How to hire a human resources secretary

How to hire a human resources secretary, step by step

Here's a step-by-step human resources secretary 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 secretary job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new human resources secretary
• Step 8: Go through the hiring process checklist

Post a human resources secretary job for free, promote it for a fee

Post free

1. Identify your hiring needs

   Before you post your human resources secretary job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a human resources secretary for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

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

   Yes

   No

   You should also consider the ideal background you'd like them a human resources secretary to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a human resources secretary that fits the bill.

   Here's a comparison of human resources secretary salaries for various roles:

   Type of Human Resources Secretary	Description	Hourly rate
   Human Resources Secretary	Information clerks perform routine clerical duties such as maintaining records, collecting data, and providing information to customers.	$10-26
   Office Technician	An Office Technician handles installation and repair tasks by using power tools and manual equipment safely and effectively. Besides installing, maintaining, and repairing central office equipment, an office technician also installs, tests, and labels cable lines... Show more	$12-23
   Administrative Clerk	An administrative clerk provides support to staff and does clerical works. These clerical duties include answering and making phone calls, typing documents, compiling and filing records, and scheduling appointments... Show more	$12-19

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Assist Human Resources
   • Telephone Calls
   • Background Checks
   • Front Desk
   • Travel Arrangements
   • Schedule Appointments
   • Clerical Support
   • Reference Checks
   • Computer System
   • Word Processing
   • Office Equipment
   • FMLA
   • PowerPoint
   • Health Insurance

   Check all skills

   Responsibilities:

   • Operate TALEO software system for managing prospective and current employee application status and procedures
   • Maintain the HRIS, personnel files, assist in on-board process, compile data for annual wage compensation.
   • Develop HRIS program including creation of various reports for contracting agencies and compliance with defense contracting regulations and audits.
   • Maintain FMLA requests with follow-up documentation.
   • Create and modify presentations using Microsoft PowerPoint and Prezi.
   • Ensure proper designation of FMLA status for qualify events including completion of applications, medical certifications and continuous follow-up with employees.

3. Make a budget

   Including a salary range in your human resources secretary job description is one of the best ways to attract top talent. A human resources secretary can vary based on:

   • Location. For example, human resources secretaries' average salary in south carolina is 49% less than in new jersey.
   • Seniority. Entry-level human resources secretaries 60% less than senior-level human resources secretaries.
   • Certifications. A human resources secretary with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a human resources secretary's salary.

   Average human resources secretary salary

   $35,107yearly

   $16.88 hourly rate

   ---

   Entry-level human resources secretary salary

   $22,000 yearly salary

   Updated January 29, 2026

4. Writing a human resources secretary job description

   A good human resources secretary 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 secretary job description:

   Human resources secretary job description example

   The Human Resources Secretary coordinates office services and provides support for the human resources team in an administrative capacity. The position supports the development of regular and ad-hoc reports and may perform duties of a sensitive and confidential nature. The position also provides direct secretarial support such as appointments, correspondence, data compilation and filing. The Human Resources Secretary is also responsible to provide customer-oriented quality service to the students, faculty, staff, applicants, and guests of Baltimore City Community College, displaying exceptional organization, professionalism, excellent communication skills, and attention to detail.
   Responsibilities/Duties
   
   Greets visitors, answers phones, and responds to inquiries or directs callers and guests to appropriate staff.
   
   Interacts with applicants that may contact the Human Resources department with questions.
   
   Navigates applicant tracking system; posts positions; forwards resumes to hiring managers; closes filled positions.
   
   Schedules interviews as necessary via Zoom or other similar platform.
   
   Takes minutes at the Departmental HR Meetings.
   
   Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
   
   Organizes work by reading and routing correspondence.
   
   Manages department schedule by maintaining calendars for select department personnel and arranging meetings, conferences, teleconferences, and travel.
   
   Maintains confidentiality in all elements of work performed.
   
   Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.
   
   Keeps equipment operational by following manufacturer instructions and established procedures. Secures information by completing database backups.
   
   Provides historical reference by utilizing filing and retrieval systems.
   
   Maintains technical knowledge by attending educational workshops and reading secretarial publications.
   
   Produce presentations as needed to achieve departmental goals (e.g. Word, PowerPoint, Excel, etc.) Ensures quality, accuracy, and completeness of work activities and products;
   
   Plans activities in advance to insure that all assignments are completed in a timely and quality manner; Checks, and rechecks work for mistakes before distribution;
   
   Performs routine or repetitious tasks with care and attention;
   
   Other related duties as assigned.
   
   Required Qualifications
   
   Associate's Degree
   
   Four (4) years of related administrative assistant or customer service experience required
   
   Must be computer literate - MS Office Suite, Zoom
   
   Excellent verbal and written communication skills
   
   Sound organizational skills and abilities
   
   Must be able to multi-task in a fast paced environment of changing priorities and goals

   Copy this example

   

5. Post your job

   There are a few common ways to find human resources secretaries for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

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

6. Interview candidates

   To successfully recruit human resources secretaries, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   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 secretary

   Once you've decided on a perfect human resources secretary candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   Once that's done, you can draft an onboarding schedule for the new human resources secretary. 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.)

   Sign up to download full list

   Sign up

How much does it cost to hire a human resources secretary?