Key Responsibilities and Required Skills for Human Resources Clerk

🎯 Role Definition

The Human Resources (HR) Clerk serves as a foundational pillar of the HR department, providing critical administrative and clerical support to ensure the smooth and efficient operation of daily human resources functions. This role is pivotal in maintaining the integrity of employee data, supporting the employee lifecycle from recruitment to offboarding, and acting as a reliable first point of contact for employee inquiries. The HR Clerk champions organizational excellence by handling sensitive information with the utmost confidentiality and executing tasks with precision, directly contributing to a positive and compliant workplace environment.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant
Office Coordinator or Receptionist
Recent Graduate (with a focus in HR or Business)

Advancement To:

HR Coordinator
HR Generalist
Benefits or Payroll Administrator

Lateral Moves:

Payroll Clerk
Executive Assistant
Office Manager

Core Responsibilities

Primary Functions

Maintain and meticulously update employee records, ensuring complete accuracy and confidentiality across both digital Human Resources Information Systems (HRIS) and physical personnel files.
Actively assist in the talent acquisition process by posting job openings on various platforms, performing initial resume screenings, and coordinating interview schedules between candidates and hiring managers.
Facilitate a seamless new hire onboarding experience by preparing and distributing orientation packets, meticulously verifying I-9 documentation and work eligibility, and conducting initial orientation sessions.
Serve as the first point of contact for both internal and external inquiries regarding HR policies, standard procedures, and employee benefits, professionally escalating complex issues to the appropriate HR specialists.
Accurately process all employee status changes, such as promotions, transfers, leaves of absence, and terminations, ensuring all requisite paperwork is completed and filed in a timely and compliant manner.
Provide crucial support for the administration of employee benefits programs, including assisting during open enrollment periods, helping to resolve basic employee claim issues, and communicating plan information.
Prepare, compile, and distribute standard HR-related reports and metrics from the HRIS, such as new hire reports, turnover statistics, and recruitment activity summaries for management review.
Support the payroll process by diligently gathering and verifying timekeeping data, tracking leaves of absence and paid time off, and assisting in the resolution of payroll discrepancies.
Conduct initial background checks, reference checks, and employment verifications for potential new hires, ensuring strict adherence to company policies and relevant legal regulations.
Manage the administrative and logistical aspects of the employee offboarding process, including preparing termination paperwork, scheduling exit interviews, and ensuring the timely return of all company property.
Uphold the integrity of the HRIS by performing regular data entry, conducting periodic data audits, and executing data clean-up projects to ensure information is current and reliable.
Provide comprehensive administrative support to the entire HR team, which includes managing department calendars, organizing files, ordering office supplies, and processing HR-related invoices.
Assist in maintaining compliance with federal, state, and local employment laws and regulations by keeping accurate records, maintaining required postings, and assisting with internal and external audits.

Secondary Functions

Support the planning and execution of HR-sponsored events, training sessions, and employee engagement activities, handling logistics such as scheduling, room booking, and material preparation.
Create and help distribute internal employee communications, including departmental newsletters, policy updates, and organizational announcements from the HR department.
Assist in tracking the performance management cycle by sending reminders for upcoming reviews, distributing appraisal forms, and filing completed performance evaluation documents.
s- Handle the initial intake and processing of workers' compensation claims, which involves gathering incident reports and liaising with employees, managers, and insurance carriers.
Respond to and fulfill requests for employment verification for current and former employees, adhering strictly to company privacy policies and procedures.
Participate in and provide support for various HR projects and strategic initiatives, such as policy and procedure updates, HR system implementation testing, and employee wellness programs.
Maintain and update organizational charts and employee directories to reflect current staffing levels, reporting structures, and contact information.

Required Skills & Competencies

Hard Skills (Technical)

HRIS Proficiency: Hands-on experience with Human Resources Information Systems (e.g., Workday, ADP Workforce Now, BambooHR) for data entry, record keeping, and reporting.
Microsoft Office Suite: Advanced proficiency in Microsoft Office, particularly Excel for data tracking, Word for document creation, and Outlook for communication and scheduling.
Data Entry and Management: Exceptional speed and accuracy in data entry with a strong ability to manage and maintain large volumes of sensitive employee information.
Applicant Tracking Systems (ATS): Familiarity with the functionality of Applicant Tracking Systems for posting jobs, managing candidates, and tracking recruitment funnels.
Basic Employment Law Knowledge: A foundational understanding of key employment laws and regulations (e.g., FMLA, EEO, I-9 compliance) to ensure procedural compliance.

Soft Skills

Discretion and Confidentiality: An unwavering commitment to maintaining the highest level of confidentiality and handling sensitive personal and company information with absolute discretion.
Attention to Detail: Meticulous and thorough in all tasks, from data entry to document preparation, ensuring accuracy and reducing errors.
Organizational and Time Management Skills: Superior ability to prioritize a high volume of tasks, manage deadlines effectively, and maintain order in a fast-paced environment.
Communication Skills: Clear, professional, and empathetic written and verbal communication skills for interacting effectively with employees, managers, and external partners.
Interpersonal Acumen: A friendly, approachable demeanor with a strong customer-service orientation and the ability to build positive working relationships across the organization.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED is required, supplemented by relevant work experience.

Preferred Education:

An Associate's or Bachelor's degree in a relevant field is highly preferred. Professional HR certification (e.g., aPHR) is a plus.

Relevant Fields of Study:

Human Resources Management
Business Administration

Experience Requirements

Typical Experience Range:

1-3 years of experience in an administrative, clerical, or office support role.

Preferred:

Previous experience working directly within an HR department or in a role that required handling confidential employee information is strongly preferred.