Human Resources Assistants, Except Payroll and Timekeeping

Career Description: Compile and keep personnel records. Record data for each employee, such as address, weekly earnings, absences, amount of sales or production, supervisory reports on ability, and date of and reason for termination. Compile and type reports from employment records. File employment records. Search employee files and furnish information to authorized persons.

Industry: Office and Administrative Support

Other Job Titles for Human Resources Assistants, Except Payroll and Timekeeping:

• Realistic: Realistic occupations frequently involve work activities that include practical, hands-on problems and solutions. They often deal with plants, animals, and real-world materials like wood, tools, and machinery. Many of the occupations require working outside, and do not involve a lot of paperwork or working closely with others.
• Investigative: Investigative occupations frequently involve working with ideas, and require an extensive amount of thinking. These occupations can involve searching for facts and figuring out problems mentally.
• Artistic: Artistic occupations frequently involve working with forms, designs and patterns. They often require self-expression and the work can be done without following a clear set of rules.
• Social: Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.
• Enterprising: Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
• Conventional: Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.
• First Interest High-Point: Primary-Rank Descriptiveness
• Second Interest High-Point: Secondary-Cutoff/Rank Descriptiveness
• Third Interest High-Point: Tertiary-Cutoff/Rank Descriptiveness

• Explain company personnel policies, benefits, and procedures to employees or job applicants.
• Process, verify, and maintain documentation relating to personnel activities such as staffing, recruitment, training, grievances, performance evaluations, and classifications.
• Record data for each employee, including such information as addresses, weekly earnings, absences, amount of sales or production, supervisory reports on performance, and dates of and reasons for terminations.
• Process and review employment applications to evaluate qualifications or eligibility of applicants.
• Answer questions regarding examinations, eligibility, salaries, benefits, and other pertinent information.
• Examine employee files to answer inquiries and provide information for personnel actions.
• Gather personnel records from other departments or employees.
• Search employee files to obtain information for authorized persons and organizations, such as credit bureaus and finance companies.
• Interview job applicants to obtain and verify information used to screen and evaluate them.
• Request information from law enforcement officials, previous employers, and other references to determine applicants' employment acceptability.
• Compile and prepare reports and documents pertaining to personnel activities.
• Inform job applicants of their acceptance or rejection of employment.
• Select applicants meeting specified job requirements and refer them to hiring personnel.
• Arrange for in-house and external training activities.
• Arrange for advertising or posting of job vacancies, and notify eligible workers of position availability.
• Provide assistance in administering employee benefit programs and worker's compensation plans.
• Prepare badges, passes, and identification cards, and perform other security-related duties.
• Administer and score applicant and employee aptitude, personality, and interest assessment instruments.
• Consult with managers and other personnel to resolve problems in areas such as equipment performance, output quality, and work schedules.
• Participate in the work of subordinates to facilitate productivity or to overcome difficult aspects of work.
• Design, implement, and evaluate staff training and development programs, customer service initiatives, and performance measurement criteria.
• Develop work schedules according to budgets and workloads.
• Monitor inventory levels and requisition or purchase supplies as needed.
• Discuss work problems or grievances with union representatives.
• Plan for and coordinate office services, such as equipment and supply acquisition and organization, disposal of assets, relocation, parking, maintenance, and security services.
• Arrange for necessary maintenance and repair work.
• Keep informed of provisions of labor-management agreements and their effects on departmental operations.
• Coordinate or perform activities associated with shipping, receiving, distribution, and transportation.
• Plan layouts of stockrooms, warehouses, or other storage areas, considering turnover, size, weight, and related factors pertaining to items stored.

Emerging Tasks

• Process, verify, and maintain personnel related documentation, including staffing, recruitment, training, grievances, performance evaluations, classifications, and employee leaves of absence.
• Clean and maintain lobby and common areas, such as restock supplies and water plants.
• Perform bookkeeping activities, such as balancing accounts and conducting nightly audits.
• Prepare for basic food service, such as setting up continental breakfast and coffee and tea supplies.
• Schedule and supervise other employees.
• Provide clerical support to other departments.
• Supervise and train other clerical staff and arrange for employee training (e.g., schedule training, organize training material).

• Analyzing Data or Information: Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.
• Assisting and Caring for Others: Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.
• Coaching and Developing Others: Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.
• Communicating with Persons Outside Organization: Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
• Communicating with Supervisors, Peers, or Subordinates: Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Controlling Machines and Processes: Using either control mechanisms or direct physical activity to operate machines or processes (not including computers or vehicles).
• Coordinating the Work and Activities of Others: Getting members of a group to work together to accomplish tasks.
• Developing and Building Teams: Encouraging and building mutual trust, respect, and cooperation among team members.
• Developing Objectives and Strategies: Establishing long-range objectives and specifying the strategies and actions to achieve them.
• Documenting/Recording Information: Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
• Drafting, Laying Out, and Specifying Technical Devices, Parts, and Equipment: Providing documentation, detailed instructions, drawings, or specifications to tell others about how devices, parts, equipment, or structures are to be fabricated, constructed, assembled, modified, maintained, or used.
• Establishing and Maintaining Interpersonal Relationships: Developing constructive and cooperative working relationships with others, and maintaining them over time.
• Estimating the Quantifiable Characteristics of Products, Events, or Information: Estimating sizes, distances, and quantities; or determining time, costs, resources, or materials needed to perform a work activity.
• Evaluating Information to Determine Compliance with Standards: Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
• Getting Information: Observing, receiving, and otherwise obtaining information from all relevant sources.
• Guiding, Directing, and Motivating Subordinates: Providing guidance and direction to subordinates, including setting performance standards and monitoring performance.
• Handling and Moving Objects: Using hands and arms in handling, installing, positioning, and moving materials, and manipulating things.
• Identifying Objects, Actions, and Events: Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
• Inspecting Equipment, Structures, or Material: Inspecting equipment, structures, or materials to identify the cause of errors or other problems or defects.
• Interacting With Computers: Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
• Interpreting the Meaning of Information for Others: Translating or explaining what information means and how it can be used.
• Judging the Qualities of Things, Services, or People: Assessing the value, importance, or quality of things or people.
• Making Decisions and Solving Problems: Analyzing information and evaluating results to choose the best solution and solve problems.
• Monitor Processes, Materials, or Surroundings: Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
• Monitoring and Controlling Resources: Monitoring and controlling resources and overseeing the spending of money.
• Operating Vehicles, Mechanized Devices, or Equipment: Running, maneuvering, navigating, or driving vehicles or mechanized equipment, such as forklifts, passenger vehicles, aircraft, or water craft.
• Organizing, Planning, and Prioritizing Work: Developing specific goals and plans to prioritize, organize, and accomplish your work.
• Performing Administrative Activities: Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Performing for or Working Directly with the Public: Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.
• Performing General Physical Activities: Performing physical activities that require considerable use of your arms and legs and moving your whole body, such as climbing, lifting, balancing, walking, stooping, and handling of materials.
• Processing Information: Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
• Provide Consultation and Advice to Others: Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics.
• Repairing and Maintaining Electronic Equipment: Servicing, repairing, calibrating, regulating, fine-tuning, or testing machines, devices, and equipment that operate primarily on the basis of electrical or electronic (not mechanical) principles.
• Repairing and Maintaining Mechanical Equipment: Servicing, repairing, adjusting, and testing machines, devices, moving parts, and equipment that operate primarily on the basis of mechanical (not electronic) principles.
• Resolving Conflicts and Negotiating with Others: Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.
• Scheduling Work and Activities: Scheduling events, programs, and activities, as well as the work of others.
• Selling or Influencing Others: Convincing others to buy merchandise/goods or to otherwise change their minds or actions.
• Staffing Organizational Units: Recruiting, interviewing, selecting, hiring, and promoting employees in an organization.
• Thinking Creatively: Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.
• Training and Teaching Others: Identifying the educational needs of others, developing formal educational or training programs or classes, and teaching or instructing others.
• Updating and Using Relevant Knowledge: Keeping up-to-date technically and applying new knowledge to your job.

Detailed Work Activities

• administer tests to determine qualifications
• answer questions from employees or public
• arrange teleconference calls
• communicate with customers or employees to disseminate information
• compile numerical or statistical data
• distribute correspondence or mail
• enter time sheet information
• evaluate qualifications or eligibility of applicant for employment
• examine files or documents to obtain information
• explain rules, policies or regulations
• fill out business or government forms
• fill out insurance forms
• issue identification documents to employees, members, or visitors
• maintain file of job openings
• maintain inventory of office forms
• maintain job descriptions
• maintain legal forms
• maintain records, reports, or files
• obtain information from individuals
• prepare reports
• provide customer service
• publicize job openings
• request reports or records
• schedule activities, classes, or events
• select applicants meeting qualifications
• take messages
• use computers to enter, access or retrieve data
• use information from previous employers to determine applicant acceptability
• use interviewing procedures
• use oral or written communication techniques
• use word processing or desktop publishing software
• write business correspondence
• modify work procedures or processes to meet deadlines
• monitor worker performance
• order or purchase supplies, materials, or equipment
• orient new employees
• oversee work progress to verify safety or conformance to standards
• plan meetings or conferences
• plan or organize work
• prepare financial reports
• prepare or maintain employee records
• prepare reports
• prepare tax reports
• prepare travel vouchers
• purchase office equipment or furniture
• recommend improvements to work methods or procedures
• recommend personnel actions, such as promotions, transfers, and dismissals
• recommend purchase or repair of furnishings or equipment
• requisition stock, materials, supplies or equipment
• resolve customer or public complaints
• resolve or assist workers to resolve work problems
• resolve personnel problems or grievances
• schedule employee work hours
• schedule meetings or appointments
• schedule or contract meeting facilities
• select software for clerical activities
• write administrative procedures services manual
• write employee orientation or training materials

Overall Experience
Previous work-related skill, knowledge, or experience is required for these occupations. For example, an electrician must have completed three or four years of apprenticeship or several years of vocational training, and often must have passed a licensing exam, in order to perform the job.

Job Training
Employees in these occupations usually need one or two years of training involving both on-the-job experience and informal training with experienced workers.

Education
Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree. Some may require a bachelor's degree.

Examples
These occupations usually involve using communication and organizational skills to coordinate, supervise, manage, or train others to accomplish goals. Examples include funeral directors, electricians, forest and conservation technicians, legal secretaries, interviewers, and insurance sales agents.

• Average hourly wage (2007) -$16.81
• Average annual wage (2007) - $34,970.00

• Projected growth (2006-2016): 11.25%
• Projected need (2006-2016): 18,923
• Employment (2006): 168,201

• Appraisers, Real Estate
• Eligibility Interviewers, Government Programs
• Employment Interviewers
• Interviewers, Except Eligibility and Loan
• Payroll and Timekeeping Clerks
• Personnel Recruiters
• Production, Planning, and Expediting Clerks
• Ushers, Lobby Attendants, and Ticket Takers
• Transportation Managers