How to hire a receptionist/human resources assistant

How to hire a receptionist/human resources assistant, step by step

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

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1. Identify your hiring needs

   The receptionist/human resources assistant 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

   A receptionist/human resources assistant's background is also an important factor in determining whether they'll be a good fit for the position. For example, receptionist/human resources assistants from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   This list presents receptionist/human resources assistant salaries for various positions.

   Type of Receptionist/Human Resources Assistant	Description	Hourly rate
   Receptionist/Human Resources Assistant	Information clerks perform routine clerical duties such as maintaining records, collecting data, and providing information to customers.	$13-20
   Administrative Receptionist	An administrative receptionist is responsible for performing administrative tasks, handling visitors' inquiries and concerns, verifying appointments, and leading them to the appropriate personnel and department, as well as handling and routing calls. Administrative receptionists also keep records of the staff meeting and executive conference, including company and promotional events... Show more	$12-18
   Concierge/Receptionist	A concierge/receptionist serves as the guests' primary point of contact in establishments such as hotels, resorts, hospitals, and even malls. Although the extent of their responsibilities differs on their company or industry of employment, it often includes greeting clients, handling calls and correspondence, filing reservations and bookings, coordinating plans and services, maintaining records, and assisting clients by answering inquiries and processing requests... Show more	$11-17

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Greeting Visitors
   • Data Entry
   • Customer Service
   • Phone Calls
   • Background Checks
   • Front Desk
   • Assist Human Resources
   • I-9
   • Multi-Line Switchboard
   • Direct Calls
   • Office Equipment
   • Schedule Appointments
   • Telephone Calls
   • Clerical Support

   Check all skills

   Responsibilities:

   • Operate TALEO software system for managing prospective and current employee application status and procedures
   • Prepare PowerPoint presentations for all new hires.
   • Set up systems, for FMLA tracking, benefits and EEO tracking.
   • Investigate and resolve EEO complaints internally and with EEOC and local agencies.
   • Select to attend week-long training relate to all aspects of using ADP payroll system.
   • Update reports on a daily basis resulting in the strict compliance of EEO requirements.

3. Make a budget

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

   • Location. For example, receptionist/human resources assistants' average salary in south carolina is 36% less than in alaska.
   • Seniority. Entry-level receptionist/human resources assistants earn 33% less than senior-level receptionist/human resources assistants.
   • Certifications. A receptionist/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 receptionist/human resources assistant's salary.

   Average receptionist/human resources assistant salary

   $35,765yearly

   $17.19 hourly rate

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   Entry-level receptionist/human resources assistant salary

   $29,000 yearly salary

   Updated January 21, 2026

4. Writing a receptionist/human resources assistant job description

   A receptionist/human resources assistant 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 receptionist/human resources assistant job description:

   Receptionist/human resources assistant job description example

   Must be a resident of Illinois or willing to relocate. Flexible scheduling is available, upon completion of a six-month probationary period
   .
   
   Illinois Housing Development Authority (IHDA), one of the Nation's preeminent Housing Finance Agencies and one of the State's ten largest financial institutions, is currently seeking a Receptionist/HR Assistant to build upon their 50+ year leadership in housing finance.
   
   SUMMARY:
   
   This position provides the first impression of Illinois Housing Development Authority. Extremely important role which encompasses many skills including answering multiple phone lines on our Cisco system, greeting guests, providing excellent customer service skills, and partnering with all clerical & administrative assistants, Communications unit, and other customer service units. This position is responsible for providing clerical and professional support to the Human Resources department and act as the primary support to the organization as the receptionist for the Authority's main location. Requires high level of judgement, excellent customer service, enthusiastic about IHDA's products and services, highly dependable and professional at all times. Support process improvements and assist with Authority-wide events; bi-lingual preferred.
   
   ESSENTIAL FUNCTIONS:
   In accordance with the Authority's procedures, interprets the nature of incoming calls and relays callers to the appropriate party. Greets visitors and refer visitors to proper destination. Refers non-routine questions and inquiries to the appropriate department representative. Keeps accurate recording of all calls, including notations of correct times and names of parties for employees' reference. Arranges building security access for IHDA department visitors. This includes entering in guests through a shared data guest portal (Kastle system). Operates as a liaison to the Communications department related to the multifamily development lists. Field questions related to the development list; educate callers on how to obtain housing lists and handles periodic statistics on call volume as needed. Takes the lead, coordinates, and conducts training sessions for all incoming support staff (support staff temporaries) or Customer Service positions in various departments required to relieve the receptionist. Primary coordinator of Authority-wide attendance. Using ADP Time and Attendance and SharePoint reports, review each department's weekly attendance reports. Ensure director approval and weekly attendance report are submitted to HR as required. Manager maintains daily and weekly timekeeping records; verifies completeness and accuracy of information; compiles regular and special reports using established formats and procedures.
   EDUCATION AND EXPERIENCE REQUIREMENTS:
   
   A minimum of Associates degree required or equivalent of 10+years solid Receptionist experience this includes clerical office experience required. Bi-lingual preferred. Microsoft Office suite experience with at least 60% accuracy a must. Exposure to SharePoint database and ADP a plus. Excellent telephone etiquette, excellent verbal and written communication skills and strong analytical skills. Must be dependable and punctual - office hours: 8:30am - 5:00pm; Monday-Friday (attendance is very important). Strong customer service orientation at all times. Attention to detail; listens carefully. Employs tact, courtesy, and confidentiality at all times.
   
   Excellent benefits package, including 401 (k); immediate vesting.
   
   EOE

   Copy this example

   

5. Post your job

   To find the right receptionist/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 receptionist/human resources assistants they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit receptionist/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 receptionist/human resources assistant job on Zippia to find and recruit receptionist/human resources assistant 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 receptionist/human resources assistants, 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.

   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 receptionist/human resources assistant

   Once you've found the receptionist/human resources assistant candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is 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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