Human Resources Assistants

Career summary

Human resources assistants may also be called personnel assistants, personnel clerks, or human resources clerks.

Human resources assistants document and file employee information. They maintain the files and keep them current. Assistants may send employee files to the reviewers when employees are up for promotion or review. They often write reports about various personnel activities.

Human resources assistants perform the clerical duties involved in hiring employees. They post job descriptions and collect applications for the job. They may organize and review applications. Human resources assistants call applicants to verify their references and contact information. They develop a pool of the best applicants and pass the applications on to those in charge of hiring. In many companies, assistants may also perform interviews and inform applicants if they have been hired or not.

Human resources assistants provide employees with information about their job benefits, such as vacation time and health plans. They may explain how employee assistance plans and worker compensation programs work and help employees use the programs. They often set up training programs for new employees and current employees who want to update their skills.

In some work settings, assistants have specific responsibilities. For example, identification (ID) assistants take care of ID issues in high-security work places. This involves recording employee information and providing ID badges. Assignment assistants keep track of job openings within a company. They use personnel records to identify qualified employees within the company. They inform these employees of job openings.

Human resources assistants also perform general clerical duties, such as:

• Filing documents
• Typing
• Answering phones

Related careers

This career is part of the Business Management and Administration cluster of careers.

Related careers include:

• Billing Clerks
• Bookkeeping and Accounting Clerks
• General Office Clerks
• Government Benefits Interviewers
• Human Resources Specialists
• Insurance Policy and Claims Clerks
• Legal Secretaries
• License Clerks
• Loan Clerks
• Medical Secretaries
• New Accounts Clerks
• Payroll and Timekeeping Clerks
• Secretaries

Military careers

• Personnel Specialists

Job duties

Task list

The following list of tasks is specific to human resources assistants.

• Advertise and post job openings.
• Process and review applications to find the best applicants.
• Check applicant references.
• Forward applications to person in charge of hiring.
• Call applicants to get or double-check information.
• Choose a pool of applicants qualified for the job.
• Interview job applicants. Inform applicants if they are hired or rejected.
• Organize training activities for new and current employees.
• Explain company policies and employee benefits to employees or applicants. Help them use the programs if necessary.
• Provide employee information and work history for personnel actions, such as promotions and raises.
• Write reports about personnel activities.
• Keep track of employee information and records, such as job title, description, grievances, and performance evaluations.
• Record employee contact information, such as full name, address, and phone number. Record personnel information, such as benefits, tax withholding, and salary.
• Perform general clerical duties, such as answering phones, filing, and typing letters and memos.

Common work activities

Human resources assistants perform the following tasks. These tasks are common to many careers.

• Organize, plan, and prioritize work
• Communicate with supervisors, peers, or subordinates
• Use computers
• Establish and maintain relationships
• Process information
• Get information needed to do the job
• Perform administrative tasks
• Document and record information
• Evaluate information against standards
• Identify objects, actions, and events
• Monitor events, materials, and surroundings
• Communicate with people outside the organization
• Make decisions and solve problems
• Update and use job-related knowledge
• Explain the meaning of information to others
• Analyze data or information
• Resolve conflicts and negotiate with others
• Schedule work and activities
• Assist and care for others
• Recruit, interview, or hire others
• Develop goals and strategies
• Judge the value of objects, services, or people

Work requirements

Working conditions

In a typical work setting, human resources assistants:

Interpersonal relationships

• Have a high level of job-related social interaction. They spend a lot of time talking to employees and job applicants.
• Communicate constantly by telephone, e-mail, and in person. They communicate less often by letters and memos.
• May deal with unpleasant or angry individuals when dealing with conflict situations.
• Are responsible for the results and outcomes of their work.
• Regularly work in a group or as part of a team.
• Are somewhat responsible for the health and safety of others.

Physical work conditions

• Always work indoors.
• Work near others. They often share the same office space with other employees.

Work performance

• Must avoid errors and be exact in their work. Errors could cause the wrong person to get the job.
• Make decisions that affect employees on a weekly basis. They often decide a course of action without talking to a supervisor.
• Can set some tasks and goals for the day without talking to a supervisor.
• Repeat the same physical activities, such as typing, filing, and walking within the work place.

Hours/travel

• Nearly always work a set schedule.
• Usually work full time.

Physical demands

Human resources assistants frequently:

• Sit for long periods of time.
• Repeat the same movements.

It is important for human resources assistants to be able to:

• Speak clearly so listeners can understand.
• See details of objects that are less than a few feet away.
• Understand the speech of another person.

It is not as important, but still necessary, for human resources assistants to be able to:

• See details of objects that are more than a few feet away.

Skills and abilities

Human resources assistants need to:

Communicate

• Read and understand work-related materials.
• Listen to others and ask questions.
• Speak clearly so listeners can understand.
• Understand spoken information.
• Understand written information.
• Write clearly so other people can understand.

Reason and problem solve

• Notice when something is wrong or is likely to go wrong.
• Analyze ideas and use logic to determine their strengths and weaknesses.
• Follow guidelines to arrange objects or actions in a certain order.
• Use reasoning to discover answers to problems.
• Develop rules that group items in various ways.
• Understand new information or materials by studying and working with them.
• Recognize the nature of a problem.
• Combine several pieces of information and draw conclusions.
• Judge the costs and benefits of a possible action.

Manage oneself, people, time, and things

• Check how well one is learning or doing something.
• Manage the time of self and others.

Work with people

• Be aware of others' reactions and understand the possible causes.
• Look for ways to help people.
• Change behavior in relation to others' actions.

Education and training

Educational programs

The programs of study listed below will help you prepare for the occupation or career cluster you are exploring.

Programs of study directly related to this occupation

• Office Support

Other programs of study to consider

• Business, General
• Human Resources Management

Training

To work as a human resources assistant, you typically need to:

• have a high school diploma or equivalent; and
• have an associate degree.

Education after high school

Most human resources assistants have an associate degree. Professional-technical schools and two-year colleges offer business education programs. In these programs you study word processing, business communications, records management, and office procedures. Courses in social sciences, as well as word processing and spreadsheet applications, are particularly helpful.

On-the-job training

Once on the job, human resources assistants learn about office practices and the use of computer applications. Training usually lasts a few weeks. 

Military training

Some branches of the military train people to be personnel specialists. Training lasts for seven to nine weeks, depending on your specialty. Additional training occurs on the job.

Helpful high school courses

You should take a general high school curriculum that meets the state's graduation requirements. You will be required to take both math and science classes to graduate.

Helpful electives to take in high school that prepare you for this career include:

• Accounting
• Computer Applications
• Office Procedures

The courses listed above are meant to help you create your high school plan. If you have not already done so, talk to a school counselor or parent about the courses you are considering taking.

You should also check with a teacher or counselor to see if work-based learning opportunities are available in your school and community. These might include field trips, job shadowing, internships, and actual work experience. The goal of these activities is to help you connect your school experiences with real-life work.

Join some groups, try some hobbies, or volunteer with an organization that interests you. By participating in activities you can have fun, make new friends, and learn about yourself. Maybe one of them will help direct you to a future career. Here are examples of activities and groups that may be available in your high school or community.

Things to know

Employers prefer human resources assistants who have at least a high school diploma or equivalent. They also look for applicants who will be able to learn the company's unique human resources policies quickly. Employers also look for strong clerical and communication skills. Finally, employers look for human resources assistants who are trustworthy and discreet. This is because assistants work with employees' personal information.

Costs to workers

Workers may join a professional organization and pay a membership fee and annual dues.

Job listings

Listed below are links to job categories from the National Labor Exchange that relate to this career. Once you get a list of jobs, you can view information about individual jobs and find out how to apply. If your job search finds too many openings, or if you wish to search for jobs outside of Washington, you will need to refine your search.

• Human Resources Assistants, Except Payroll and Timekeeping 

To get a listing of current jobs from the WorkSource system, go to the WorkSource website .

Wages

Wages vary by employer and the assistant's duties.

Human resources assistants who work full time usually receive benefits. Common benefits include paid vacation and holidays, health insurance, and a retirement plan.

Employment and outlook

Washington outlook

The table below provides information about the number of workers in this career in various regions. It also provides information about the expected growth rate and future job openings.

National employment

Human resources assistants are employed in nearly every industry.

Major employers:

• Federal, state, and local government agencies
• Business management companies
• Hospitals
• Schools

National outlook

Demand for this occupation is decreasing. More human resources assisting work is automated. Jobs will open up as current human resources assistants move up within the company or change to other occupations. Opportunities are best for those with good communication and computer skills.

Other resources

Society for Human Resource Management 

Washington Business Week 
PO Box 1170
Renton, WA 98057
253.237.3545

References

Career cluster

• Business Management and Administration

Career path

• Conventional (Business Operations)

O*Net  occupation

• Human Resources Assistants, Except Payroll and Timekeeping (43-4161.00) 

O*Net job zone 

• Job Zone 3 - Medium preparation needed. Previous work-related skill, knowledge, or experience is required for these occupations.

DOT occupations

• Agent-contract Clerk (241.267-010) 
• Assignment Clerk (249.367-090) 
• Benefits Clerk II (205.567-010) 
• Civil-service Clerk (205.362-010) 
• Employment Clerk (205.362-014) 
• Identification Clerk (205.362-022) 
• Personnel Clerk (209.362-026) 
• Referral Clerk, Temporary Help Agency (205.367-062) 

Holland occupational cluster

• Conventional/Enterprising/Social

COPSystem

• Clerical