Instruction Execution: Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
Problem Solving: Deal with problems involving several concrete variables in standardized situations

21. HR Administrative Assistant Duties

File Management: Organize and maintain all confidential HR related files and databases
Payroll Processing: Process payroll changes for both bi-weekly and monthly payrolls
HRIS Utilization: Utilize the HRIS system for employee hiring, termination, status changes, etc.
Benefits Support: Support Health, Benefits Administration, FMLA, Worker’s Compensation, and leave of absence process for all employees
Disability Coordination: Coordinate short-term and long-term disability payments for all employees
Recruiting Assistance: Assist with job postings, coordinating job interviews, travel arrangements, and facilitating background checks
Hiring Support: Assist with completing the hiring process through data entry and assisting with onboarding and new hire orientation
Administrative Support: Provide confidential administrative support and carry out project work using Word, Excel, and PowerPoint
Employee Assistance: Assist employees in obtaining the help or services they need, specifically with benefit questions
Policy Communication: Assist with communications to employees regarding policies and the interpretation of policies and procedures
Meeting Scheduling: Schedule face-to-face meetings with new management hires and key mill management
Celebration Planning: Manage employee service anniversary communication and celebratory meetings
Team Assistance: Assist the HR Generalist and HR Manager
Newsletter Publishing: Create the Stevens Point Mill newsletter and publish it to the intranet

22. HR Administrative Assistant Details

Schedule Preparation: Prepare a weekly weekend work schedule
Machine Operation: Operate office machinery including copier, projectors, laminators, label makers, spiral binding machine, etc
Calendar Management: Order calendars and planners annually for all management personnel and create payroll calendars
Department Support: Provide administrative and communications support to other departments
SAP Processing: Utilize SAP to create purchase requisitions and approve invoices for payment
Notification Entry: Enter work notifications in SAP
Mail Handling: Facilitate UPS shipments and mailings, distribute mail and affix postage to outgoing company mail
Safety Auditing: Perform monthly safety audits (KSAs, hazard recognition checks) and help support and facilitate the mill safety goals
Board Maintenance: Update and maintain bulletin boards and TVs
Chart Updating: Update organizational charts and the Stevens Point Mill phone list
Employee Communication: Communicate flag-lowering orders and other information to all employees via email
Supply Ordering: Order office supplies and other items using a purchasing card and reconcile statements monthly
Food Ordering: Order food for meetings using the travel card and complete expense reports
Communication Strategy: Promote and participate in the planning and implementation of communication strategies that deliver accurate, consistent and timely information on business issues and employee concerns

23. HR Administrative Assistant Responsibilities

Administrative Support: Provide general administrative support to the HR team (e.g., filing, scanning, printing)
Recruitment Assistance: Assist in recruitment administration
Salary Preparation: Assist in the preparation of salary adjustment letters and documents
Claims Processing: Process and administer personal claims (e.g., checks and requests for signatures)
Birthday Coordination: Responsible for monthly birthday card administration (e.g., prepare and distribute to the respective department heads and secretaries)
Certificate Preparation: Prepare long service certificates
Confirmation Letters: Prepare employment confirmation letters
Leave Updating: Update leave applications in the system
Record Maintenance: Maintain and update staff records (e.g., HR System, HR employment list etc)
Pass Administration: Responsible for the new, renewal and termination of work passes for all staff (e.g., EP, DP, LOC, Work Permit, etc)
Report Submission: Administer and submit the Monthly MOM GIRO bill and Foreign Worker Levy report to the Finance Department
Onboarding Preparation: Participate in onboarding preparation, including printing of staff ID cards, packing of new staff welcome packs, ordering and collecting onboarding items
System Transition: Assist in the transition to a new HR system
Stationery Ordering: Responsible for stationery ordering for HR-related use
Project Assistance: Provide administrative support relating to HR projects and other duties

24. HR Administrative Assistant Job Summary

Reception Duties: Perform reception duties for the HR department including answering phone calls, responding to HR Distro emails, and receiving walk-in applicants or vendors
Report Backup: Backup HR Generalist in preparing reports
Interview Support: Assist the HR Generalist in scheduling interviews, pulling credit reports, setting up drug screens, background checks, and corresponding with candidates
Recruitment Preparation: Assist with career fair and other recruiting efforts preparations
Salary Updating: Update Salary History Sheets for employees
Job Description: Assist the HR Project Coordinator in updating and maintaining job descriptions
Event Planning: Assist with planning and organizing company functions
Mail Handling: Send, receive, open mail and distribute to the appropriate person
File Management: File employee paperwork and maintain employee files
New Hire: Prepare and ship New Hire boxes
Supply Ordering: Order all supplies for the HR Department
Item Ordering: Receive and order business cards, nameplates, etc.
Access Submission: Submit access tickets via the IT Track-IT system

25. HR Administrative Assistant Accountabilities

Job Posting: Post and remove job ads internally and externally for all dealerships
Application Review: Review applications and other documents to recruit, interview, and screen qualified employees to fill vacant positions
Screening Coordination: Coordinate full cycle pre-employment screenings (background, reference, drug, insurability, and physical ability tests for technicians)
Orientation Preparation: Prepare New Employee Orientation Packets and coordinate orientation (i.e., reserving conference rooms, scheduling new hires, coordinating with payroll, etc.)
Orientation Facilitation: Facilitate new employee orientation
New Hire: Prepare and review new hire packets, train new hires in proper timekeeping procedures and assist with basic system navigation (UKG)
Benefit Overview: Provide online benefit admin overview (PlanSource), execute all electronic onboarding document acknowledgements and trainings
Event Coordination: Coordinate and serve as the primary contact for career fairs and recruiting events
File Maintenance: Assist in maintaining complete employee files including personnel files and records of insurance coverage, hires, promotions, transfers, terminations, workers’ compensation files, and other documentation required by the government
Job Documentation: Prepare written job descriptions and pay plans for all positions and plan procedures for routine employee evaluation
Document Handling: Draft correspondence, file and copy documents
Action Drafting: Assist in drafting documents for employee actions
Information Gathering: Return phone calls and gather information for the Human Resources Director

26. HR Administrative Assistant Functions

Task Execution: Complete tasks or work as directed by any owner, officer, the HR Director, or the Controller
Employee Assistance: Assist employees with various types of information including policy and benefits, at the direction of the HR Director
Controller Support: Assist the Controller or CFO
Reception Backup: Daily back-up reception at the front desk for lunch
Survey Collection: Survey dealership personnel for information as directed
Data Compilation: Compile surveyed information into spreadsheets
Training Tracking: Assist with the tracking and maintenance of compliance training
Customer Satisfaction: Devote himself or herself to ensuring satisfaction of customers
Requirement Gathering: Determine management, production and quality requirements by asking questions and listening
Meeting Attendance: Attend company meetings
Follow-Up Management: Maintain a follow-up system that encourages follow-through with projects
Goal Setting: Establish personal performance goals consistent with company productivity standards and devise a strategy to meet those goals
Performance Review: Review and analyze actions at the end of each day, week, month, and year to determine how to better utilize time and plan more effectively
Industry Knowledge: Understand the terminology of the business and keep abreast of technology changes in products and services
Regulatory Awareness: Know and understand the federal, state and local requirements that govern the company's business
Supervisor Compliance: Follow lawful directions from supervisors
Policy Adherence: Understand and follow work rules and procedures
Performance Participation: Participate in performance management
Team Interaction: Interact well with others and be a positive influence on employee morale
Confidentiality Compliance: Uphold the company's non-disclosure and confidentiality policies and agreements

27. HR Administrative Assistant Job Description

Recruitment Support: Assist in the facilitation of recruitment and staffing needs, including onboarding new or temporary employees
Talent Assistance: Provide administrative and recruiting support to the Talent Acquisition team
Applicant Correspondence: Correspond with job applicants to handle any pre-employment inquiries
I-9 Review: Review all Employment Eligibility Verification Form I-9 paperwork
Discrepancy Reporting: Bring any discrepancies to the area manager
File Setup: Set up the employee personnel file
HR Entry: Assist with entering new hire data into the HR system
Data Accuracy: Ensure the quality and accuracy of all entries
IT Entry: Assist with entering new hire data into the IT system
Workstation Setup: Ensure workstation setup for employees’ first day
ATS Entry: Assist with data entry in the applicant tracking system (ATS)
Log Maintenance: Maintain a log of all new hire processing steps
Log Accuracy: Ensure the log is up to date and accurate at all times
Agency Coordination: Assist with communication and direction of efforts of employment agencies and search firms
Activity Records: Maintain records on onboarding activities
Project Support: Support department management with special projects
Orientation Facilitation: Aid in the facilitation of New Hire Orientation

28. HR Administrative Assistant Overview

Form Tracking: Collect, file, and track key attestation forms and documentation to support accurate reporting for compliance training
Training Monitoring: Monitor mandatory training completion and report updates to the Associate Director of Staff Development
Document Uploading: Upload new hire documentation into the personnel software with precision
Job Posting: Assist with uploading available jobs to recruitment sites
File Management: File documentation (both new hire documentation and compliance or training documentation)
Document Tracking: Create shared tracking documents and maintain accurate updates
Meeting Coordination: Manage meetings and conference calls
ID Creation: Assist with creating employee identification cards
Training Support: Prepare materials and provide logistical support for training

29. HR Administrative Assistant Details and Accountabilities

Call Routing: Answer telephone calls and route to an appropriate office staff member
Front Management: Manage the front desk and the front office area
Customer Greeting: Greet all customers as they walk in
Caregiver Recruitment: Recruit caregivers via the internet, telephone, and walk-in inquiries
Training Scheduling: Assist prospective caregivers with scheduling in-office training
Reference Verification: Perform employment and personal reference verification checks for caregiver applicants
Orientation Facilitation: Conduct weekly orientation for new hire caregivers
Compliance Follow-Up: Assist with follow-up calls in maintaining updated compliance requirements for current caregivers
System Input: Input into the software system all new hires and manage the fax drive day-to-day
Supply Monitoring: Monitor and order office supplies
HR Support: Assist HR with onboarding, benefits, wellness session planning, and other initiatives
Meeting Preparation: Prepare materials for meetings and manage calendars
Facility Coordination: Coordinate with the property manager and building on any office needs
Data Entry: Perform data entry and updates
Event Planning: Plan team building and other virtual events

30. HR Administrative Assistant Tasks

Policy Writing: Writes professional Company policies and procedures as they relate to personnel, with information and instructions gathered from meetings or directly from VPHR
Handbook Revision: Revises Employee Handbook and other policies and procedures as amended by VPHR
Document Maintenance: Maintains an electronic library of Company policies and sends out revisions to appropriate teams as directed by VPHR
Translation Support: Prepares Spanish translations of policies and procedures, memos, and other documents
Content Production: Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
Project Coordination: Assist in coordinating HR projects, including scheduling meetings, preparing agendas, note-taking, follow-up, and gathering of information
Event Coordination: Assists with coordination, preparation, and communication of company-wide event planning, regulation, and compliance
Time Management: Conserves the executive's time by reading, researching, and routing correspondence
Document Drafting: Drafts letters and documents, collects and analyzes information, initiates telecommunications
Schedule Management: Maintains the executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
Report Preparation: Prepares reports by collecting and analyzing information
Record Keeping: Provides historical reference by developing and utilizing filing and retrieval systems, recording meeting discussions
Project Delivery: Delivers projects efficiently so that tasks are completed on time and problems are anticipated or resolved quickly
Guest Reception: Welcomes guests and customers by greeting them in person or on the telephone, answering or directing inquiries
Administrative Support: Performs additional administrative duties and assignments that help ensure a smooth and efficient business process

31. HR Administrative Assistant Roles

Recruitment Coordination: Coordinate the end-to-end recruitment process, from authority to recruit to employee onboarding, including assisting with and developing recruitment strategies
Leaver Management: Coordinate all end-to-end leaver processes to ensure all tasks are completed within the timescales
Benefits Administration: Management and promotion of employee benefits systems
Data Analysis: Use HR information systems to access, input and compile data and provide analysis of the data to identify trends
Staff Relations: Build good staff relationships and respond to any queries or problems that they have, while managing their expectations
Report Completion: Complete daily, weekly and monthly reports to deadlines
Metrics Monitoring: Monitor key HR metrics such as turnover and retention rates, absence, recruitment costs and time to hire
Contract Drafting: Draft and modify a wide variety of contracts and other written documentation related to ongoing activity
Workflow Organization: Organize the workflow of corporate agreements and other documentation related
Agreement Communication: Communicate with newcomers regarding the agreements and other legal aspects
Legal Support: Support other departments with legal advice on daily employment-related activities and operations, creation and maintenance of Legal HR-related general documentation, corporate regulations and policies
Embassy Liaison: Conduct communication with the embassies, consulates, government institutions, and commerce chambers all over the world
Project Analysis: Run analytical projects to support ongoing business decisions based on internal and external data sources
Business Recommendation: Create business recommendations based on market research and analysis, legal aspects and cultural insight

32. HR Administrative Assistant Additional Details

Policy Interpretation: Assists employees and supervisors with basic interpretation of requests, issues, HR policies and procedures via HR department email
Mail Distribution: Receives and distributes office mail
Data Entry: Performs confidential HRIS data entry, employee UKG profile maintenance and ensures all HR files and records are maintained and preserved
Document Uploading: Assist the team with getting employee documents uploaded in UKG promptly
Process Improvement: Recommends new approaches, policies and procedures to continually improve the efficiency of the department and services performed
Checklist Completion: Assist in the completion of termination checklists
System Updates: Notify benefits and payroll, submit SAA, inactivate goals, cancel unfinished reviews, and processes in UKG
Checklist Communication: Communicate with the manager and the employee on company items, and upload the checklist in UKG
Invoice Processing: Assists with invoice processing
Report Preparation: Assist with the preparation of human resource reports
Gift Purchasing: Purchase employee gifts for babies, retirements, marriages, and bereavements
Survey Assistance: Assist in the completion of compensation surveys
Interview Scheduling: Manage the scheduling process of stay interviews and exit interviews for HRBPs

33. HR Administrative Assistant Essential Functions

Report Auditing: Running, analyzing, and auditing reports within the HRIS
System Management: Managing and updating the HRIS
Change Processing: Processing and maintaining documentation for employment changes
Package Shipping: Preparing and shipping packages (Supplies for Recruiting Events, Live Paychecks)
Document Editing: Proofreading and editing documents and presentations
Meeting Coordination: Coordinating meeting requests (including reserving meeting spaces, sending meeting invites, ordering catering, and preparing supplies)
Event Planning: Assisting in the planning and execution of company events
Employee Support: Answer baseline questions from employees regarding the HRIS navigation and benefit enrollment

34. HR Administrative Assistant Role Purpose

Onboarding Administration: Support the CA office with the administration of new hire onboarding and collect and store new hire paperwork
Legislation Awareness: Keep up to date with changes and trends in employment legislation and HR practices
Absence Reporting: Conduct monthly absence reconciliation reports for all CA employees
Database Updating: Update the HRIS employee database to maintain accurate information
Verification Completion: Complete employment verification forms and letters
File Management: Create employment files and hold ownership of the file system
Confidentiality Compliance: Maintain employee confidence and protect operations by keeping HR information confidential
Employee Support: Assist with employee inquiries and help resolve issues or errors
Office Duties: Perform a wide range of general office duties including those of a confidential nature
Process Establishment: Establish efficient and effective administration processes
Meeting Scheduling: Assist the People Team with scheduling meetings and employee catch-ups and reviews
Data Integrity: Ensure data integrity by performing regular system housekeeping

35. HR Administrative Assistant General Responsibilities

Phone Handling: Answers phones for Human Resources and handles inquiries
Guest Reception: Answers the guest window, greets guests, and accepts applications or other paperwork
Recruitment Backup: Back-up to the recruiter for posting and removing jobs from job boards and the company website weekly
Outreach Maintenance: Maintain outreach sources for recruitment weekly
Orientation Delivery: Conducts new hire orientations
Paperwork Verification: Verifies paperwork for accuracy
Mail Processing: Mass mailings to employee homes by using a stuffing machine, a postage machine, and labeling envelopes
Supply Ordering: Order supplies for the office
Timesheet Submission: Submit weekly timesheets for the department
File Archiving: Coordinates the archiving of personnel files for terminated employees
Training Entry: Enter training hours into the HRIS System
Office Maintenance: Ensures front office and lobby are kept neat, ensures copier has paper, supplies are in stock, etc
Reception Coverage: Back-up coverage for a full-time receptionist

36. HR Administrative Assistant Key Accountabilities

CV Screening: Reviews CVs of candidates and shortlists the relevant candidates for the job
Database Updating: Updates information of employees in the HR database daily and monitors any expirations of visas, labor cards, passports, and licenses
Labour Coordination: Communicates with labor accommodation for entry and exit of labor, maintains an updated list in the HR database and monitors the services provided
Office Management: Coordinates and oversees the day-to-day management of the office to include maintenance and cleanliness
Attendance Tracking: Maintains a daily record of staff attendance and ensures that all staff leave applications are accurate
Government Liaison: Liaises with governmental bodies and authorities
Vendor Negotiation: Negotiates with vendors to obtain optimum quality, cost, terms, etc.
Inquiry Response: Answers employees' queries about HR-related issues in coordination with the HR Manager
Evaluation Follow-Up: Prepares Evaluation forms and follows up with managers for timely completion
Document Compilation: Compiles documents for smooth onboarding and offboarding
Personnel Oversight: Oversees administration personnel, security, and coordinates their activities
File Maintenance: Maintains an accurate filing system and controls documentation

37. HR Administrative Assistant Roles and Details

HR Operations: Assist with today's operations of the HR functions and duties
Payroll Preparation: Preparing employees' payroll administration
HR Administration: Responsible for the full spectrum of Human Resources and administration functions
Clerical Support: Provide clerical and administrative support to Human Resources executives
Record Updating: Compile and update employee records (hard and soft copies)
Report Preparation: Process documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations etc)
Employee Assistance: Deal with employee requests regarding human resources issues, rules, and regulations
Data Provision: Assist in payroll preparation by providing relevant data (absences, bonuses, leaves, etc)
Letter Drafting: Compose and issue official company letters (Offer letter, Warning letter, Company memo)
Interview Coordination: Coordinate communication with candidates and schedule interviews
Candidate Sourcing: Assist recruiters in sourcing candidates and updating the database
Worker Management: Manage foreign workers and hostel upkeep
Attendance Monitoring: Monitor and manage staff daily attendance and leave records
Facility Management: Manage monthly office and building support and maintenance, cleaning and waste disposal

38. HR Administrative Assistant Responsibilities and Key Tasks

Process Coordination: Coordinate selection processes for hourly and salaried positions including posting with and outreach to the necessary organizations
Agency Communication: Communication with authorized staffing agencies, sourcing, screening and corresponding with applicants
Candidate Screening: Conducting pre-employment assessments and reference checks, maintenance of all recruiting files
Onboarding Coordination: Coordinates orientation and onboarding activities for new hires
AAP Maintenance: Maintains the Affirmative Action Planning system, including maintaining annual logs for internal job postings, hires, terminations, separations, and promotions, and completion of the annual AAP
Regulatory Compliance: Ensures the facility maintains full compliance with all aspects of the requirements of a federal contractor
Policy Presentation: Creates presentations to employees regarding policies and work rules that apply to all who work at the work locations
File Security: Maintains the accuracy and security of all HR-related files by the records retention policy including employee personnel files, medical files and I-9s
Log Maintenance: Maintains logs for 1:1s, discipline, paid sick leave, and grievances
Data Accuracy: Maintains the accuracy of shared files and databases
Form Processing: Ensures timely and accurate processing of human resource-related forms
Information Research: Researches and furnishes employee information to authorized persons
Inquiry Handling: Handles human resource-related questions
Payroll Knowledge: Thorough knowledge of local pay practices, pay levels, job groups, and interface with SAP and WorkBrain (payroll system)
Payroll Updating: Handles and makes necessary changes to payroll process and systems on a basis
Payroll Backup: Support as payroll backup
Employee Coding: Ensures hourly employees are coded accurately by job classification, jobs performed, shift and department assignment
Attendance Tracking: Completes hourly attendance tracking daily, initiates disciplinary action, communicates issues, and prepares attendance reports
Benefit Knowledge: Working knowledge of all benefits
Enrollment Support: Assists with open enrollment meetings
Benefit Resolution: Serves as a resource to employees in resolving benefits-related issues and concerns
Leave Support: Supports processes related to FMLA, disabilities, and return to work
Claim Processing: Processes all unemployment-related claims
Appeal Participation: Participates in any appeal hearings or other activities related to unemployment claims
Concern Resolution: Surfaces employee concerns and improvements
Solution Recommendation: Recommends alternatives for the resolution of problems
Employee Liaison: Acts as a liaison between the individual employee, managers, Human Resource Generalist, and company or community resources
Event Coordination: Coordinates facility functions including employee recognition, service awards, safety, and holiday-related events
Meeting Support: Assists in organizing presentation materials, coordinating meetings and catering arrangements, and maintaining employee bulletin boards

39. HR Administrative Assistant Duties and Roles

Onboarding Management: Manage new hire set-up
Separation Processing: Manage terminations and new hire mailings
Insurance Support: Assist with insurance enrollment
File Maintenance: Maintains filing systems
Information Retrieval: Retrieves information from records, email and other related documents
Data Summarization: Prepares written summaries of data
Inquiry Resolution: Responds to and resolves administrative inquiries and questions
Clerical Support: Provides administrative support including filing, data entry, and record-keeping
Document Confidentiality: Ensures the confidentiality of all documents
Staff Communication: Sends out communication to field staff
Document Distribution: Disseminates paperwork throughout the corporate office
Project Assistance: Prepares to assist with project management and documentation

40. HR Administrative Assistant Roles and Responsibilities

Time Management: Maintain Time Management System (TMS)
Record Verification: Check and verify staff TMS records
Leave Tracking: Maintenance of staff leave records
Admin Duties: Attend to basic admin duties and responsibilities
Payroll Support: Check and verify overtime calculation, incentives, allowances and related for payroll processing purposes
File Maintenance: Maintain and upkeep employees’ files
Employee Support: Attend to staff inquiries on leave, medical and other HR matters
Permit Processing: Support in Work Permit transactions via WPOL
HR Administration: Provide administrative support to the HR / Admin Department
Call Handling: Handling incoming calls and other communications
Information Recording: Managing the filing system and recording information
Visitor Reception: Greet clients and visitors
Document Updating: Updating paperwork, maintaining documents and word processing
Office Organization: Helping organize and maintain the office common areas
Clerical Tasks: Performing general office clerk duties and errands
Equipment Maintenance: Maintaining office equipment and aiding with client reception
Database Entry: Creating, maintaining, and entering information into databases

41. HR Admin Assistant Duties

Administrative Support: Provide administrative support to the management staff.
Meeting Coordination: Plan, schedule and organize various meetings, conference calls, and appointments, including agenda preparation.
Meeting Documentation: Attend meetings, documentation and distribution of meeting minutes, etc.
Project Monitoring: Monitor project(s) progress to ensure compliance with deadlines.
Confidential Handling: Handle sensitive and confidential information in a professional, mature, discreet and secure manner.
Report Creation: Create and disseminate various communications and reports.
Presentation Development: Create or assist with the design and development of presentations.
Call Management: Answer and screen telephone calls and prepare incoming/outgoing mail and correspondence, including emails and faxes for manufacturing plant customers, and direct priority queries and issues to the appropriate party for action.
Visitor Reception: Greet scheduled visitors and guests.
Business Communication: Effectively communicate with employees, customers, suppliers and others on behalf of site management.
Vendor Scheduling: Schedule and meet with vendors to ensure competitive pricing is maintained.
HR Assistance: Assist Human Resources in miscellaneous duties such as time tracking and payroll.
Finance Assistance: Assist Operations with financial recordings such as submitting and maintaining AP/AR logs.

42. HR Admin Assistant Details

HR Operations: Provide support to the Human Resource department in day-to-day operations to align with the company's business goals and objectives.
Talent Acquisition: Assist in driving recruitment strategies, policies and best practices to attract, retain and engage talent, including Contract / Part-time employees and Internship programs.
Pass Management: Assist in WP/SP/EP application/renewal.
Employee Lifecycle: Support staff onboarding and offboarding.
Training Sourcing: Be resourceful in sourcing external training programs and applying for training grants.
Course Management: Manage, and evaluate course delivery and quality, and track measures of success.
Grant Coordination: Liaise and manage funding with government agencies such as SSG for training grants.
Attendance Tracking: Track and monitor employees' attendance and leave records.
Administrative Support: Provide clerical and administrative support to the HR department.
Office Supplies: Handle office printing and stationery.

43. HR Admin Assistant Responsibilities

Contract Preparation: Prepare employment contracts and other HR letters/miscellaneous HR-related correspondence.
Record Updating: Assist in keying in/updating employee records in the HR system.
Payroll Assistance: Assist in mid-month advance pay processing.
Claims Processing: Process medical claims for employees.
Report Checking: Check and prepare the biometric report.
Payroll Coordination: Collaborate with Operations and Finance on payroll and billing matters.
Employee Relations: Handle employee inquiries and complaints.
Supply Maintenance: Maintain office supplies, stationery and maintenance contracts.
File Documentation: Ensure proper documentation (P files, medical certificates, training records, OT request form, deployment list, etc).
Mobile Administration: Handle all the administrative work in mobile apps.
HR Support: Provide clerical and administrative support to the HR Department.

44. HR Admin Assistant Job Summary

Letter Preparation: Prepare employment letters/letters of acceptance of resignation/promotion/confirmation, etc.
Asset Issuance: Issue an indemnity letter and assets form for new employees, such as laptops, hand phones, keys, etc.
Data Creation: Create new employee data in the master database (Payroll, MHC portal, Grab for Work).
File Maintenance: Create and maintain a P-file for all employees.
Statutory Compliance: Meet all statutory requirements (CPF, IR8A, etc.).
Grant Claims: Process claims to different government agencies (NS, child care leave, maternity/paternity leave, Skill Connect for training grants, and other HR-related grants, etc.).
Insurance Administration: Administer employee group insurance and claims (Hospital and Surgical, Personal Accident, Workman Compensation, Business Travel, etc.).
Invoice Verification: Check and verify all insurance invoices before submission to Finance for payment.
Training Administration: Administer the training application and submission of funding.
Record Updating: Maintain and update training records.
Facility Management: Manage building maintenance, pantry ordering, office cleaning, name card printing, company keys, etc.

45. HR Admin Assistant Accountabilities

Onboarding Administration: Carry out the onboarding and offboarding administration.
Document Review: Review all new starter paperwork to ensure all forms are completed and check for any issues regarding new employees.
HR Contact: Be the first point of contact for the HR Department and monitor the HR email box.
Record Maintenance: Update and maintain new starters and leavers.
Background Checks: Process Disclosure and Barring Service checks for all new staff.
Placement Liaison: Liaise with universities and colleges regarding undergraduate placements and apprenticeships.
Form Maintenance: Maintain HR forms such as emergency contact, medical questionnaire, and benefits.
Project Support: Support on various HR projects.

Relevant Information

What Does An Administrative Assistant Do?

What Does A HR Assistant Do?