How to hire a personnel clerk

How to hire a personnel clerk, step by step

Here's a step-by-step personnel clerk hiring guide:

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

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1. Identify your hiring needs

   The personnel clerk hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   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 personnel clerk 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 personnel clerk that fits the bill.

   This list presents personnel clerk salaries for various positions.

   Type of Personnel Clerk	Description	Hourly rate
   Personnel Clerk	Information clerks perform routine clerical duties such as maintaining records, collecting data, and providing information to customers.	$12-24
   Human Resources Trainer	Human Resources Trainers are responsible for providing and facilitating training for employees in an organization's specific job area. They are involved in identifying the company's training needs, conducting employee training programs, producing learning materials, organizing presentations and meetings, assisting employees in the skills improvement process, and arranging lectures, seminars, and workshops... Show more	$12-25
   Human Resources Internship	A human resources intern is responsible for assisting the human resources department in daily operations under a direct supervisor. Duties of a human resources intern include reviewing job postings and qualifications, updating employees' information in the database, scheduling candidate interviews, responding to employees' concerns, processing payroll disputes, and reiterating the company's policies and procedures... Show more	$12-20

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Human Resources
   • Clerical Support
   • Life Insurance
   • Background Checks
   • FMLA
   • Clerical Tasks
   • Personnel Transactions
   • Health Insurance
   • Computer System
   • Collating
   • Telephone Calls
   • Office Equipment
   • Provide Clerical Support
   • PowerPoint

   Check all skills

   Responsibilities:

   • Demonstrate strong math skills in managing inmate s accounts and calmly and effectively deescalating outbursts of belligerent inmates.
   • Maintain all personnel and HIPAA files.
   • Prepare bi-weekly payroll and enter daily timekeeping on Kronos time clock system.
   • Prepare, process, and oversee payroll adjustments utilizing government HRIS systems.
   • Utilize DCPDS, an HRIS, to code and process all personnel actions.
   • Facilitate employee grievances and addressed issues relating to ADA, FMLA, and HIPAA.

3. Make a budget

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

   • Location. For example, personnel clerks' average salary in south carolina is 46% less than in california.
   • Seniority. Entry-level personnel clerks 47% less than senior-level personnel clerks.
   • Certifications. A personnel clerk 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 personnel clerk's salary.

   Average personnel clerk salary

   $37,528yearly

   $18.04 hourly rate

   ---

   Entry-level personnel clerk salary

   $27,000 yearly salary

   Updated December 13, 2025

4. Writing a personnel clerk job description

   A personnel clerk job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of a personnel clerk job description:

   Personnel clerk job description example

   DISTINGUISHING FEATURES OF THE CLASS: The work involves performing and assisting in performing specialized personnel clerical work in the Human Resources Department at the Erie County Medical Center Corporation. The incumbent performs, participates in and/or supervises a variety of personnel clerical duties such as the preparation and maintenance of personnel records and processing of personnel requests and transactions. The incumbent performs the work in accordance with established policies and procedures as well as applicable laws, rules, regulation, such as Civil Service Law and Rules, and collective bargaining agreements. This position differs from Personnel Clerk-ECMCC by virtue of the complexity of duties, level of responsibility and supervisory duties. Work is performed under the direct supervision of a higher-level Human Resources Department employee with the leeway to exercise independent judgment in performing the work. Supervision is exercised over lower-level clerical employees. Does related work as required.
   TYPICAL WORK ACTIVITIES:
   
   Works with applicable Human Resources, Employee Health and Erie County Personnel staff and communicates with candidates and staff on personnel transactions such as appointments, promotions, transfers, reinstatements, leaves without pay, leaves under Family Medical Leave Act (FMLA), Workers' Compensation, unemployment and resignations;
   
   Receives and answers related inquiries from managers, employees, applicants and general public;
   
   Processes, coordinates and participates in review of employees' Workers' Compensation and unemployment benefits requests between Human Resources, Employee Health and appropriate third-party vendors; makes recommendations for approval/disapproval;
   
   Manages, distributes and verifies employee transfer list based upon collective bargaining agreements;
   
   Verifies vacancies, postings, seniority dates, bidding process and appropriate employee selection pursuant to applicable contract and policy; completes paperwork for internal transfers and verifies necessary documentation is received;
   
   Utilizes internal and third-party vendor databases and information systems to assist in management of claims; maintains claims files; may initiate calls to benefits vendors on related matters;
   
   Collects and analyzes information on leaves of absence for compliance with applicable contracts and laws; may provide technical guidance to candidates and staff;
   
   Assists in preparing reports related to personnel transactions and information matters; may distribute such work to applicable Human Resources/Employee Health personnel for review prior to external distribution;
   
   Coordinates annual employee processes such as re-orientation process, annual performance review and appraisal, annual competency assessments by preparing and distributing correspondence and tracking and reporting on employee participation;
   
   Assists in the review and maintenance of internal job descriptions;
   
   Assists in the annual performance review process by tracking receipt of completed reviews and competencies; generates and distributes reports detailing receipt and outstanding reviews;
   
   May assist in generating, reviewing and maintaining appointment data; may assist in processing Civil Service examination requests with Erie County Personnel Department;
   
   May publicize Civil Service examination announcements and position vacancy postings;
   
   May canvass Civil Service eligible lists; may assist in coordinating and participating in the review and distribution of Civil Service information to candidates and hiring managers;
   
   Works with applicable committees as Human Resources Department representative; provides support and coordination for committee matters;
   
   May prepare data for collective bargaining negotiations as required;
   
   May interpret collective bargaining agreement provisions related to personnel matters as needed;
   
   Organizes and participates in meetings, as required.
   
   FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:
   
   Good knowledge of ECMCC personnel transactions, time/attendance and leaves of absences policies and procedures; good knowledge of ECMCC, its organizations and departments; good knowledge of time rules and policies governing employment; working knowledge of ECMCC collective bargaining agreements, Civil Service Law and other applicable laws, rules, regulations and accreditation; skill in using an alphanumeric keyboard; clerical aptitude; ability to comprehend, interpret and communicate orally and in writing with agency employees on applicable personnel laws, rules, regulations, contracts, employee benefits, policies and procedures; ability to prepare correspondence dealing with the employment process; ability to plan the work of and supervise lower-level staff; ability to communicate effectively both orally and in writing; ability to establish and maintain effective working relationships with a diverse constituency; ability to work independently; ability to utilize a variety of electronic software applications; confidentiality; sound professional judgment; capable of performing the essential functions of the position with or without reasonable accommodation.
   
   MINIMUM QUALIFICATIONS:
   Completion of sixty (60) semester credit hours at a regionally accredited or New York State registered college or university and two (2) years of personnel clerical experience, of which included experience in utilizing electronic word processing and spreadsheet applications; or: Graduation from high school or possession of a high school equivalency diploma and four (4) years of personnel clerical experience, of which included experience in utilizing electronic word processing and spreadsheet applications; or: An equivalent combination of training and experience as defined by the limits of (A) and (B).
   
   NOTE 1: Verifiable part-time and/or volunteer experience will be pro-rated toward meeting full-time experience requirements.
   
   NOTE 2: A Bachelor's Degree in Business, Human Resources or closely related field may be substituted for one (1) year of personnel clerical experience.
   
   @Approved by Erie County

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5. Post your job

   To find the right personnel clerk 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 personnel clerks they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit personnel clerks 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 personnel clerk job on Zippia to find and recruit personnel clerk candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit personnel clerks, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete 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 personnel clerk

   Once you've decided on a perfect personnel clerk 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.

   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.

   After that, you can create an onboarding schedule for a new personnel clerk. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

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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