How to hire a human resources assistant

How to hire a human resources assistant, step by step

Here's a step-by-step human resources assistant hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a human resources assistant job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new human resources assistant
• Step 8: Go through the hiring process checklist

What does a human resources assistant do?

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1. Identify your hiring needs

   First, determine the employments status of the human resources assistant you need to hire. Certain human resources assistant roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   Hiring the perfect human resources assistant also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   This list presents human resources assistant salaries for various positions.

   Type of Human Resources Assistant	Description	Hourly rate
   Human Resources Assistant	Information clerks perform routine clerical duties such as maintaining records, collecting data, and providing information to customers.	$12-23
   Human Resources Coordinator	A human resources coordinator is responsible for cooperating with the company's human resources department, supporting its processes and procedures, and assisting with employees' concerns. Human resources coordinators' duties include maintaining business files and employees' records, processing documents and submitting required reports, administering background checks for the recruitment process, reviewing and referring to company's handbook for corrective action and performance review, scheduling meetings and facilitating events, and advising effective strategies to human resources management... Show more	$15-28
   Human Resources Clerk	A human resources clerk's role focuses on assisting in the hiring process within a company or organization. Most of the responsibilities will revolve around posting hiring notices on various platforms, handling job applications, arranging schedules and appointments for interviews, verifying requirements, and responding to calls and inquiries... Show more	$12-21

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Customer Service
   • Payroll Processing
   • Background Checks
   • HRIS
   • Data Entry
   • Assist Human Resources
   • Administrative Tasks
   • I-9
   • PowerPoint
   • Clerical Support
   • Provides Administrative Support
   • EEO
   • Personnel Actions
   • Reference Checks

   Check all skills

   Responsibilities:

   • Manage all candidate activity and conduct full life- cycle recruiting through an applicant tracking system (ATS).
   • Manage new employee orientation training, including e-verify.
   • Operate TALEO software system for managing prospective and current employee application status and procedures
   • Manage short-term disability and FMLA claims; notified/educate employees of eligibility and qualification requirements.
   • Maximize efficiency of HRIS system by participating in initial design, managing ongoing system enhancements and streamlining reports.
   • Conduct compensation analyses, manage EEO compliance tracking activities and deliver presentations to corporate management regarding process improvement.

   More human resources assistant duties

3. Make a budget

   Including a salary range in your human resources assistant job description is a great way to entice the best and brightest candidates. A human resources assistant salary can vary based on several factors:

   • Location. For example, human resources assistants' average salary in arkansas is 37% less than in district of columbia.
   • Seniority. Entry-level human resources assistants earn 44% less than senior-level human resources assistants.
   • Certifications. A human resources assistant with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a human resources assistant's salary.

   Average human resources assistant salary

   $36,498yearly

   $17.55 hourly rate

   ---

   Entry-level human resources assistant salary

   $27,000 yearly salary

   Updated December 5, 2025

   Average human resources assistant salary by state

   Rank	State	Avg. salary	Hourly rate
   1	District of Columbia	$46,803	$23
   2	New York	$40,878	$20
   3	California	$40,360	$19
   4	Massachusetts	$39,726	$19
   5	Maryland	$39,179	$19
   6	Washington	$38,851	$19
   7	Pennsylvania	$37,644	$18
   8	Virginia	$36,893	$18
   9	Colorado	$36,690	$18
   10	Minnesota	$36,591	$18
   11	Illinois	$36,485	$18
   12	Oregon	$36,371	$17
   13	Maine	$36,028	$17
   14	Missouri	$34,424	$17
   15	Ohio	$34,064	$16
   16	Texas	$33,945	$16
   17	Arizona	$33,775	$16
   18	Wisconsin	$33,700	$16
   19	Nevada	$33,469	$16
   20	Georgia	$33,139	$16

   Average human resources assistant salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Paul, Weiss, Rifkind, Wharton & Garrison	$73,253	$35.22	2
   2	Ensign Energy	$63,250	$30.41
   3	Armedia	$60,976	$29.32
   4	University of Massachusetts Boston	$60,347	$29.01	1
   5	V-Soft Consulting	$57,882	$27.83
   6	Qatalys	$57,616	$27.70
   7	Sunrise Systems	$55,277	$26.58
   8	Esri	$54,957	$26.42	4
   9	Analysts	$54,181	$26.05
   10	Reasons to Believe	$53,122	$25.54
   11	PROLIM	$52,756	$25.36
   12	Sriven Systems	$52,454	$25.22
   13	Columbia University in the City of New York	$51,749	$24.88	5
   14	Tallgrass Energy	$50,781	$24.41
   15	Mayer Brown	$50,472	$24.27	2
   16	Government Accountability Project	$49,312	$23.71
   17	Northrop Grumman	$49,008	$23.56	20
   18	Hancock Wellness	$48,810	$23.47
   19	Schlumberger	$48,799	$23.46
   20	New York Institute of Technology	$48,794	$23.46

4. Writing a human resources assistant job description

   A good human resources assistant job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a human resources assistant job description:

   Human resources assistant job description example

   Why is it great to work here? Our Company is growing fast and looking for a Human Resources Assistant with experience to help grow our business to the max! We’ll challenge your skills, talents, and abilities and reward your every success. Here is just some of the benefits you will get by being a Company employee:
   
   · Free gym memberships with personal training sessions and discounted services· A comprehensive health & welfare benefits package· Opportunities to grow within the company· Health and Wellness Benefits· Eligibility to Participate in a 401K plan
   
   What sets us apart from the rest: · Integrity with everything we do· Passion for excellence· Pride in who we are as a company· Leadership displayed in all levels of our company· Excellence in our business· But most of all…. we are more than a gym; we are a gym family legacy!!
   
   We want talented individuals who: · Are strong analytical and data-driven thinkers· Have polished interpersonal communication skills· Can manage multiple tasks while adapting to rapid change· Have a positive attitude and be a team player, but have the ability to work independently· Understand prioritization of workflow, follow through and attention to detail
   
   When you come to work, you will: · Assist with day to day operations of the HR functions and duties· Provide clerical and administrative support to the Human Resource Director· Compile and maintain employee records (electronic and soft copy)· Process documentation for verification of employment and similar record requests· Coordinate all HR projects (meeting, trainings, surveys, etc.) and take minutes· Handle all finalization of employee onboarding· Coordinate company communications (New hire announcements, service awards, anniversaries)
   
   There are some MUST HAVES: · Proven experience in an HR assistance or relevant human resources administrative position· Fast computer skills· Demonstrated proficiency with various HRIS and payroll systems· Minimum of 2 years relevant HR experience in a complex, dynamic, fast-paced and high-volume environment which flexibility and resourcefulness are or were valued· Strong communication skills· Excellent organizational skills· Have HR Certification (** preferred but not required )
   
   ASK YOURSELF IF YOU HAVE WHAT IT TAKES….. COME BE A PART OF OUR FAMILY LEGACY TODAY! Our Company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability or genetics.
   

   Copy this example

   

5. Post your job

   To find the right human resources assistant for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with human resources assistants they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit human resources assistants who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

   • Post your human resources assistant job on Zippia to find and recruit human resources assistant candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with human resources assistant candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new human resources assistant

   Once you've selected the best human resources assistant candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   Once that's done, you can draft an onboarding schedule for the new human resources assistant. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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