What Does A HR Associate Do?

WHAT DOES A HR ASSOCIATE DO?

Published: July 14, 2025 - The Human Resources (HR) Associate manages and maintains accurate human resource records and systems in compliance with legal and company standards. This role supports key HR functions such as new hire orientation, employee data reporting, and cyclical processes, including performance reviews and annual enrollment. The associate fosters effective communication across departments and ensures prompt resolution of employee inquiries while staying current with HR law and policy updates.

A Review of Professional Skills and Functions for Human Resources Associate

1. HR Associate Duties

Administrative Support: Provide general administrative support to the Business and act as the first point of contact to internal customers for HR issues
Data Management: Record, update and maintain complete employee information such as personal data, compensation, benefits, tax data, and other related employment information in the HRIS system and employee files to ensure applicable state and/or federal laws are met
System Maintenance: Manage and maintain organizational structures in SAP (reporting structures, job titles and catalogue, job grades, etc) and ensure the highest data quality in the system
Payroll Preparation: Prepare payroll advice and check payroll for the office
Vendor Coordination: Coordinate with vendors (local/regional) to make sure no mistakes in payroll for office and retail stores
Report Generation: Prepare and create standard reports as well as update personnel records to ensure smooth processes for HR programs/projects
Inquiry Response: Respond to general HR, benefit and payroll inquiries and provide information to authorized persons
Task Organization: Organize and carry out general administrative tasks (office administrative, happy hour, CSR coordinator, new job postings and approvals, creation and distribution of announcements, updating of tracking spreadsheets, onboarding new hires, etc.)
Project Support: Support miscellaneous HR projects to include Annual performance review process/review tool support, salary and bonus round administration and Talent Management documentation and data expertise
Process Improvement: Assist with HR departmental process improvement projects to streamline processes, improve tools and reporting, increase administrative efficiencies, etc.

2. HR Associate Details

Onboarding Coordination: Single point of contact for all the onboarding activities
New Hire Communication: Emailing new hires with details about the company
Welcome Preparation: Welcoming new hires with prepared onboarding kits
Team Introduction: Introducing new hires to their team members
Manual Distribution: Providing new hires with manuals, guidelines
Task Explanation: Detailing all new hires' initial tasks and answering any queries
Document Collection: Gathering and filing all paperwork related to new hires, including contracts and non-disclosure agreements
Employee Support: Provide Associate support on HR related topics (documentation of and follow-up on requests, escalation of issues, problem solving, meeting notes), ensuring an engaging workplace environment
Attendance Management: Execute employee administration (including Time and Attendance), is managed accurately and timely manner (e.g., vacation planning support)
Data Reporting: Collect and input data, provide metrics through reports to the HR and Operations leaders
Event Support: Support hiring initiatives including events, onboarding and new hire orientation

3. HR Associate Responsibilities

Candidate Screening: Assist HR Generalist with the employee hiring process
Resume Review: Screen potential candidates by reviewing resumes and conducting phone interviews and have the discretion to eliminate candidates during the screening process
Onboarding Coordination: Oversee the new hire onboarding process, which includes coordinating the pre-employment background and drug tests process, and new hire documentation submission
Data Entry: Data entry of employee-related information into the appropriate online systems
Metrics Reporting: Maintain and report on HR related metrics
Employee Support: Provide support to employees by investigating and resolving inquiries, coordinating with respective departments, and escalating complex inquiries to the HR Generalist and/or VP of HR
Admin Support: Provide general administrative support for the HR department, such as scanning and filing of employee documents, compiling reports, ad hoc reports, and processing paperwork
Engagement Programs: Support the HR Department in implementing programs to help improve employee engagement
Event Facilitation: Chair the Teammate Engagement committee's monthly meetings and facilitate monthly engagement activities for the company
Program Research: Research various initiatives and programs

4. HR Associate Job Summary

HRIS Management: Responsible for effectively recording, maintaining, and confidentially reporting human resource information
Database Oversight: Oversee the human resource database
Record Accuracy: Ensure system records are accurately recorded and cross-checked
File Compliance: Ensure that human resource files and records are maintained by legal requirements and the Company's policies and procedures
Paperwork Review: Ensures that new hire paperwork is completed and up-to-date and in compliance with federal regulations
Form Processing: Process employment verification forms and unemployment claims
Report Preparation: Complete miscellaneous research, reports, and memos
Employee Support: Responds to associate questions and problems courteously and promptly
Professional Reputation: Maintains and projects the Company's professional reputation
Communication Coordination: Responsible for establishing and maintaining effective communication, coordination, and working relations with Company personnel and with management
Orientation Delivery: Conducts new hire orientation, including provisioning, assisting with supplies and support department personnel
HR Cycle Support: Coordinates and supports activities related to cyclical HR processes, including merit, talent management, performance reviews and annual enrollment
Management Updates: Keep management appropriately informed of area activities and any significant problems
Engagement Activities: Assists with planning and coordinating associate engagement activities
Legal Awareness: Stays well informed regarding state and federal law updates and related human resource developments

5. HR Associate Accountabilities

Workforce Planning: Uses working knowledge of the business to provide HR workforce planning support and guidance to experienced HR Business Partners and/or practice area line managers
Exit Analysis: Responsible for acquiring exit interviews and other transition data, analyzing trends and recommending workforce plans to the HRBPs to increase Employee Engagement and make a positive impact on business results
HR Support: Utilizes knowledge of various human resources functions to provide tactical HR support
Orientation Facilitation: Facilitates forums such as New Hire Orientation and other small group settings
Cross-functional Liaison: Acts as an effective liaison with other HR functions (i.e., Payroll, HRIS, Benefits, Recruiting)
Program Alignment: Assists with aligning HR programs with the needs of the Business
Policy Compliance: Ensures compliance with HR practices
HR Discipline: Ensures a commitment to the discipline of HR, and is interested in learning more
Business Adaptability: Adapts to the changing needs of the business

6. HR Associate Functions

Generalist Support: Provide generalist support to the facility in all areas of Human Resources
Talent Acquisition: Recruit, source and select internal and external candidates
Policy Administration: Assist the HR Manager in administering procedures and policies through the Distribution Center
Training Delivery: Provide training support to all levels of associates
Issue Resolution: Ensure Open Door, diversity and other values-related issues are resolved effectively
Conflict Management: Work alongside the HR Manager to conduct interventions, fact-finding and resolve conflicts as they arise
Orientation Delivery: Conduct new hire orientations
Training Facilitation: Deliver, monitor, coach and guide technical and nontechnical training for Distribution Center Supervisors and non-exempt associates
Development Coaching: Provide coaching, facilitate discussions and make recommendations for non-exempt associates’ and Supervisors’ development needs

7. HR Associate Job Description

Orientation Logistics: Schedules, prepares, and facilitates the logistics for new employee orientation and onboarding
HR Administration: Provides administration and assistance in all HR areas in regards to policies, procedures and programs
Employee Support: Assist with resolving employees’ HR-related questions and issues
Issue Escalation: Advise HR leadership of potential HR-related issues and recommend and implement solutions
Inquiry Resolution: Answer basic functional questions and refer more complex HR matters to appropriate resources
Employee Relations: Assist with reviewing employee relations concerns and providing information and recommendations to HR leadership
Program Enhancement: Assist the HR team and management with strengthening and enhancing the company’s HR programs, policies, and processes
Orientation Delivery: Administer aspects of new employee orientations and training
Recruiting Support: Administer hourly recruiting, sourcing, and screening
Applicant Tracking: Maintain job files and ensure proper disposition of all applicants
Record Management: Maintain personnel files and ensure compliance with the record retention policy
Performance Management: Administer the performance management program according to design reviews

8. HR Associate Overview

Pay Planning: Manage a pay plan by conducting periodic pay surveys
Job Evaluation: Schedule and conduct job evaluations
Compensation Review: Prepare pay budgets, monitor and schedule individual pay actions, and recommend, plan, and implement pay structure revisions
Hiring Oversight: Oversee hiring process, including job posts, resume reviews, and reference checks
Employee Requests: Handle employee inquiries on HR issues, rules, and regulations
Policy Implementation: Develop and implement HR policies and procedures accordingly
Org Development: Identify organizational development needs and implement effective solutions
Employee Relations: Manage new hire orientations, outplacement counseling, and exit interviews
Onboarding Admin: Ensure new hire paperwork is completed and processed
Job Communication: Inform job applicants of job duties, responsibilities, benefits, and other details
Training Programs: Administer on-the-job training programs
Safety Programs: Develop and administer health and safety programs

9. HR Associate Details and Accountabilities

Policy Counselling: Provide counselling on policies and procedures
System Monitoring: Monitor HRIS systems and databases
Onboarding Plans: Create and implement effective onboarding plans
Employee Queries: Address employees’ queries (e.g., on compensation and labor regulations)
Training Programs: Develop training and development programs
Performance Support: Assist in performance management processes
Issue Management: Support the management of disciplinary and grievance issues
Record Maintenance: Maintain employee records (attendance, data, etc.) according to policy and legal requirements
HR Reporting: Prepare reports, graphs, charts, and statistics in support of Human Resources Operations
Legal Compliance: Review employment and working conditions to ensure legal compliance
Employee Relations: Manage employee relations, government relations, etc.

10. HR Associate Tasks

I-9 Compliance: Manage the process and ensure compliance with all completed I-9 forms and supporting documents
Employee Relations: Respond to general employee relations questions and issues
Interview Handling: Confidentially handle and assist, and/or conduct interviews regarding employee relations issues
Orientation Management: Manage New Hire orientations
Exit Interviews: Conduct exit interviews and provide feedback on analysis and trends
Satisfaction Analysis: Assess and analyze employee satisfaction through different modes of communication
Workplace Improvement: Make recommendations for the improvement of the overall associate workplace experience
Rotational Assignments: Participate in a series of rotational assignments, lasting approximately 8 months each, focused on Talent Acquisition, business partnering, and data/process-oriented spaces
Cross-functional Exposure: Gain additional experiences/exposures to other departments in XPO Human Resources such as Diversity Equity and Inclusion, Compensation and Benefits, Learning and Talent Development, technology-focused solutions, shared people services, etc.
Project Engagement: Engage in various projects, designed to solve real issues within the organization
Goal Achievement: Work towards the accomplishment of clearly defined goals and objectives with support from leadership
Technology Utilization: Gain exposure to, and actively utilize, various technologies to aid in administering human resources support
Stakeholder Management: Develop strong networking and stakeholder management skills
Capstone Project: Work closely with other members of the relevant cohort to complete a capstone project, initiated to solve real organizational challenges

11. HR Associate Roles

Pre-employment Coordination: Administers pre-employment activities, including coordinating forms, applications, offer letters, drug testing, and background checks
Inquiry Handling: Fields general, straightforward inquiries from candidates, recruiters, and hiring managers
Issue Escalation: Escalates inquiries to senior team members and/or management
Transaction Auditing: Utilize Workday to process specific employee-related transactions, in addition to auditing work performed by other members of the team
Requisition Support: Initiates requisitions and/or assists with facilitating appropriate approvals for requisitions
Interview Scheduling: Schedules candidates for telephone and/or face-to-face interviews
Data Tracking: Enters and tracks candidate data in various electronic systems and runs standard reports
Process Improvement: Continuously create and define a process to improve
Business Partnership: Provide strong business unit partnership and general administrative support to the HR partner teams and the overall HR department and respond to inquiries from associates
Data Analysis: Process and analyze HR data for reporting purposes, such as turnover tracking and headcount analysis
Problem Resolution: Take initiative to respond to questions from associates regarding payroll, benefits, etc., promptly and resolve routine problems
File Maintenance: General HR Administrative tasks include maintaining employment files and records per company policy and legal regulations
Record Updating: Updating personnel transactions in the HRIS system
Employment Verification: Provides verifications of employment
Form Processing: Maintain HR paperwork, to include processing terminations, transfers, and job title changes

12. HR Associate Additional Details

Workday Support: Provide transactional Human Resource support using Workday across all processes and business units in a service center environment
Service Delivery: Ensure service levels and customer satisfaction are achieved
Query Management: Support client groups with responses to direct queries being received via email, web submission and phone
HR Guidance: Provide advice and guidance as the first line of contact for basic Human Resource questions
Administrative Support: Administrative support to Human Resources and shared services
Data Accuracy: Manage the quality of data and maintain records in Human Resource systems to ensure data accuracy and that entries are updated for payroll and benefits
Vendor Coordination: Liaise with external and internal suppliers and agencies to deliver Human Resource transactional services
Process Improvement: Support continuous improvement activities to further simplify and standardize processes
Report Generation: Responsible for Human Resource services standard reports
Data Confidentiality: Handling of SPII and PII in a confidential manner, while maintaining appropriate privacy, compliance and risk management guidelines
Transaction Processing: Process the Human Resource partner transaction
Inquiry Support: Support Human Resource Managers, Specialists and employees with inquiries
Leave Management: Manage employee leaves in the Workday profile and with a third-party vendor
Record Maintenance: Responsible for employee records and filing

13. HR Associate Essential Functions

Report Analysis: Downloading, pulling, and analyzing various reports from internal systems
Employee Support: Answering questions and providing front-line support to various cross-functional teams and employees
Program Execution: Supporting the team in the analysis, coordination, and execution of various programs
Presentation Creation: Independently organizing and producing computer-based presentations
Audit Compliance: Assuring that all signed documents have been delivered back to HR (audit check, contacting employees)
File Digitalization: Support in the Paperless project (digitalization of personnel files and workflows)
Document Archiving: Archiving personal files and other employee documents
File Maintenance: Filing all personal documents like annexes, certificates, contracts, image consents etc.
New Hire Support: Supporting the creation of personal files for new hires
Daily Operations: Supporting the HR team in day-to-day activities and projects

14. HR Associate Role Purpose

Customer Service: Provides a high level of customer service at all times
Lifecycle Administration: Responsible for all administrative activities as part of the employee life-cycle including producing all documentation (e.g., new hires, leavers, transfers, promotions, employment verifications etc)
Task Coordination: Coordinates with relevant stakeholders to ensure proper execution of all associated tasks
Leave Management: Manages all leave of absence processes
Policy Execution: Responsible for handling end-to-end flexible working applications in line with policy
Benefits Support: Acts as the centre of expertise for all benefits-related queries (e.g., health insurance, travel insurance, gym subsidy, etc.)
System Guidance: Responds to queries regarding the Workday system (e.g., cancelling time off requests in the system or navigation)
Policy Guidance: Provides generic guidance to managers and employees on local policies and procedures
Mobility Coordination: Liaises and partners closely with the Global Mobility team on all administrative queries related to permanent transfers
Payroll Liaison: Liaises and partners closely with the Payroll team to ensure changes are effected promptly and in line with payroll deadlines
Meeting Support: Provides support to the HR Partner team during Employee Relations meetings by taking meeting notes
File Compliance: Responsible for filing into HR employee files and ensuring continued compliance in line with Data Protection legislation
Data Accuracy: Ensures HR system data is accurate and updated promptly
Query Resolution: Assigns and responds to customer queries within the online query management system
Mailbox Management: Manages Shared mailboxes/internal team trackers and assigns actions to members of the team

15. HR Associate General Responsibilities

Policy Development: Understand and engage in building policies, processes and procedures
Brand Engagement: Understanding the employer branding and assisting in improving the profile of Finastra
Tool Selection: Selection tool and competency profiling
System Utilization: Utilising recruitment systems and tools
Reward Analysis: Assist with reward analysis and modelling
Data Compilation: Assist with compiling data for statistics and management information
Benchmarking Use: Understand external benchmarking and evaluation, and put this to practical use
Pay Tracking: Capturing pay and benefits-related data as directed
Value Integration: Work on embedding the competencies and values across the business
Talent Assessment: Assist with the talent assessment process, evaluation and action planning
Relations Support: Assist with employee relations issues to gain an understanding of the process and good practice
Survey Coordination: Assist in the annual Employee Engagement Survey, action planning and reporting
Attendance Tracking: Assist with attendance, absence, maternity and other employee-related processes
Stakeholder Engagement: Build strong working relationships with key stakeholders
Process Adherence: Adhere to and support global annual processes such as talent review, pay review and the management bonus scheme
Content Creation: Assist with Group internal communications content creation and channel management
Tool Development: Assist with building tools and processes to improve engagement and communication within the HR community and wider enabling functions

16. HR Associate Key Accountabilities

Process Management: Responsible for the company's multi-state onboarding process with the ability to prioritize and follow internal processes, including New Hire data validation, Background maintenance, and I-9 compliance
Data Accuracy: Ensures accurate data entry and/or approval through relevant operational controls
Employee Support: Provides day-to-day support on HR-related queries from teammates and external sources
Team Collaboration: Collaborates with colleagues across Service King to meet functional area objectives
Administrative Support: Performs varied administrative functions within a business unit or on a project to advance the work of the group
Policy Interpretation: Interprets company and internal administrative policies and procedures, pulling in the assistance of relevant SMEs
Issue Resolution: Identifies, reviews, researches, and resolves relevant issues, identifying the need to escalate (and to whom)
Process Improvement: Identifies the need for process improvements and/or process documentation
Project Assistance: Assists with HR special projects and performs other duties

17. HR Associate Roles and Details

Employee Relations: Proactively assists both unionized and non-unionized client groups with labour/employee relations matters, including collective agreement interpretation, policy interpretation, grievance/mediation/arbitration preparation and resolution
Policy Guidance: Provides guidance and advice to management and staff on the implementation of human resources/employment-related programs
Bargaining Support: Works with the Negotiator during bargaining to draft proposals, prepares memoranda of settlement, drafts council reports, prepares new collective agreements, and trains management on changes to the collective agreements
Regulatory Compliance: Provides guidance and assistance to management and staff to ensure their compliance with legislative requirements, corporate policies, collective agreements, and work guidelines
Conflict Resolution: Resolves employee conflicts, Human Rights and Employment Standards complaints
Performance Counseling: Consults with and advises management on addressing employee performance and conduct issues by defined policies and procedures, done on both an informal basis as well as through taking corrective action
Policy Interpretation: Advises, counsels, and guides management and employees in the interpretation of human resources policies, plans, and programs
Operational Assessment: Identifies and makes recommendations to management on operational HR issues (performance, staffing, workplace interactions, etc.)
Investigation Management: Conducts or manages workplace investigations and prepares summaries with recommendations to resolve current and future issues
Legal Support: Assists the organization in legal proceedings, including Ontario Human Rights Tribunals, and Arbitration hearings
Termination Negotiation: Negotiates on behalf of the organization to settle terminations with external legal counsel
Program Delivery: Provides and/or participates in the delivery of human resources programs and executes related strategies
Service Coordination: Coordinates the delivery of corporate HR services and provides communication and training to management and staff related to HR programs and services
Job Evaluation: Provides guidance and support to management and employees for the job evaluation process and pay equity requirements/issues

18. HR Associate Responsibilities and Key Tasks

Customer Service: Provide customer service to hourly and salaried employees by responding to inquiries in a timely fashion
Labor Assistance: Assist hourly employees, management and the union with various labor questions and issues
Employee Onboarding: Onboarding of new hire employees and creating personnel jackets and profiles
Agreement Compliance: Ensure proper application of the Collective Bargaining Agreement, particularly in job postings, promotions, and payroll matters
Record Maintenance: Create and maintain records, including ensuring they are audit-compliant
Transaction Input: Input transactions for hourly records in a timely fashion
Union Relations: Build and maintain positive Union / Management relations
Policy Expertise: Serve as Subject Matter Authority for questions regarding policy administration as it applies to hourly personnel
Staff Planning: Support staff planning processes, including hiring, layoffs, unemployment, etc.
Legal Support: Handle requests and inquiries from Ford's legal and retirement divisions
Partner Collaboration: Build strong relationships with operations partners, Union representatives, HR colleagues and specialists, and other business partners to jointly deliver strategic objectives and resolve issues
Contract Administration: Coordinate and assist in UAW contract negotiations, implementation, and ongoing administration of the Master and Local Collective Bargaining Agreements
Grievance Investigation: Investigate and prepare responses to grievances
Issue Resolution: Lead HR efforts related to investigations, governmental inquiries/charges, grievance resolution, performance and absence management, complaints of unfair employment practices/discrimination, and disciplinary action
Policy Coaching: Coach, counsel, and educate salaried operations partners on HR policies, processes, programs, and plans
Data Analysis: Interpret data and use technology to proactively identify and diagnose business needs/opportunities and develop solutions to meet those needs

19. HR Associate Duties and Roles

HR Delivery: Supports the delivery of HR products and services within Windsor Operations
Performance Coaching: Coaches, facilitates, and advises operating lead(s) to maximize individual, team, and organizational performance
Strategic Insight: Provides insight to stimulate new perspectives/approaches and different ways of thinking
Relationship Building: Builds strong relationships with business partners, HR colleagues, and experts to jointly deliver business objectives, remove roadblocks, and resolve issues
Value Implementation: Implements and stewards the employment value proposition
Talent Acquisition: Partners with HR Business Partners, People Leaders and Hiring Managers on Talent Acquisition initiatives including new hire acquisition (Internal/External job advertisements, recruitment, selection and onboarding)
Workplace Inclusion: Fosters an effective, inclusive work environment/culture and relationships, balancing employee advocacy with stewardship of company goals and values
Engagement Planning: Supports People Leaders in action planning related to employee engagement and morale, including the analysis of data, identification of insights, and the development and execution of plans to enhance engagement and morale
Workforce Planning: Identifies current and future workforce planning needs, partners with skill teams to deliver appropriate solutions (e.g. recruiting, competency assessment, design thinking) and leads manpower meetings
Strategy Alignment: Aligns own actions with the HR Vision and Strategic Priorities
Policy Coaching: Coaches, counsels, and educates business partners on HR policies, processes, programs, and strategies
Compliance Delivery: Delivers HR services and ensures compliance (e.g. via audits) with applicable employment laws, regulatory agencies, regulations, policies, and practices (e.g., ethics, health and safety)

20. HR Associate Roles and Responsibilities

Inquiry Handling: Initial point of contact for Associates regarding HR-related programs/systems/policies and procedures by answering associate inquiries or redirecting to escalated support resources
Case Resolution: Answer Associate inquiries in line with service level standards and case management guidelines
Transaction Processing: Perform HR administrative transactions for a variety of HR functions and Workforce Support Services
Process Improvement: Inform HR Process and HR Knowledge Base Improvements
Content Support: Support the FAQ creation
Training Participation: Attend HR Trainings to ensure adequate support for associates’ inquiries
Service Delivery: Achieve stated performance measures and adherence to customer service standards
System Support: Act as the first level of support for HR operations by using the ServiceNow ticketing system and Workday
Procedure Execution: Use existing procedures to resolve HR inquiries and transactions related to the lifecycle of the employee
Data Management: Input, update and maintain the HR data in a timely and accurate manner
Document Issuance: Issue documentation by the process (offer letters, contracts, addendums, employment letters, etc.)
Feedback Integration: Actively involved in the continuous improvement of the HR processes by seeking and providing consistent feedback

21. HR Associate Duties

Risk Leadership: Leading all global HR governing risk and control meetings including Regional and Functional Control Forums and the Business Control Committee (BCC)
Meeting Support: Support the Head of HR for related firm-wide Control Committee (FCC), HR Control Forum, and Internal Audit Board of Directors meetings and presentations
Stakeholder Management: Building strong partnerships with HR leaders in a highly matrixed functional/regional/global environment, and serving as the point person for risk and control issue escalation
Risk Advisory: Providing independent risk and control advisory support and risk challenge, inclusive of root cause analysis, and developing sustainable and strategic risk mitigation solutions
Program Implementation: Implementing programs and processes with a strong change management plan, and engaging HR partners in the most efficient and value-added manner
Risk Monitoring: Identifying, escalating, monitoring and measuring operational risk by firmwide operational risk programs, processes and all reporting requirements
Compliance Coordination: Working closely with other control functions (i.e., Regulatory, Compliance, Legal, Internal Audit, etc) to manage the overall HR Risk Profile
Training Delivery: Leading ongoing risk and control education and awareness efforts across the global HR function

22. HR Associate Details

Onboarding Execution: Responsible for ensuring Associate onboarding is executed proficiently, accurately, and promptly
Compliance Management: Ensures I-9/E-Verify and background check compliance
Performance Monitoring: Supports and monitors the performance appraisal process and maintains personnel files
Benefits Administration: Ensures that benefit administration and communication occur promptly
Employee Relations: Assists with employee relations by witnessing associate coaching, counseling, submitting termination requests, and administering exit interviews
Payroll Processing: Prepares, processes, and meets weekly payroll deadlines
Training Delivery: Trains all new associates and managers on the scheduling process and system navigation (appropriate to their position)
Schedule Coordination: Ensures a timely schedule is provided to associates (2 weeks in advance)
Request Approval: Approves all requests for time off and availability changes in the system (partners with Store Manager)
Staffing Management: Meets store budget, base staffing, and weekend percent guidelines through minimal edits
Cash Handling: Maintains store petty cash funds (registers and vault), and performs the sales audit function
Status Coordination: Coordinates status checks (ensuring printed and kept in binder)
Meeting Participation: Participates in morning and workload meetings

23. HR Associate Responsibilities

Query Management: Deal with various people's queries throughout the business in conjunction with the PEPs
Job Review: Review and update job descriptions in conjunction with the TA team
Metric Reporting: Monitor and report on key metrics, such as turnover and retention rates
System Reporting: Use HR information systems to access, input and compile data and reports
Need Assessment: Assist Managers and PEPs to identify development needs, in conjunction with L&D
Relationship Handling: Manage staff relationships, respond to any queries or problems and manage expectations
Performance Research: Research and recommend performance evaluation methods (e.g., employee appraisal systems)
Policy Monitoring: Monitor, review and update all HR policies and ensure these are in line with current legislation
Investigation Support: Support the Head of People or PEPs with various capability investigations, including grievance and disciplinary
Performance Driving: Drive business performance towards the organisation’s objectives
Branding Support: Assist in organising employer branding initiatives
Contact Point: Act as the point of contact for managers, employees and other HR team members
Communication Development: Maintain good communication and develop working relationships with stakeholders and colleagues
Company Knowledge: Develop an accurate knowledge of Cera, including company structure and services provided
Policy Compliance: Know how and where to find Cera’s policies and procedures and ensure continual adherence
Data Compliance: Understand and comply with both company and legislative requirements regarding confidentiality and data protection
Confidentiality Maintenance: Maintain a code of complete confidentiality regarding written or verbal information related to clients
Training Completion: Complete all mandatory training and undertake regular updates to maintain awareness of best practices
Meeting Participation: Attend training, appraisals and meetings with the line manager and use these for personal development
Professional Representation: Professionally represent Cera at all times, on the phone, in person and written communication

24. HR Associate Job Summary

Reference Management: Initiate and monitor professional reference checks for prospective candidates
Offer Drafting: Draft offer letter/contract for accepted candidates for the Talent Acquisition Specialist to approve
Document Collection: Send, monitor completion, and compile new hire documents for personnel files
I-9 Verification: Complete the federal I-9 verification process
Account Creation: Create new school employee accounts while assigning and monitoring appropriate new hire training
Access Communication: Communicate details about the new hire to other teams across the organization for access set-up in technology systems
Payroll Coordination: Coordinate with the payroll team to communicate data for the new hire set-up in the payroll system
Clearance Tracking: Monitor and track the completion of fingerprint clearances for new hires
Fingerprint Distribution: Send state-mandated fingerprint cards and instructions to new hires
Customer Oversight: Oversee all incoming customer communications for schools (email, IA, chat)
Inquiry Response: Ensure a timely and accurate response to the customer by providing a response or assigning it to the appropriate support person
Unemployment Processing: Complete all state unemployment requests
Mail Sorting: Sort and process all physical mail
Request Fulfillment: Fulfill employee requests such as employment verifications
Contract Preparation: Draft offer letter, contracts, and/or career ladder statements for staff changing position details for approval by the HR Partner or Talent Acquisition Specialist
System Processing: Process position changes through the UltiPro user management system
Access Notification: Communicate the position change to other teams if the system access needs change
Compensation Support: Support the yearly school compensation process by merging, compiling, sending, and tracking compensation and bonus statements
Background Rerun: Rerun criminal background checks on a biannual basis
Staffing Compilation: Compile staffing reports for charter schools detailing new hires, position changes, and departures for board meetings, for HR Partner approval
Check Processing: Process criminal background checks for Community Coordinators, contractors, board members, or other miscellaneous groups
Training Monitoring: Monitor completion of training courses for returning school staff and send communications to those with outstanding training
Change Processing: Process name and address change requests in UltiPro
Exit Coordination: Coordinate the departing staff process
Deactivation Communication: Communicate details of the departing individual to other teams in the organization to deactivate system access
Departure Notification: Send communication to departing individuals detailing key transition information

25. HR Associate Accountabilities

Relationship Management: Develop and maintain purposeful relationships with management to ensure HR strategies, processes and practices are implemented
Culture Training: Conduct orientations and training to foster a positive culture and environment
Data Analytics: Utilize HR data and analytics to drive business solutions
Check-in Oversight: Responsible for ensuring the event day employee check-in process is conducted in a timely and efficient manner
Policy Compliance: Assists in ensuring compliance with all company and stadium policies, including but not limited to alcohol safety
Admin Support: Assist in administrative tasks for the preparation and success of the operation
Employee Counseling: Provide expert counsel and coaching to managers and employees (union and non-union) on all employee-related issues
Conflict Resolution: Proactively anticipate and address labor/employee relations issues, including conflict resolution efforts
Investigation Support: Partner with the Human Resource Manager to conduct investigations and prepare necessary documentation
Talent Development: Assisting in the building of bench organizational strength through the identification, recruitment, and development of talent
Process Improvement: Participate in the development and/or improvement of department goals, objectives and processes
Full-cycle Recruitment: Participate in the full life cycle recruitment and hiring process
Staffing Support: Support staffing efforts during event and non-event days
Safety Administration: Various safety-related responsibilities, including workers’ compensation administration, maintenance of the OSHA log and safety board
Program Leadership: Lead the development and implementation of approved programs that increase employee satisfaction and retention

26. HR Associate Functions

Policy Delivery: Deliver a tier-1 solution on people-related policies and practices to provide HR Teams, colleagues, and line managers with the necessary information
Documentation Support: Provide transactional and advisory support in preparing all relevant colleague documentation to ensure that all documentation is issued correctly and systems are updated
Absence Administration: Administrate absence management through the HR information system to minimize absence rates and promote positive colleague relations
KPI Reporting: Collate and provide relevant KPI information promptly, showing trends, and generating it in a format that is readily available for managers to review, e.g., sickness absence data to inform functional and business decision-makers
Service Support: Provide support to the HR Team in talent acquisition, absence management, disciplinary and grievance processes to promote efficient service delivery
Recruitment Administration: Provide administrative support, which could include posting jobs, processing candidate applications, preparing candidate packs and letters to ensure that candidates have a positive, common experience and that vacancies are filled promptly
Communication Assistance: Assist with communications, i.e., prep of new starter information/circulation, etc.
Task Management: Ad hoc duties, i.e., manage onboarding process, assist with HRSS inbox, coordinate medicals, flu jabs and similar
Report Generation: Raise POs and run basic reports
Data Entry: Ensure new starter information is captured and uploaded to the appropriate HR systems
Instruction Compliance: Comply with all current work instructions within the organization
Safety Compliance: Comply fully with all current health, safety and environmental regulations in operation within the company whilst carrying out duties
General Support: Carry out any reasonable task that falls within capabilities

27. HR Associate Job Description

Culture Promotion: Foster an effective, inclusive work environment/culture and relationships, balancing employee advocacy with stewardship of company goals and values
Stakeholder Engagement: Build positive relationships with operations partners, Union representatives, HR colleagues and specialists, and other business partners to jointly deliver business objectives and resolve issues
Labor Support: Act as the main HR/Labor Relations support for a shift of approximately [number]
Attendance Management: Manage the National Attendance Program including reports and employee accountability
Investigation Leadership: Lead the full investigation process of various subject matters for a shift including the determination and coordination of appropriate resolutions
Personnel Planning: Coordinate the medical placement and personnel planning process
Relations Support: Support Personnel Relations activities
Recruitment Coordination: Coordinate hourly recruiting and hiring
Safety Support: Support all Health and Safety activities
Contract Management: Support local contract negotiations and contractual education and disputes
Union Relations: Build objective relationships with both management and union partners
Excel Reporting: Craft and manipulate various reports using Microsoft Excel
Employee Programs: Support People Matters activities

28. HR Associate Overview

Policy Support: Support for policy development and implementation
Data Collection: Contribute to HR policy development and corporate HR initiatives by assisting in collecting data on trends, risks and opportunities and sharing local HR best practices
Project Assistance: Assist with projects in support of HR initiatives for the attainment of business objectives in line with the corporate HR strategy
Policy Communication: Support the communication of HR policy changes and new HR initiatives to management and personnel, providing guidance
System Guidance: Guide HR related systems and processes, including but not limited to Recruitment, Contracts, Position Management, Performance Management, Benefits and Entitlements, consistent with UNOPS rules and procedures
Procedure Advisory: Provide advice and guidance to personnel on administrative procedures, processes and practices
Client Liaison: Act as liaison between the unit and internal and external clients and provide proactive customer service to expedite completion of projects, and provide information
Onboarding Experience: As the first face of HR, ensure that new hires' first impressions are positive and that they have all the in-processing information completed
Recruitment Advisory: Advise hiring management and guide personnel on UNOPS recruitment and performance management processes, and learning and development initiatives, resources, and plans
Performance Advisory: Provide advice to supervisors on good practices, policies and procedures in performance management, including managing underperformance
Diversity Support: Support the implementation of institutional gender and diversity initiatives, providing education and advice on issues related to equity, compliance, inclusion, and diversity
Talent Acquisition: Assist in recruitment processes, ensuring best practices are used for effective and efficient talent acquisition in line with UNOPS policy
Workforce Planning: Actively participate in workforce planning at the office and project level and guide clients through recruitment and selection processes
Recruitment Execution: Take lead on requisition initiation, longlisting, testing and interviews, formal approvals, selection minutes, reference checking, fee calculation, offers and rejections, and updating the recruitment online information system

29. HR Associate Details and Accountabilities

Manager Coaching: Coach and develop managers in case management to maximise their confidence, capability, and consistency
Skills Development: Upskill managers in technical and practical people skills, reducing their reliance on the People Partners and wider People Team
Experience Facilitation: Drive and facilitate best practice and consistency in employee and manager experience by providing advice and guidance across the business
Case Guidance: Guide and coach managers with complex cases (e.g., performance, disciplinary, grievance investigations, hearings and appeals)
HR Advisory: Provide basic generalist HR and employment law advice, ensuring consistency, fairness and empathy
Project Partnership: Work with People Partners and members of the People team on key business projects and take the lead on ER considerations and impact
Training Design: Work with colleagues across the People Team on the design and delivery of training for line managers (e.g., investigations, note-taking, mental health, sickness and absence management)
Data Accuracy: Ensure case management (ER) data is accurate and up to date
Trend Analysis: Analyse the data to identify trends, issues, and improvement opportunities
Policy Updating: Update Policies and Procedures in line with Business, regulatory and legislative requirements
Absence Management: Manage absence cases and long-term sickness cases within the business, liaising with the Occupational Health provider
Detail Orientation: Bring excellent attention to detail and accuracy
Fact Checking: Ensuring facts are correct, complete and consistent
Experience Enhancement: Drive the Employee Experience agenda through key people, policy updates and development to improve the effectiveness of the business in line with the overall business strategy

30. HR Associate Tasks

Record Management: Creating a new hire record in the HR system and collecting all documents and information
Candidate Support: Answering phone and email queries from candidates and recruiters
Contract Preparation: Preparing employment contracts and accompanying documents
Stakeholder Relations: Building and maintaining positive business relationships within a network of stakeholders such as Recruiters, Hiring Managers and HR Services Representatives
Task Coordination: Managing Onboarding administrative tasks and communication with different parties
Data Accuracy: Ensuring accurate data management and professional communication at all times
Operational Support: Accountable for completing various tasks to support the daily operations of the HR department
Onboarding Planning: Create onboarding plans and educate newly hired employees on internal procedures, HR policies, and regulations
File Management: Manage digital and physical files for employees and their documents, including benefits, attendance records, and annual reviews
Document Drafting: Draft templates for various HR documents
Employment Verification: Complete employee verifications
Process Assistance: Work with other members of the HR department to manage the hiring and onboarding process for new company employees

31. HR Associate Roles

Policy Administration: Administer human resources policies, procedures and programs, including FMLA, disability, tuition reimbursement, safety, work conduct, etc.
Legal Compliance: Ensure and enforce compliance with all applicable employment laws, company policies and collective bargaining agreement terms
Talent Coordination: Coordinate talent acquisition and talent management activities for hourly personnel such as onboarding and job bidding process administration
Payroll Accuracy: Maintain and ensure accuracy of time and attendance records for all employees, including accurate and timely processing of weekly payroll
Case Support: Support HR efforts related to investigations, governmental inquiries, grievance resolution, performance and absence management and disciplinary actions
Process Improvement: Act as a change agent to continuously improve processes, methods, past practices, etc.
Project Management: Plan, organize and coordinate various projects, programs and committees related to employee relations, safety, internal communications, etc.
Engagement Planning: Support local leadership in action planning related to employee engagement
Record Maintenance: Maintain employee personnel records
Action Processing: Process various employment actions through internal procedures
Inquiry Response: Respond to day-to-day HR employee inquiries and requests
Relationship Building: Build strong relationships with the operations team, Union representatives and other business partners to deliver business objectives and resolve issues
Workplace Inclusion: Foster an effective, inclusive work environment, effectively balancing employee advocacy with conservancy of company goals and values

32. HR Associate Additional Details

Form Processing: Process personnel forms and handle highly confidential material
Inquiry Response: Answer general questions and inquiries in various areas of Human Resources
Record Maintenance: Maintain applicant databases and employee records, and provide information to employees on matters about personnel forms and records
Team Collaboration: Work in collaboration with the local human resource team, the regional human resources team and the external payroll service provider to ensure that the data is accurate
Query Handling: Respond to telephone and e-mail queries related to various areas of Human Resources queries following company policies and procedures
Process Revision: Revise the payroll processes, procedures, and make the necessary changes to ensure that appropriate control methods are implemented and tracked
Data Compilation: Compile data for analysis and reporting, and may perform routine analyses
Benefit Assistance: Assist employees in the completion of appropriate forms and calculation of benefits
Document Processing: Process all necessary documentation for customers' contracts and tasks and checks, and monitor the progress of the tasks
Claim Resolution: Receive and resolve claims related to the salary process as they are designated by the case management, according to the provisions of the service contracts

Relevant Information

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