WHAT DOES A HUMAN RESOURCES ADMINISTRATIVE ASSISTANT DO?

Published: July 18, 2025 - The Human Resources Administrative Assistant supports daily HR operations by maintaining accurate HRIS records, managing onboarding tasks, and responding to employee inquiries efficiently. This role ensures compliance with documentation procedures, assists with background checks, recruitment coordination, and handles employee record updates with strict confidentiality. The assistant also contributes to reporting functions, resolves system issues, and assists in processing terminations promptly.

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

1. Human Resources Administrative Assistant Duties

  • Administrative Support: Provide direct administrative support to the Human Resources department
  • Record Maintenance: Maintain and update records
  • Issue Resolution: Resolve any issues relating to property management to ensure a safe work environment
  • Appointment Setup: Set up maintenance and appointments for various equipment and facility-related issues
  • Committee Participation: Active participation in the Company's Activities and Safety Committees
  • Supply Ordering: Maintain and order office supplies
  • Travel Booking: Book travel arrangements and process employee reimbursements
  • Grievance Handling: Receive employee grievances and act accordingly to resolve them
  • Project Research: Conduct research and prepare briefings for various special projects
  • Procedure Familiarity: Become thoroughly familiar with various department personnel and procedures to advise and assist management appropriately
  • Front Desk: Greet customers, vendors, and employees at the main entrance
  • Access Control: Control door and gate access
  • Call Handling: Answer operator loop calls, answering or referring inquiries

2. Human Resources Administrative Assistant Details

  • Recruitment Participation: Participate in employee recruitment and onboarding
  • Interview Scheduling: Schedule new applicants for interviews
  • Form Discussion: Provide Application forms, exam, and discuss credentials/requirements that need to be completed before the orientation
  • Applicant Entry: Enter new applicants into CHRC
  • Background Checks: Generate new applicants’ Chauncy (Prometric, OIG exclusion, OMIG Exclusion, Sex Offender, SAM and License Verification)
  • Orientation Calls: Call and confirm applicants for the upcoming orientation
  • Orientation Documents: Prepare all documents for orientation such as Sign-in Sheet, Orientation Packet, Mandatory Topics, Job Description, Competencies and Schedules
  • Form Completion: Make sure all forms are complete and signed by the In-Service coordinator and Administrator
  • File Scanning: Scan signed employee files to Payroll
  • Employee Registration: Register a new employee in the Time Clock machine

3. Human Resources Administrative Assistant 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
  • Application Entry: Key employment applications into the HRIS System weekly
  • Job Posting: 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
  • Packet Preparation: Creates new hire packets to ensure there are always packets in stock
  • Orientation Delivery: Conducts new hire orientations and verifies paperwork for accuracy
  • 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
  • Front Office Upkeep: Ensures the front office and lobby are kept neat
  • Copier Maintenance: Ensures the copier has paper, supplies are in stock, etc.
  • Reception Coverage: Back-up coverage for a full-time receptionist

4. Human Resources Administrative Assistant Job Summary

  • Inquiry Response: Responds to all requests/inquiries from customers via multiple channels, primarily from phone and the HR Portal
  • Case Escalation: Escalates calls requiring investigation and/or research to the appropriate HR functional team
  • Case Management: Using a case management system ensures that all details/relevant information are organized and documented appropriately and that cases are classified appropriately
  • Self-Service Support: Assists and encourages users/customers to make effective use of MyHR and other self-service options, systems, products, services, etc., to drive rapid resolution and empower the customer
  • Customer Interaction: Communicates and interacts effectively with customers and team members while displaying empathy and courtesy
  • Professional Image: Portrays a positive, professional, customer-oriented and delivery-oriented image
  • Data Processing: Processes critical employee/timekeeping data in ADP
  • Onboarding Support: Supports onboarding and offboarding processes
  • Report Reconciliation: Completes reconciliations and reports utilizing Excel
  • Sensitive Handling: Handles sensitive material and information with discretion

5. Human Resources Administrative Assistant Accountabilities

  • Onboarding Administration: Administer the onboarding process for all employees
  • Paperwork Compliance: Ensure all paperwork is completed according to department procedures and fulfills legal requirements
  • Job Posting: Review, edit, and approve company job postings
  • Recruitment Tracking: Track the recruitment process, entering the information of approved applicants into the onboarding system, maintaining and updating recruiting documents, and processing paperwork accordingly
  • Document Filing: Virtually file documents into the appropriate employee online file and HRIS profile
  • Customer Service: Maintain relationships with Hiring Managers and provide friendly, knowledgeable customer service by responding to basic inquiries from candidates and employees
  • Report Building: Build regular and ad hoc reports using employee data from HRIS
  • Background Review: Review candidate background checks and elevate any issues
  • Compliance Support: Partner with the Compliance Department and the workplace poster vendor to ensure employment and industry notification posters are up-to-date at all branches
  • Temporary Support: Provide administrative on-and-off-boarding support for temporary employees by inputting and maintaining temporary employee information in the HRIS

6. Human Resources Administrative Assistant Functions

  • HR Support: Support day-to-day HR administration work in a fast-paced environment
  • HRIS Updates: Ensure HRIS records are updated timely and accurate manner
  • Inquiry Handling: Attend to employee inquiries promptly and direct matters of significance to the proper HR personnel
  • Onboarding Monitoring: Monitor the full onboarding life cycle
  • Offer Preparation: Preparing offer letters, distributing new hire paperwork, background screening, entering data into HRIS, and following up with due tasks
  • I-9 Compliance: Ensures that I-9 documentation and procedures are accurately followed
  • Process Adherence: Follow processes and procedures with attention to detail
  • Background Assistance: Submits the online investigation requests and assists with new employee background check paperwork
  • Record Maintenance: Maintain and update employee records following security and privacy procedures, including processing of employee changes and paperwork
  • Interview Scheduling: Assists with recruitment and interview process, including scheduling meetings and interviews as requested by hiring managers
  • Report Support: Support monthly reporting needs and pull ad-hoc reports via ADP
  • System Troubleshooting: Troubleshoot and resolve system interfaces and other vendor applications
  • Termination Processing: Assists with processing terminations

7. Human Resources Administrative Assistant Job Description

  • Recruitment Coordination: Coordinate with a recruiter in the recruitment process including interview scheduling, application processing and maintenance of recruiting files
  • Paperwork Processing: Coordinate the processing of pre-employment paperwork
  • Packet Preparation: Prepare and send a new hire packet, such as an offer letter, a non-compete agreement and other new hire paperwork
  • Payroll Support: Assist with bi-weekly payroll prep
  • Orientation Scheduling: Coordinate scheduling and administration of new hire orientation and onboarding
  • Checklist Facilitation: Prep On-Boarding checklist and facilitate completion of all items listed
  • Orientation Support: Admin support for New Hire Orientation (NHO) booking calendars, meeting rooms, and printing and preparing all relevant materials
  • IT Notification: Notify IT and training of the new hire's start date and computer equipment needs
  • Equipment Coordination: Coordinate all equipment orders, shipments and set up / troubleshooting for remote hire, working with the IT department, supervisors, and administrative staff
  • Policy Distribution: Prep and send the telecommuting policy and all documents to be signed before NHO
  • File Maintenance: Maintain an accurate file of all remote employees’ telecommuting agreement paperwork

8. Human Resources Administrative Assistant Overview

  • LMS Management: Maintain the LMS, set up new hires and annual training
  • Training Reports: Responsible for downloading reports for training compliance
  • Offboarding Process: Responsible for all employee offboarding
  • Termination Facilitation: Facilitate termination checklist items when an employee leaves or resigns
  • Equipment Return: Coordinate all equipment returns for remote hires
  • Checklist Completion: Ensure all tasks on the employee term checklist are completed and the checklist is placed in the employee's file
  • State Tracking: Maintain a list of states with remote staff
  • Finance Notification: Advise Finance when there is a new state to set up
  • Admin Support: Provide general administrative support to the function including meeting attendance and taking accurate notes/minutes (with and without HR Management)
  • Program Tracking: Track employee programs such as tuition reimbursement
  • Folder Maintenance: Set up and maintain employee Personnel folders, both electronic and hard copy
  • Folder Preparation: Prepare new employee personnel folders including all new hire documentation
  • Enrollment Support: Assist HRG with the annual open enrollment period each year
  • Change Processing: Process changes within the deadlines
  • Insurance Processing: Assist with processing of health insurance enrollments, changes and terminations
  • Project Assistance: Assist with special projects and other HR tasks

9. Human Resources Administrative Assistant Details and Accountabilities

  • Background Processing: Process and review the background Investigation results
  • Correspondence Preparation: Prepare and mail all correspondence regarding background check results to applicants
  • Result Communication: Communicate the results of staff background investigations to the appropriate parties
  • Benefits Administration: Responsible for the administration of staff benefits
  • File Maintenance: Maintain staff personnel files
  • Onboarding Preparation: Employee information preparation such as new hire onboarding, orientation, E-Verify, 401k, Flex Spending, termination and COBRA
  • Verification Processing: Process all requests for employment verification and subpoenas
  • Data Tracking: Maintain various data spreadsheets
  • Claims Processing: Process disability and EDD claim forms
  • Clerical Support: General clerical duties such as delivering documents, filing, photocopying, etc.
  • Role Backup: Backup to the QA specialist role

10. Human Resources Administrative Assistant Tasks

  • Data Entry: Inputs and maintains employee data into various computer system databases
  • Record Maintenance: Maintains confidential employment files, records and other HR-related documents
  • Requisition Preparation: Prepares requisitions for supplies, equipment and personnel actions
  • Inquiry Response: Answers general Human Resources-related questions and inquiries about policy, procedures, benefits and compensation
  • Report Compilation: Compiles data from HRIS systems and other sources and prepares needed reports
  • Team Support: Supports and assists other Human Resources team members
  • Office Readiness: Maintains Human Resources conference room and Human Resources office readiness
  • Mail Processing: Processes facility USPS mail and prepares mailings and distribution of information, materials and awards
  • Storage Maintenance: Maintains external records storage
  • Invoice Processing: Processes bills and invoices for the department and coordinates with Finance
  • Board Posting: Post and maintain company bulletin boards and other communications systems
  • Event Assistance: Assist with facility-sponsored events and community involvement initiatives
  • Initiative Support: Support with site-level HR initiatives including engagement, plantwide meetings, community outreach programs, and more
Relevant Information
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