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What Are the Duties of a Human Resources Assistant?

by KJ Henderson, Demand Media

Related Articles Qualifications for a Human Resources Assistant Difference Between Human Resource Assistant & HR Associate Major Challenges Affecting a Human Resources Manager The Advantages of Contracting Human Resources Functions How Do Human Resources Assistance Plans Fit Into a Company's Strategic Plan? What Does the Human Resources Department Do? A human resources assistant is an administrative professional who performs a variety of transactional duties in support of a business human capital and employment initiatives. The U.S. Bureau of Labor Statistics reported in 2009 that successful candidates for this role are typically required by employers to possess only a high school diploma or its equivalent. This role is an entry-level position, often used a stepping stone to a career within human resources. Employee Relations The primary duty of a human resources assistant is to collect and manage all data pertaining to a business employees. This is often accomplished with the use of computer software called a human resource information system (HRIS). When a person is hired by the firm, a human resources assistant creates an employee file that includes all pertinent information, including contact numbers, professional, educational history, current job title and salary information. She updates that file anytime a modification, such as a promotion, salary increase or change in work location, occurs in the workers status. She also routinely adds performance appraisal data when such events take place. When requested by a manager, a human resources assistant creates reports based upon the data that has been collected. For example, when an organization looks to identify high potential team members, the assistant will use the HRIS system to print out a list of workers who have rated well during their respective performance reviews. Recruitment And Selection A human resources assistant is actively involved in the staffing practices of his employer. As candidates apply for open positions within the firm, the assistant collects and screens each resume, passing on only the most qualified to the recruiter or human resources manager. He schedules interview appointments and, in some instances, conducts telephone and face-to-face interviews with each applicant. When successful candidates have been identified, a human resources assistant drafts and presents them with

offer letters. He also coordinates any pre-employment activities required, such as drug and criminal background screenings. In addition, he may also lead new hire orientation procedures. Human Resources Administration Serving as the administrator for the human resources department, a human resources assistant performs all clerical duties required for the team to operate efficiently. She drafts all department correspondence, such as employee handbooks and interoffice memorandums. She coordinates all business travel arrangements for human resources staff members. She also collects and maintains any contracts the department has with external service providers.

Sample Human Resources Assistant Job Description Required Experience, Education, Skills and Working Conditions Described

By Susan M. Heathfield, About.com Guide See More About:hr job descriptionshuman resources samplesjob descriptions Ads ACCA Online Course www.LSBF.org.uk/ACCA Full syllabus in HD lectures. Buy 3 papers for the price of 2! Email Marketing Software www.SendBlaster.com pay just one time - no yearly fee Try Free edition before buy! HR Assistant jobs Skillpages.com/Hr-Assistant-Jobs Find HR Assistant Jobs Here Now! Get Online. Get Found. Get Jobs. More Human Resources Ads HR Job Description Human Resources Assistant

Sample Resume Sample Letters Free Sample Ads Human Rights Awareness www.crowdvoice.org Track voices of protest with the latest videos & news. Visit today! Employee Termination Letter readyhrdocs.com complete solutions for human resource documents (Continued from Page 2) To perform the Human Resources Assistant job successfully, an individual must be able to perform each essential responsibility satisfactorily. These requirements are representative, but not all-inclusive, of the knowledge, skill, and ability required of the company Human Resources Assistant. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Human Resources Assistant Requirements

Excellent computer skills, including Word and Excel in a Microsoft Windows environment. Effective oral and written communication skills. General knowledge of various employment laws and practices. Experience in administration of benefits and other HR programs. Excellent interpersonal skills. Skills in database management and record keeping. Able to exhibit a high level of confidentiality. Excellent organizational skills. Must be able to identify and resolve problems in a timely manner.

Must be able to gather and analyze information skillfully. Physical Demands of the HR Assistant's Job

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Human Resources Assistant's job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the Human Resources Assistant's job.

While performing the responsibilities of the Human Resources Assistant's job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel and to manipulate keys on a keyboard. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision.

Work Environment for the HR Assistant's Job

While performing the responsibilities of the Human Resources Assistant's job, these work environment characteristics are representative of the environment the Human Resources Assistant will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the Human Resources Assistant's job.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and vehicles. The noise level in the work environment is usually quiet to moderate.

Conclusion

This job description is intended to convey information essential to understanding the scope of the Human Resources Assistant's position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position.

Education and Experience

A Bachelors Degree is required. One to two years of general business experience, Human Resources experience preferred. Disclaimer:

Please note that I make every effort to offer you common-sense, ethical management advice on this Web site, but I am not an attorney. The articles, resources, policy samples, and sample job descriptions on the site are not to be construed as legal advice.

The site has a world-wide audience and employment laws and regulations vary from state to state and country to country; there is no possibility that I can successfully remain knowledgeable or up-to-date about all of them. This is a sample job description. When in doubt, always seek legal counsel.

What Does a Human Resources Manager, Generalist, or Director Do? By Susan M. Heathfield, About.com Guide See More About:human resources job descriptionshuman resources roleshr generalistshr managershr directors

HR Professionals Contribute to the Business

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HR directors, and occasionally HR managers, may head up several different departments that are each led by functional or specialized HR staff such as the training manager, the compensation manager, or the recruiting manager.

Human Resources staff members are advocates for both the company and the people who work in the company. Consequently, a good HR professional performs a constant balancing act to meet both needs successfully.

The Changing Human Resources Role

The role of the HR professional is changing to fit the needs of today's modern, fast changing organizations. In the past, because the original HR personnel functions were often provided by accounting, the HR role was focused on administrative tasks such as paying employees, administering benefits, and keeping track of sick and personal days off.

But, a more comprehensive approach to the management of people in the organization was needed. Programs and processes that systematically hired employees, retained employees, and dealt with all aspects of talent management evolved in the best organizations. Then, the role evolved again. Still responsible for the administrative tasks and the programs and processes related to people, the best HR professionals are now leading the charge.

They are developing systems and processes within the organization that address the strategic needs of the business. So, what was once the task of hiring employees is now the process of team-based hiring of the best possible talented employees who are recruited via methods that range from employee referrals to social media sourcing. These employees are also congruent with the company's culture. This is quite a different journey, one that continues to evolve.

New HR Role

The role of the HR manager must parallel the needs of this developing, changing organization. Successful organizations are becoming more adaptable, resilient, quick to change direction, and customercentered. They recognize that organizations will vie for talent in coming years. This recognition brings about the need for employee oriented workplaces and programs that meet the needs of employees for meaningful work, growth, challenge, communication, and effective leadership.

Within this environment, the HR professional, who is respected by line managers and consequently, whose talents are utilized by managers, is responsible for new roles. In Human Resource Champions,

Dave Ulrich, one of the more popular speakers and writers in the HR field , and a professor at the University of Michigan, recommends three additional roles for the HR manager.

a strategic partner, an employee sponsor or advocate and a change mentor. At the same time, especially the HR Generalist, still has responsibility for the day-to-day employee problems and complaints, employee benefits administration, often payroll, and employee paperwork, especially in the absence of an HR Assistant.

Responsibilities of the HR Professional

Depending on the size of the organization, the HR manager has responsibility for all of the functions that deal with the needs and activities of the organization's people including these areas of responsibility.

Recruiting Hiring Training Organization Development Communication Performance Management Coaching Policy Recommendation Salary and Benefits Team Building Employee Relations Leadership

When you ask the question, what does the HR manager, generalist or director do, as you can see, the answer is a lot. The role bears responsibility for all of the processes and systems related to people in an organization. The role must support the work of managers who supervise and lead the work of these people. The HR professionals must develop the skills of their managers and their organization to do these activities well. The job of the HR professional is a constant challenge as HR staff balance many roles and activities in support of their organizations.

Want even more detailed information about the job descriptions and responsibilities of HR professionals? Take a look at these job descriptions.

Human Resources Job Descriptions

Human Resources Assistant Human Resources Generalist Human Resources Manager Human Resources Director Human Resources Recruiter More About a Career in Human Resources

Beginning a Career in Human Resources Mid-career Change and Mid-career Development Later Career Change and Later Career Development Career Success Readers Respond: You Know You're in HR When... Read responses (98) Share Your Thoughts More About What HR Managers, Generalists, and Directors Do Human Resources Management Employment

A New Role for HR: Support Your Company's Brand Human Resources Management: Basics and FAQ More About What HR Managers, Generalists, and Directors Do What Do Employees Who Work in Labor Relations Do? What Does a Compensation Manager Do? What Does a Training Manager Do? Related Articles The New Roles of the Human Resources Professional Sample Human Resources Job Descriptions HR as Product: Be the Human Resources Brand of Choice The Strategic HR Coach Sample Human Resources Generalist Job Description Human Resources Generalist Overall Job Description

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How to Develop a Job Description Human Resources Assistant Human Resources Generalist Human Resources Manager Human Resources Director Human Resources Recruiter Position Description:

The Human Resources Generalist manages the day-to-day operations of the Human Resource office. The HR Generalist manages the administration of the human resources policies, procedures and programs.

The HR Generalist carries out responsibilities in the following functional areas: departmental development, Human Resource Information Systems (HRIS), employee relations, training and development, benefits, compensation, organizational development, and employment.

The Human Resources generalist is responsible for all or part of these areas:

recruiting and staffing logistics; organizational and space planning; performance management and improvement systems; organization development; employment and compliance to regulatory concerns and reporting; employee orientation, development, and training; policy development and documentation; employee relations; company-wide committee facilitation; company employee communication; compensation and benefits administration; employee safety, welfare, wellness and health; and employee services and counseling. The Human Resources Generalist originates and leads Human Resources practices and objectives that will provide an employee-oriented, high performance culture that emphasizes empowerment, quality, productivity and standards, goal attainment, and the recruitment and ongoing development of a superior workforce.

The Human Resources Generalist coordinates implementation of services, policies, and programs through Human Resources staff; reports to the Human Resources Director, and assists and advises company managers about Human Resources issues.

Primary Objectives:

Safety of the workforce. Development of a superior workforce. Development of the Human Resources department. Development of an employee-oriented company culture that emphasizes quality, continuous improvement, and high performance. Personal ongoing development. Sample Human Resources Assistant Job Description Human Resources Assistant Overall Job Description

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Sample Resume Sample Letters Free Sample Want More Information About Job Descriptions?

How to Develop a Job Description Human Resources Assistant Human Resources Generalist Human Resources Manager Human Resources Director Human Resources Recruiter Position Description:

The Human Resources assistant assists with the administration of the day-to-day operations of the human resources functions and duties. The HR assistant carries out responsibilities in some or all of the following functional areas: departmental development, HRIS, employee relations, training and development, benefits, compensation, organization development, executive administration, and employment.

The HR assistant has partial responsibility for these areas:

recruiting and staffing logistics; performance management and improvement tracking systems; employee orientation, development, and training logistics and recordkeeping; assisting with employee relations; company-wide committee facilitation and participation; company employee communication;

compensation and benefits administration and recordkeeping; employee safety, welfare, wellness, and health reporting; and employee services; maintaining employee files and the HR filing system; assisting with the day-to-day efficient operation of the HR office. The Human Resources assistant contributes to the accomplishment of Human Resources practices and objectives that will provide an employee-oriented, high performance culture that emphasizes empowerment, quality, productivity and standards, goal attainment, and the recruitment and ongoing development of a superior workforce.

The Human Resources assistant helps with the implementation of services, policies, and programs through HR staff; reports to the HR director, and assists company managers with HR issues.

Primary Objectives:

Safety of the workforce. Development of a superior workforce. Development of the Human Resources department. Development of an employee-oriented company culture that emphasizes quality, continuous improvement, and high performance. Personal ongoing development. -----------------------------------------------------------

Human Resources Assistant Job Description Components

Position Description and Primary Requirements. (You are here.) Essential Functions: Department Development, HRIS, Training and Development, Employment, Employee Relations, etc.

Required Experience, Education, Skills and Working Conditions Described

Tell me about yourself

TRAPS : Beware, about 80% of all interviews begin with this "innocent" question. Many candidates, unprepared for the question, skewer themselves by rambling, recapping their life story, delving into ancient work history or personal matters.

BEST ANSWER : Start with the present and tell why you are well qualified for the position. Remember that the key to all successful interviewing is to match your qualifications to what the interviewer is looking for. In other words you must sell what the buyer is buying. This is the single most important strategy in job hunting. So, before you answer this or any question it's imperative that you try to uncover your interviewer's greatest need, want, problem or goal. To do so, make you take these two steps: 1. Do all the homework you can before the interview to uncover this person's wants and needs (not the generalized needs of the industry or company) 2. As early as you can in the interview, ask for a more complete description of what the position entails. You might say: "I have a number of accomplishments I'd like to tell you about, but I want to make the best use of our time together and talk directly to your needs. To help me do, that, could you tell me more about the most important priorities of this position? All I know is what I (heard from the recruiter, read in the classified ad, etc.)" Then, ALWAYS follow-up with a second and possibly, third question, to draw out his needs even more. Surprisingly, it's usually this second or third question that unearths what the interviewer is most looking for. You might ask simply, "And in addition to that?..." or, "Is there anything else you see as essential to success in this position?: This process will not feel easy or natural at first, because it is easier simply to answer questions, but only if you uncover the employer's wants and needs will your answers make the most sense. Practice asking these key questions before giving your answers, the process will feel more natural and you will be light years ahead of the other job candidates you're competing with. After uncovering what the employer is looking for, describe why the needs of this job bear striking parallels to tasks you've succeeded at before. Be sure to illustrate with specific examples of your

responsibilities and especially your achievements, all of which are geared to present yourself as a perfect match for the needs he has just described.

What are your greatest strengths?

TRAPS : This question seems like a softball lob, but be prepared. You don't want to come across as egotistical or arrogant. Neither is this a time to be humble.

BEST ANSWER : You know that your key strategy is to first uncover your interviewer's greatest wants and needs before you answer questions. And from Question 1, you know how to do this. Prior to any interview, you should have a list mentally prepared of your greatest strengths. You should also have, a specific example or two, which illustrates each strength, an example chosen from your most recent and most impressive achievements. You should, have this list of your greatest strengths and corresponding examples from your achievements so well committed to memory that you can recite them cold after being shaken awake at 2:30AM. Then, once you uncover your interviewer's greatest wants and needs, you can choose those achievements from your list that best match up. As a general guideline, the 10 most desirable traits that all employers love to see in their employees are: 1. A proven track record as an achiever...especially if your achievements match up with the employer's greatest wants and needs. 2. Intelligence...management "savvy". 3. Honesty...integrity...a decent human being. 4. Good fit with corporate culture...someone to feel comfortable with...a team player who meshes well with interviewer's team. 5. Likeability...positive attitude...sense of humor. 6. Good communication skills. 7. Dedication...willingness to walk the extra mile to achieve excellence. 8. Definiteness of purpose...clear goals.

9. Enthusiasm...high level of motivation. 10. Confident...healthy...a leader.

What are your greatest weaknesses?

TRAPS : Beware - this is an eliminator question, designed to shorten the candidate list. Any admission of a weakness or fault will earn you an "A" for honesty, but an "F" for the interview. Passable Answer : Disguise a strength as a weakness. Example: "I sometimes push my people too hard. I like to work with a sense of urgency and everyone is not always on the same wavelength." Drawback: This strategy is better than admitting a flaw, but it's so widely used, it is transparent to any experienced interviewer.

BEST ANSWER: (and another reason it's so important to get a thorough description of your interviewer's needs before you answer questions): Assure the interviewer that you can think of nothing that would stand in the way of your performing in this position with excellence. Then, quickly review you strongest qualifications. Example : "Nobody's perfect, but based on what you've told me about this position, I believe I' d make an outstanding match. I know that when I hire people, I look for two things most of all. Do they have the qualifications to do the job well, and the motivation to do it well? Everything in my background shows I have both the qualifications and a strong desire to achieve excellence in whatever I take on. So I can say in all honesty that I see nothing that would cause you even a small concern about my ability or my strong desire to perform this job with excellence." Alternate strategy (if you don't yet know enough about the position to talk about such a perfect fit): Instead of confessing a weakness, describe what you like most and like least, making sure that what you like most matches up with the most important qualification for success in the position, and what you like least is not essential. Example : Let's say you're applying for a teaching position. "If given a choice, I like to spend as much time as possible in front of my prospects selling, as opposed to shuffling paperwork back at the office. Of

course, I long ago learned the importance of filing paperwork properly, and I do it conscientiously. But what I really love to do is sell (if your interviewer were a sales manager, this should be music to his ears.)

Your 24 Possible Personal Strengths 91 Replies Many people feel frustrated because they are not using their personal strengths to make a living or contribute to the world.

If I asked you what are your personal strengths? would you be able to answer with conviction? If so, are you already using those strengths in the work that occupies most of your waking hours?

My own answers to those questions tended to be vague, until I came across this excellent framework for identifying personal strengths.

photo credit: sumobackup

The 24 personal strengths listed here are based on research by psychologists Peterson and Seligman in their book Character Strengths and Virtues.

Personal Strengths of Wisdom and Knowledge

1. Creativity

Do people come to you for novel solutions to tricky problems? Do you enjoy seeking alternative ways of doing things? Is your mind constantly challenging the status quo and looking for a better way?

2. Curiosity

Do you ask lots of questions and stop only when the other person is obviously tired of answering? Have you had your fair share of accidents and injuries because you just had to try something out?

3. Open-Mindedness

Are you able to hold two contradictory thoughts at the same time while others are taking sides? When presented with a radical idea, do you consider it a possibility instead of judging it right away?

4. Love of Learning

Is there always a book in your bag so you can pull it out to read when you have a few spare minutes? Do you get an adrenaline rush from learning new skills or attending classes or seminars?

5. Perspective

Can you see things from different points of view without making a conscious effort to? Do people tend to respond to your thoughtful comments with I never saw things that way?

Personal Strengths of Courage

6. Bravery

Do you readily go where angels fear to tread? When everyone is holding back, are you the one who stands up to volunteer with words like what the heck or you never know until you try?

7. Persistence

When others are ready to quit, are you the one who encourages them to try just one more time? Have you doggedly worked at a problem until you find the solution instead of giving up or passing the problem on to someone else?

8. Integrity

Have you ever told the truth knowing that it would cost you money, friends, and perhaps your reputation? Do you do the right thing all the time, even when no one is watching?

9. Vitality

Do you inject energy into the projects youre involved in? Do things seem to somehow pick up speed when you around? Do people give more of themselves when you are working alongside them?

Personal Strengths of Humanity

10. Love

When you look at people, do you see what they look like or do you see who they really are? Do you feel a deep appreciation for everyone you meet because each is unique and special?

11. Kindness

Are in incapable of walking past a street busker without dropping a few notes or coins into his box? Have you done good deeds for strangers on a regular basis because you saw the difficult situations they were in?

12. Social intelligence

Can you sense the mood of people in the room the moment you walk into it? Are you able to tell who gets along and who does not after a quick observation? Do people readily click with you even when they dont get along with each other?

Personal Strengths of Justice

13. Citizenship

Are you proud to be a member of an organisation or nation?Are you an ambassador for your company or country? is loyalty to this group very important to you?

14. Fairness

Were you the child who kept saying thats not fair? Have you given up your share of something because you felt it was not right that other people didnt have the same privilege? Do you see everyone as having equal rights?

15. Leadership

Do people look to you for guidance in chaos or in general? Does a group seem to gel only when youre there to hold it together? Do those in your group excel under your tutelage when they werent making it elsewhere?

Personal Strengths of Temperance

16. Forgiveness

Are you able to let go when people have repeatedly hurt you? Do you understand that harbouring a grudge hurts you more than it hurts them? Do you accept the frailty of human nature and allow people space to make mistakes?

17. Humility

Do you constantly learn from other people, even those who are younger or less educated or experienced than you? Can you accept praise graciously while not taking personal credit and walking on air immediately after?

18. Prudence

When given two options, do you usually choose the less risky, less expensive, less high-profile one? Do you tend to view others excesses as flamboyant or extravagant, and often advise people to tone down?

19. Self-Control

Are you able to deny yourself what you want because of a higher purpose or objective? When tempted to spend or eat beyond your plan, can you smile and say no most of the time without feeling deprived?

Personal Strengths of Transcendance

20. Appreciation of Beauty

Do you pause often to take in a view, gaze skywards, or observe animals in motion? Does a sense of awe sweep over you often when you contemplate the vastness of nature and the intimate details of life?

21. Gratitude

Are the words thank you on your lips and in your heart practically everyday? Is your reaction to people, events and things one of appreciation and gladness that this wonderful thing came your way?

22. Hope

Can you always see the silver lining when others see only a dark cloud? Is your mantra tomorrow will be better than today or dont worry, everything will be ok or things will work out, youll see?

23. Humour

Can you see the lighter side of almost every situation? Do you see the folly of human self-importance? Do people relax around you because you help them to take themselves and life less seriously?

24. Spirituality

Do you feel connected to a source that is higher and deeper than yourself? Are you detached from things of this world? Do you feel that the real world is inside you rather than outside?

Shortlist Your Personal Strengths

If youre like me and feel that many of the 24 strengths apply to you, then you can cross out Humility right away. That leaves only 23! Then keep on eliminating those that you think are probable, until youre left with those you absolutely cannot cross out because they are YOU.

Ideally you should have a list of about 3 to 5 personal strengths to be able to meaningfully work with these. A shortlist should, after all, be short!

Innate vs Acquired Personal Strengths

There may be some strengths that youve worked hard to acquire. Those are probably skills you have learnt, rather than personal strengths per se.

For example, I had to learn to be grateful. It took practice and became natural only after months of keeping a gratitude journal. However, I never had to learn how to be curious. All my life Ive wanted to understand, to know how things work, to find the truths of life.

Play to Your Personal Strengths

Playing to your strengths has a literal as well as a figurative meaning. Youll know something is a strength when its play to you, when youre enjoying the process, when you would pay to engage in the process.

The figurative meaning is, of course, finding work and pastimes that build on your personal strengths. Patching up your weaknesses may help you level up; playing to your strengths can help you shoot for the stars.

This entry was posted in Work Hard on June 23, 2009. Post navigation Feng Shui Bonus: Enhance Your Love LifeGreetings! But Lets Not Shake Hands 91 thoughts on Your 24 Possible Personal Strengths

Lance June 24, 2009 at 1:18 am Hi Daphne,

I love it so were down to 23! I laughed out loud!!

On a more serious note, this is a wonderful post. What I really love is all of these strengths listed together, with a short description of each of them. Its so easy to go through the list and really identify with certain ones (more and 3 to 5I guess I need to spend some time paring the list down too!). Daphne, thanks much for this!

Reply

Daphne Post author June 24, 2009 at 10:54 am Hey Lance,

Youre at 23 too? Wow, were soul mates! Thanks for your cheery comment this first comment made me really happy because you got the joke.

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