HR Assistant Job Description Template

An HR Assistant is the backbone of the HR team, keeping everything running smoothly behind the scenes.

From supporting recruitment and maintaining employee records to processing payroll and ensuring policies are followed, this role plays a big part in shaping the employee experience.

Working closely with the HR Director and other team members, the HR Assistant is often the go-to person for employee questions, assisting with performance reviews, employee relations, and day-to-day HR operations. 

At its core, this role is about creating a positive, functional workplace—helping both employees and leadership stay supported, engaged, and set up for success.

About the Role

The HR Assistant plays an integral role in supporting HR operations — handling tasks like recruitment, onboarding, payroll, benefits, and ensuring compliance with labor laws. They manage schedules, communicate with candidates, and assist with conflict resolution.

Working closely with the HR Manager and other departments, the HR Assistant helps ensure smooth operations and a positive work environment. 

The ideal candidate is organized, reliable, and skilled in multitasking and problem-solving, with a solid understanding of employee relations and HR laws.

Job Brief

As an HR Assistant at [Company Name], you’ll be at the heart of our HR team, helping its various functions every day. You’ll take on key tasks like coordinating recruitment, processing payroll, managing benefits, and keeping employee records up to date. 

Working alongside HR Managers and different departments — you’ll be responsible to oversee that our HR policies are executed effectively. 

You’ll also assist employees with any questions or concerns, manage schedules, and help resolve conflicts, all while promoting a positive work environment. Your role is essential in making sure everyone feels valued and supported, which will contribute to the overall success of our company.

Roles and Responsibilities

Recruitment & Onboarding

• Find and shortlist candidates, coordinate interviews, and handle background checks.
• Manage employment contracts and answer candidate questions.
• Post job openings and ensure a smooth hiring process.
• Welcome new hires with structured onboarding and training sessions.

Employee Support & Workplace Relations

• Be the go-to person for employee concerns, ensuring smooth communication.
• Help managers and teams stay aligned on deadlines and projects.
• Support engagement initiatives to create a positive workplace culture.

HR Admin & Compliance

• Maintain accurate employee records, including attendance and leave logs.
• Approve time-off requests while keeping department schedules in check.
• Ensure confidentiality in handling employee data and HR policies.
• Keep benefits documentation up to date and manage personnel changes.

Payroll & Benefits

• Process payroll on time, every time.
• Handle health and welfare plan enrollments, terminations, and compliance.
• Assist with audits, credentialing, and insurance-related tasks.

Policy & Legal Compliance

• Help develop HR policies and ensure compliance with employment laws.
• Stay ahead of changing regulations and HR trends.

General Administrative Support

• Organize interviews, meetings, and HR events.
• Prepare reports, handle HR system data entry, and manage documents.
• Ensure compliance with Form I-9 and other required records.

Performance & Employee Growth

• Support performance evaluations and feedback sessions.
• Assist in termination procedures when necessary.
• Keep employees informed about their performance and development.

Specialized HR Tasks

• Manage commission tracking and process statements.
• Work closely with leadership on team goals and workforce planning.
• Address any onboarding challenges to make new hires feel supported.

Skills and Requirements

Essential Qualifications

• Education: High school diploma or GED required; HR certifications are a plus.
• Experience: 2–3 years in an administrative or HR role, ideally in an office setting.

Technical Skills

• HR Knowledge: Understanding of HR processes, payroll, labor laws, and collective bargaining agreements.
• Tech-Savvy: Comfortable using Microsoft Office, HR software, and databases; typing speed of 35+ WPM.
• Organized & Detail-Oriented: Strong data analysis skills and the ability to keep things running smoothly.

Soft Skills

• Great Communicator: Clear verbal and written communication; bilingual in English and Spanish is a plus.
• People-First Approach: Ethical, team-oriented, and always supportive.
• Problem-Solver: Proactive, persistent, and focused on results.

Key Behavioral Traits

• Time Management Pro: Juggles multiple tasks without missing a beat.
• Adaptable & Resilient: Thrives under pressure and adjusts to shifting priorities.
• Trustworthy: Handles sensitive employee information with discretion and care.

Bonus Points (Preferred Qualifications)

• Experience with state-specific HR systems and regulations.
• Background in recruitment, benefits administration, or compliance.

How to Apply 

We’re glad you’re considering joining us as an HR Assistant. 

• To apply, please submit a resume highlighting your relevant experience and a cover letter explaining why you’re a great fit for the role. 
• Submit your application through our careers page [Insert Link] or email it to [Insert Email Address] with the subject line: Application for HR Assistant Position. 
• If applicable, complete the online application form and include any supporting documents or certifications that demonstrate your skills.
• Applications close on [Insert Deadline], so make sure everything is submitted on time.

For questions, feel free to contact us at [Insert Contact Information]. We look forward to reviewing your application.

Frequently Asked Questions

1. Who is an HR Assistant?

An HR Assistant is the behind-the-scenes support that keeps HR operations running smoothly. They help with everything from hiring and payroll to employee records and benefits, making sure things stay aligned.

1. What does an HR Assistant do?

They handle the details—scheduling interviews, updating employee records, processing payroll, and assisting with benefits—so the HR team can focus on the bigger picture.

1. What are the key responsibilities?

HR Assistants help with recruitment, maintain employee records, manage payroll and benefits, coordinate training, answer employee questions, and ensure the company stays compliant with policies and regulations.

1. What makes a great HR Assistant?

Being highly organized, dependable, and a great communicator is key. The best HR Assistants juggle multiple tasks with ease, handle sensitive information with discretion, and have a solid grasp of HR processes.

1. Who do HR Assistants work with?

They collaborate with HR Managers, department heads, employees, and finance teams—helping with hiring, payroll, compliance, and keeping HR processes running seamlessly across the organization.