Human resources assistants maintain the human resource records of an organization's employees. These records include information such as name, address, job title, and earnings; benefits such as health and life insurance; and tax withholding. They also undertake a variety of other personnel and general office related tasks.
On a daily basis, these assistants record information and answer questions about and for employees. They might look up information about absences or job performance, for instance. When an employee receives a promotion or switches health insurance plans, the human resources assistant updates the appropriate form. Human resources assistants also may prepare reports for managers. For example, they might compile a list of employees eligible for an award.
In small organizations, some human resources assistants perform a variety of other clerical duties, including answering telephone calls or letters, sending out announcements of job openings or job examinations, signing for packages, ordering office supplies, and issuing application forms. When credit bureaus and finance companies request confirmation of a person's employment, the human resources assistant provides authorized information from the employee's personnel records. Assistants also may contact payroll departments and insurance companies to verify changes to records.
Some human resources assistants are involved in hiring. They screen job applicants to obtain information such as their education and work experience; administer aptitude, personality, and interest tests; explain the organization's employment policies and refer qualified applicants to the employing official; and request references from present or past employers. Also, human resources assistants inform job applicants, by telephone, letter, or e-mail, of their acceptance for or denial of employment.
In some job settings, human resources assistants have more specific job titles. For example, assignment clerks notify a firm's existing employees of upcoming vacancies, identify applicants who qualify for the vacancies, and assign those who are qualified to various positions. They also keep track of vacancies that arise throughout the organization, and they complete and distribute forms advertising vacancies. When completed applications are returned, these clerks review and verify the information in them, using personnel records. After a selection for a position is made, they notify all of the applicants of their acceptance or rejection.
As another example, identification clerks are responsible for security matters at defense installations. They compile and record personal data about vendors, contractors, and civilian and military personnel and their dependents. The identification clerk's job duties include interviewing applicants; corresponding with law enforcement authorities; and preparing badges, passes, and identification cards.
Work environment. Human resources assistants usually work in clean, pleasant, and comfortable office settings, but prolonged exposure to video display terminals may lead to eyestrain for assistants who work with computers. They usually work a standard 35- to 40-hour week.
| 1. | Explain company personnel policies, benefits, and procedures to employees or job applicants. |
| 2. | Process, verify, and maintain documentation relating to personnel activities such as staffing, recruitment, training, grievances, performance evaluations, and classifications. |
| 3. | Record data for each employee, including such information as addresses, weekly earnings, absences, amount of sales or production, supervisory reports on performance, and dates of and reasons for terminations. |
| 4. | Process and review employment applications to evaluate qualifications or eligibility of applicants. |
| 5. | Answer questions regarding examinations, eligibility, salaries, benefits, and other pertinent information. |
| 6. | Examine employee files to answer inquiries and provide information for personnel actions. |
| 7. | Gather personnel records from other departments or employees. |
| 8. | Search employee files to obtain information for authorized persons and organizations, such as credit bureaus and finance companies. |
| 9. | Interview job applicants to obtain and verify information used to screen and evaluate them. |
| 10. | Request information from law enforcement officials, previous employers, and other references to determine applicants' employment acceptability. |
| 11. | Compile and prepare reports and documents pertaining to personnel activities. |
| 12. | Inform job applicants of their acceptance or rejection of employment. |
| 13. | Select applicants meeting specified job requirements and refer them to hiring personnel. |
| 14. | Arrange for in-house and external training activities. |
| 15. | Arrange for advertising or posting of job vacancies, and notify eligible workers of position availability. |
| 16. | Provide assistance in administering employee benefit programs and worker's compensation plans. |
| 17. | Prepare badges, passes, and identification cards, and perform other security-related duties. |
| 18. | Administer and score applicant and employee aptitude, personality, and interest assessment instruments. |
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