Torchora
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Key Responsibilities and Required Skills for Human Resources Assistant

💰 $45,000 - $60,000

Human ResourcesAdministrationEntry-Level

🎯 Role Definition

As a Human Resources Assistant, you are the backbone of the HR department, providing critical administrative support and acting as a key liaison for our employees. This role is fundamental to creating a positive and efficient employee experience from onboarding to offboarding. You will be instrumental in maintaining the integrity of our HR operations, handling sensitive information with the utmost discretion, and supporting various HR functions including recruitment, employee relations, and compliance. This is an exceptional opportunity for a detail-oriented and people-focused individual to launch their career within a dynamic and supportive Human Resources team.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Office Coordinator or Manager
  • Recent Graduate (Human Resources, Business Administration, or related field)

Advancement To:

  • HR Coordinator
  • HR Generalist
  • Recruiter or Talent Acquisition Specialist

Lateral Moves:

  • Payroll Assistant
  • Benefits Coordinator

Core Responsibilities

Primary Functions

  • Act as the first point of contact for all internal and external HR-related inquiries, providing timely and accurate information or escalating complex issues to the appropriate HR team member.
  • Manage the full-cycle new hire onboarding process, including drafting and sending offer letters, initiating background checks, and ensuring all pre-employment paperwork (I-9, W-4, direct deposit) is completed accurately and on time.
  • Maintain impeccable and up-to-date employee records, both physical and digital, within the Human Resources Information System (HRIS), processing new hires, terminations, status changes, and personal information updates with a high degree of accuracy.
  • Provide comprehensive administrative support to the HR department, including managing calendars, scheduling complex meetings and interviews, preparing meeting agendas, and handling confidential correspondence.
  • Assist the Talent Acquisition team by posting job descriptions to various career boards, screening incoming resumes, and coordinating interview schedules between candidates and hiring managers.
  • Support the administration of employee benefits programs by assisting with open enrollment, answering basic employee questions about coverage, and liaising with benefits vendors to resolve minor issues.
  • Facilitate a smooth offboarding process for departing employees by preparing termination paperwork, scheduling exit interviews, and coordinating with IT and other departments to ensure a seamless transition.
  • Generate and prepare routine and ad-hoc reports from the HRIS on key metrics such as headcount, turnover rates, time-to-fill, and recruitment activity for management review.
  • Assist in ensuring company compliance with federal, state, and local employment laws by helping to maintain records, documentation, and personnel files for audit purposes.
  • Coordinate and support logistics for HR-led events, including new hire orientations, employee training sessions, company-wide meetings, and employee engagement initiatives.
  • Process and track HR-related invoices, purchase orders, and expense reports, ensuring timely payment and reconciliation with the finance department.
  • Manage and update content on the company's intranet or internal HR portal, ensuring policies, forms, and company announcements are current and easily accessible to all employees.
  • Support the performance review cycle by tracking completion status, sending reminders to managers and employees, and compiling necessary documentation.
  • Assist in responding to employment verification requests and unemployment claims in a timely and compliant manner.
  • Handle the ordering and inventory management of office supplies and materials for the Human Resources department.
  • Participate in HR projects and initiatives, such as policy updates, HR system implementations, or employee wellness programs, as assigned by the HR Manager.
  • Prepare and distribute internal communications regarding HR updates, policy changes, and company announcements under the guidance of senior HR staff.
  • Maintain strict confidentiality and discretion in all matters related to employee information, compensation, and sensitive company data.
  • Conduct initial reference checks for potential candidates to verify employment history and qualifications.
  • Provide support for employee relations matters by assisting with initial information gathering and documentation as directed.

Secondary Functions

  • Support ad-hoc HR data requests and perform exploratory data analysis to identify trends in recruitment, retention, and employee engagement.
  • Contribute to the continuous improvement of HR processes and the organization's overall data strategy and roadmap.
  • Collaborate with business units to translate their HR-related needs into clear requirements for system or process enhancements.
  • Participate in sprint planning and agile ceremonies within the HR team for project-based work and system upgrades.

Required Skills & Competencies

Hard Skills (Technical)

  • HRIS Proficiency: Hands-on experience with Human Resources Information Systems (e.g., Workday, ADP Workforce Now, BambooHR, SAP SuccessFactors).
  • Microsoft Office Suite: Advanced proficiency in MS Office, particularly Excel (pivot tables, VLOOKUPs), Word, PowerPoint, and Outlook for calendaring and communication.
  • Applicant Tracking Systems (ATS): Familiarity with using ATS platforms (e.g., Greenhouse, Lever, iCIMS) for managing candidate pipelines.
  • Data Entry & Management: Exceptional speed and accuracy in data entry and a strong understanding of database management principles.
  • Basic Labor Law Knowledge: Foundational knowledge of federal and state employment laws and regulations (e.g., EEO, FMLA, ADA).
  • Reporting & Analytics: Ability to generate, format, and analyze basic reports from HR systems.
  • Scheduling & Coordination: Expertise in using scheduling tools to coordinate complex meetings and interviews across multiple time zones.

Soft Skills

  • Discretion and Confidentiality: Unquestionable ability to handle sensitive and confidential information with the highest level of integrity.
  • Exceptional Communication: Superior written and verbal communication skills, with the ability to interact professionally and empathetically with employees at all levels.
  • Meticulous Attention to Detail: A keen eye for detail to ensure accuracy in documents, data, and employee records.
  • Organizational & Time Management: Outstanding ability to prioritize tasks, manage multiple deadlines, and work effectively in a fast-paced environment.
  • Interpersonal Skills: A people-oriented and approachable demeanor, with a strong capacity for building positive working relationships.
  • Problem-Solving Aptitude: Resourceful and proactive in identifying issues and finding effective solutions.
  • Adaptability: Flexible and able to adapt to changing priorities and new technologies with a positive attitude.

Education & Experience

Educational Background

Minimum Education:

  • Associate's Degree or equivalent professional experience in a relevant field.

Preferred Education:

  • Bachelor's Degree.

Relevant Fields of Study:

  • Human Resources Management
  • Business Administration
  • Psychology or Sociology
  • Communications

Experience Requirements

Typical Experience Range:

  • 1-3 years of administrative experience, with at least 1 year in a human resources or recruiting support role.

Preferred:

  • Experience working in a fast-paced, high-growth corporate environment is highly desirable.
  • Professional certification in Human Resources (e.g., aPHR, SHRM-CP) is a strong plus.
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