9 Duties of a Human Resource Assistant

Successful small businesses grow. And with that growth comes the need to incorporate the HR function. The duties of a human resource assistant can keep things running smoothly.

The human resource function is a vital role that helps to ensure legal compliance and supports the employee experience.

The human resource assistant is the person who deals with the day-to-day HR responsibilities and is the liaison between the organization, employees and benefit vendors.

This essential role helps ensure that employee needs are met and that critical HR files are taken care of.

Managing the human resource function can be a part-time responsibility for small organizations or a full-time position for larger organizations.

1. New Hire Application Process

The HR Assistant helps with the entire new hire application process. This includes collecting required employment information such as I-9’s, employment application, background checks, reference checks, resumes and benefit information.

It also involves being the point person for applicant questions and information flow between the organization and the job candidate.

2. New Employee Orientation

The HR assistant is often responsible for orienting new employees to the organization and is the point person for all new employee questions..

This may include going over the new employee orientation checklist and making sure new employees have a designated phone, computer log-in, workstation, office keys, etc.

3. Payroll

This position may also have responsibility for processing payroll.

This may include making sure all worked hours are accounted for and any vacation or sick time are tracked and put into the payroll system. They also answer employee payroll questions and facilitate resolution of paycheck errors.

4. Record Maintenance

This person is responsible for maintaining organized and up-to-date HR files.

This includes information on employee benefits, employment status, paid time off, sick time or any other employee nonproductive hours. They may also keep files of performance appraisal information, grievance or corrective action.

5. Vendor Liaison

The human resource assistant may serve as a liaison between the organization and insurance or retirement benefit vendors.

This includes adding or terminating employees from the benefit programs and helping to answer questions or resolve benefit related issues that may arise.

6. File Audits

The HR assistant is responsible for performing HR file audits to ensure that all required documents are collected and are maintained in employee files.

File audits should be done at least annually.

7. Employee Advocate

This position often acts as an advocate for employees and conveys employee issues and concerns to management for resolution.

They are the eyes and ears of employees and alerts management of underlying issues that may need to be addressed.

8. Employee Recognition

A human resource assistant may help plan and oversee employee recognition events.

This could include planning the annual employee picnic, Christmas party or overseeing an employee recognition dinner. They are the employee cheerleader and helps to create a fun and engaging employee environment.

9. Clerical Support

This person also provides clerical support duties for the HR manager. This would include departmental filing, answering the phone, travel arrangements and other miscellaneous duties.

Smaller organizations have fewer employees and often manage the HR function with one person. However, as the organization grows, employee support becomes more complicated and requires more employees who are specialized in certain areas of HR, such as compensation, benefits, hiring, or labor relations. Regardless of the size of the organization, the HR assistant is a vital role.