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Job Profile: The Human Resources Assistant

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The human resources assistant has a major function in today’s corporate structure. Some of the major roles of HR assistants are to facilitate the hiring process of their company, collect and present facts and statistics related to the HR assets of their company, and report to the top management. Other than these roles, an HR assistant has to be proficient in general office tasks like managing the correspondence etc. To become an HR assistant, you must have a high school diploma. Computer and Internet skills are an added bonus. There are many vocational high schools offering courses that offer relevant training.

Human resources assistants are a vital component to the successful operation of a business. By assisting with the hiring process and by maintaining employee records, they ensure benefits are being properly distributed and that employee operations run smoothly within the company.

The Duties of the Human Resources Assistant

A human resources assistant career requires performing a number of duties. One of the primary responsibilities of a human resources assistant is to maintain files and information on the employees of a company. These records can include employee names, addresses, salaries, tax information, and benefits. When employees make changes to their files, such as name, address, or benefit changes, the human resources assistant is responsible for making sure the new information is recorded.

A human resources assistant’s job may also involve being responsible for general office duties such as answering phones and correspondence, maintaining office supplies, and informing employees of openings within the company. Occasionally, the human resources assistant may need to generate reports and communicate with upper management. Thus, a job as a human resources assistant is a multifaceted position that requires excellent communication skills and organization.

A human resources assistant may also participate in the hiring process. For example, part of the job may entail weeding out applicants or testing applicants on specific duties, such as their typing or computer aptitudes. The human resources assistant may also administer personality evaluations to potential employees. In addition, the human resources assistant may be responsible for informing applicants that their resumes have been received and letting them know whether they have been hired for the position.

Once an applicant has been offered a position by a company, the human resources assistant may introduce him or her to the company rules. The assistant might also follow up on references before referring suitable candidates to the appropriate person responsible for the actual hiring.

If employees have questions about company benefits, policies, or procedures, the human resources assistant is usually the person they should ask. Likewise, if someone is seeking information about an employee, the assistant would be the one to perform the necessary research and field the query. If statistics on an employee’s attendance or job performance over a specific period of time are needed, for example, the human resources assistant will obtain these facts and provide the information to the person who submitted the request.

Specialized Human Resources Assistant Career Options

There are several areas of specialization that a human resources assistant may choose to pursue. Two of the most common areas of specialization include assignment clerks and identification clerks.

An assignment clerk keeps track of vacancies within an organization or company, informs employees of these openings, and pinpoints acceptable applicants. Identification clerks, on the other hand, deal primarily with security in military settings. They are responsible for maintaining data on contractors, civilians, and military personnel. They also must deal with law enforcement and ensure that people within the installation are properly identified with tags, badges, or passes.

Education and Training Requirements for Human Resources Assistants

In order to pursue a career as a human resources assistant, one must have at least a high school diploma or GED. Most employers also look for candidates with good computer skills, particularly those who are proficient in Microsoft Word and Excel. Internet skills are also handy when it comes to locating resumes and applicants for job vacancies.

Because the human resources assistant interacts with company personnel at all levels as well as with outsiders contacting the company, it is also necessary to have excellent communication and interpersonal skills. The human resources assistant must also be organized and trustworthy because the position requires handling sensitive employee information.

Training for a career as a human resources assistant can be obtained through vocational high school programs or through many community colleges. At the same time, many are simply trained on the job.
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