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Key Responsibilities and Required Skills for Human Resource Administrator

💰 $45,000 - $65,000

Human ResourcesAdministrationCorporate Services

🎯 Role Definition

As the backbone of the Human Resources department, the Human Resource (HR) Administrator is a pivotal role dedicated to ensuring the smooth and efficient operation of all HR functions. This position serves as a primary point of contact for employees, providing critical support across the entire employee lifecycle—from recruitment and onboarding to offboarding and everything in between. The HR Administrator champions a positive employee experience by managing essential administrative tasks, maintaining data integrity, and ensuring compliance with company policies and legal regulations. This role is ideal for a highly organized, detail-oriented professional who thrives on supporting others and fostering a productive and positive work environment.

📈 Career Progression

Typical Career Path

Entry Point From:

  • HR Assistant / Coordinator
  • Administrative Assistant
  • Office Manager
  • Recruiting Coordinator

Advancement To:

  • HR Generalist
  • HR Specialist (e.g., Benefits, Compensation, Talent Acquisition)
  • HR Business Partner (HRBP)
  • HR Manager

Lateral Moves:

  • Payroll Administrator
  • Benefits Coordinator
  • Talent Acquisition Coordinator

Core Responsibilities

Primary Functions

  • Manage and maintain accurate and confidential employee records within the Human Resources Information System (HRIS), ensuring data integrity for all new hires, transfers, promotions, and terminations.
  • Facilitate the entire new hire onboarding process, from preparing and distributing offer letters and new hire packets to conducting orientation sessions and ensuring all required I-9 and tax paperwork is completed accurately and on time.
  • Serve as the first point of contact for employee inquiries regarding HR policies, procedures, benefits, and payroll, providing timely and accurate information or escalating complex issues to HR Specialists or management.
  • Administer employee benefits programs, including processing enrollments, qualifying life event changes, and terminations, and actively assist employees during the annual open enrollment period.
  • Process payroll-related changes, such as new hires, terminations, salary adjustments, and benefit deductions, and collaborate closely with the payroll department to ensure timely and accurate pay cycles.
  • Coordinate the offboarding process for departing employees, including scheduling exit interviews, preparing final paperwork, processing final paychecks, and ensuring the smooth return of company property.
  • Maintain compliance with federal, state, and local employment laws and regulations by keeping records up-to-date and assisting with required reporting (e.g., EEO-1, ACA).
  • Manage and track employee leave of absence requests (FMLA, ADA, personal leave), ensuring proper documentation is received and communication is maintained with both employees and their managers.
  • Provide key support to the recruitment and talent acquisition process by posting job openings on various platforms, scheduling interviews across multiple calendars, and coordinating communication with candidates.
  • Prepare and generate standard and ad-hoc HR reports on key metrics such as headcount, employee turnover, recruitment activity, and compliance data.
  • Support the annual performance management cycle by tracking review completions, sending reminders to managers and employees, and maintaining performance-related documentation in personnel files.
  • Respond to verification of employment and unemployment claims in a timely and accurate manner, adhering to company policies on information disclosure.
  • Meticulously maintain and audit physical and digital personnel files in strict accordance with company policy and legal retention requirements.
  • Assist in the planning and coordination of employee engagement events, wellness programs, and recognition initiatives to foster a positive company culture.
  • Handle the initial administration of workers' compensation claims, including incident reporting, filing claims with the carrier, and maintaining communication with the injured employee.

Secondary Functions

  • Provide general administrative support to the HR department, including scheduling complex meetings, managing calendars for senior HR staff, and processing expense reports.
  • Contribute to the continuous improvement of HR processes and assist in the development and updating of HR policies, procedures, and the employee handbook.
  • Assist with internal and external HR audits by gathering necessary documentation, retrieving files, and providing requested information to auditors.
  • Support special HR projects and strategic initiatives, such as HRIS implementations, policy rollouts, or diversity and inclusion programs.
  • Manage the HR department's invoicing and billing processes, ensuring timely payment to vendors and service providers.

Required Skills & Competencies

Hard Skills (Technical)

  • High proficiency with Human Resources Information Systems (HRIS) such as Workday, BambooHR, ADP Workforce Now, or similar platforms.
  • Strong command of the Microsoft Office Suite, with advanced skills in Excel (VLOOKUP, pivot tables), Word, and PowerPoint for reporting, data analysis, and presentations.
  • Foundational knowledge of federal, state, and local employment laws and regulations, including FMLA, ADA, FLSA, and EEO.
  • Experience with payroll processing systems and a solid understanding of basic payroll principles and compliance.
  • Familiarity with Applicant Tracking Systems (ATS) like Greenhouse, Lever, or iCIMS for recruitment support.
  • Exceptional data entry skills with a proven track record of speed and a high degree of accuracy.

Soft Skills

  • Utmost Discretion & Confidentiality: Proven ability to handle sensitive and confidential information with the highest level of professionalism and integrity.
  • Exceptional Organization & Time Management: Ability to expertly prioritize a high volume of tasks, manage multiple deadlines, and switch gears in a fast-paced environment.
  • Meticulous Attention to Detail: A commitment to accuracy and precision in all tasks, from data entry to document preparation, to ensure compliance and data integrity.
  • Strong Interpersonal & Communication Skills: Excellent written and verbal communication skills to interact effectively and empathetically with employees at all levels of the organization.
  • Proactive Problem-Solving: A customer-service-oriented mindset with the ability to anticipate needs, identify potential issues, and propose effective solutions.
  • Adaptability & Resilience: Ability to thrive in a dynamic and evolving work environment, remaining calm and effective under pressure.

Education & Experience

Educational Background

Minimum Education:

  • Associate's Degree in a related field or an equivalent combination of education and professional experience.

Preferred Education:

  • Bachelor's Degree.
  • Professional certification such as SHRM-CP or PHR is highly desirable.

Relevant Fields of Study:

  • Human Resources Management
  • Business Administration
  • Psychology or Sociology

Experience Requirements

Typical Experience Range:

  • 1-3 years of administrative experience, with at least one year within a Human Resources department.

Preferred:

  • 2+ years of direct experience in a role such as an HR Administrator or HR Coordinator, demonstrating a solid understanding of core HR functions and procedures.
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