Human Resources Administrator Job Description [Updated for 2025]

In the dynamic landscape of business, the role of Human Resources Administrators is more crucial than ever.

As organizations evolve, the demand for skilled professionals who can cultivate, develop, and safeguard our human capital grows stronger.

But let’s delve deeper: What’s truly expected from a Human Resources Administrator?

Whether you are:

• A job seeker aiming to understand the fundamentals of this role,
• A hiring manager designing the perfect candidate profile,
• Or simply fascinated by the intricacies of human resources management,

You’ve come to the right place.

Today, we present a customizable Human Resources Administrator job description template, designed for effortless posting on job boards or career sites.

Let’s dive right in.

Human Resources Administrator Duties and Responsibilities

Human Resources Administrators are involved in nearly all programs and services that relate to a company’s human resources division.

Their primary role is to maintain and enhance the organization’s human resources by planning, implementing, and evaluating employee relations and human resources policies, programs, and practices.

Their duties and responsibilities include:

• Supporting the recruitment/hiring process by sourcing candidates, performing background checks, assisting in shortlisting, and issuing employment contracts
• Organizing and maintaining personnel records, updating internal databases, and preparing HR documents
• Implementing and revising a company’s compensation program
• Creating and revising job descriptions
• Conducting annual salary surveys
• Administering employee benefits programs and answering employee benefit questions
• Processing payroll, which includes ensuring vacation and sick time are tracked in the system
• Conducting new employee orientations and employee relations counseling
• Overseeing exit interviews
• Maintaining department records and reports
• Participating in administrative staff meetings and attending other meetings and seminars
• Ensuring compliance with all federal, state, and local employment laws

 

Human Resources Administrator Job Description Template

Job Brief

We are seeking a dedicated and detail-oriented Human Resources Administrator to join our team.

The HR Administrator will manage all personnel-related administrative duties and ensure our HR department runs smoothly.

HR Administrator responsibilities include maintaining employee records, managing HR documents (e.g. employment records and onboarding guides) and updating internal databases.

Our ideal candidate has experience with HR procedures and can juggle various administrative tasks in a timely manner.

 

Responsibilities

• Maintain employee records (soft and hard copies)
• Update HR databases (e.g. new hires, separations, vacation and sick leaves)
• Assist in payroll preparation by providing relevant data, like absences, bonus and leaves
• Prepare paperwork for HR policies and procedures
• Process employees’ requests and provide relevant information
• Coordinate HR projects, meetings and training seminars
• Collaborate with the Recruiter to post job ads on careers pages and process incoming resumes
• Manage the department’s telephone center and address queries accordingly
• Prepare reports and presentations for internal communications
• Provide orientations for new employees by sharing onboarding packages and explaining company policies

 

Qualifications

• Proven work experience as an HR Administrator, HR Administrative Assistant or relevant role
• Experience with HR software, like HRIS or HRMS
• Computer literacy (MS Office applications, in particular)
• Thorough knowledge of labor laws
• Strong phone, email and in-person communication skills
• Ability to handle data with confidentiality
• Good organizational and time management skills
• BS degree in Human Resources or relevant field

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Human Resources Administrator
• Work Environment: Office setting with occasional need for travel to attend seminars and training.
• Reporting Structure: Reports to the Human Resources Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $46,000 minimum to $72,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Human Resources Administrator Do?

Human Resources Administrators are professionals who typically work within the human resources department of any organization, across all industries.

They are responsible for performing administrative tasks and services to support effective and efficient operations of the organization’s human resource department.

Their duties may include maintaining employee records, assisting in payroll preparation, providing relevant information about policies and procedures, and responding to employee inquiries.

They also support in hiring process by posting job ads, organizing resumes and job applications, scheduling job interviews and assisting in interview process.

Human Resources Administrators may be involved in employee training and onboarding, facilitating procedures after hiring, including informing employees about their job duties, office decorum, and company policies.

Furthermore, they may assist in the development and implementation of human resource policies and programs, and contribute to the maintenance of a safe, inclusive and positive work environment.

In many cases, they serve as a link between management and employees, handling questions, interpreting and administering contracts, and helping resolve work-related problems.

 

Human Resources Administrator Qualifications and Skills

A proficient Human Resources Administrator should have a combination of both technical and interpersonal skills to efficiently manage the organization’s personnel needs, including:

• Strong organizational skills to manage and maintain personnel records, administer benefits, and update policies as needed
• Excellent communication and interpersonal skills to interact with employees at all levels of the organization, answering their queries and addressing their concerns
• Detail-oriented to ensure accuracy in documentation and reporting, as well as adherence to labor laws and internal policies
• Problem-solving skills to handle any personnel-related issues that may arise, from disputes between employees to benefits administration problems
• Knowledge of Human Resources Information Systems (HRIS) to manage employee data and produce reports for senior management
• Understanding of labor laws and employment regulations to ensure the organization remains compliant
• Discretion and ethical standards to handle sensitive information confidentially and professionally
• Ability to multitask and manage time effectively in order to meet deadlines and manage a variety of HR tasks concurrently

 

Human Resources Administrator Experience Requirements

Entry-level candidates for Human Resources Administrator roles often have between 1-2 years of relevant experience, often gained through internships, part-time roles, or roles in related fields such as recruitment or office administration.

Candidates at this level are usually familiar with basic human resources functions, such as payroll processing, employee benefits administration, and compliance with labor laws.

Candidates with more than 3 years of experience in Human Resources Administration may have developed specialized skills in areas such as employee relations, talent acquisition, or training and development.

They may also have experience with HRIS systems and other HR technology tools.

Those with more than 5 years of experience often have some leadership experience in their background and may be prepared for a supervisory role within an HR department.

Experienced candidates may also have professional certifications from organizations such as the Society for Human Resource Management (SHRM), which can further demonstrate their expertise in the field of human resources.

 

Human Resources Administrator Education and Training Requirements

Human Resources Administrators typically require a bachelor’s degree in human resources, business administration, or a related field.

Their education should provide them with a strong foundation in areas such as employment law, business management, and organizational behavior.

They should also have knowledge of employee benefits, compensation, and labor relations.

Some positions, especially those at larger organizations or those with a strategic focus, may require Human Resources Administrators to hold a master’s degree in human resources management or an MBA with a human resources concentration.

Professional certification is not always required but is highly valued in this field.

Certifications such as the Professional in Human Resources (PHR), Senior Professional in Human Resources (SPHR), or SHRM Certified Professional (SHRM-CP) demonstrate a high level of knowledge and commitment to the profession.

In addition to formal education and certification, Human Resources Administrators should possess excellent interpersonal and communication skills, as they often serve as a link between management and employees.

They should also have strong decision-making and problem-solving abilities, as they are often called upon to resolve disputes and make decisions that impact both employees and the organization.

 

Human Resources Administrator Salary Expectations

A Human Resources Administrator can expect to earn an average salary of $52,313 (USD) per year.

The actual salary can vary greatly depending on factors such as prior experience in the field, specific HR certifications, the size of the company, and geographical location.

 

Human Resources Administrator Job Description FAQs

What qualifications does a Human Resources Administrator need?

While not always mandatory, many employers prefer a Human Resources Administrator to have a bachelor’s degree in human resources, business administration or a related field.

Alternatively, substantial experience in an HR role can also be considered.

In addition to this, professional certifications such as the Professional in Human Resources (PHR) or Senior Professional in Human Resources (SPHR) are highly valued.

 

What are the daily duties of a Human Resources Administrator?

A Human Resources Administrator’s daily tasks can vary widely, but they typically include tasks such as maintaining employee records, processing payroll, providing administrative support to the HR department, facilitating HR processes, and resolving employee concerns.

They may also assist in hiring processes, conduct orientations for new hires, and coordinate employee training programs.

 

What skills are necessary for a Human Resources Administrator?

Good communication and interpersonal skills are crucial for a Human Resources Administrator, as they have to interact with employees at all levels of the organization.

They should also be organized, detail-oriented, and have strong administrative skills.

Proficiency in HR software and computer systems is also important.

Lastly, a good HR Administrator should have a strong understanding of labor laws and employment regulations.

 

What qualities make a good Human Resources Administrator?

A good HR Administrator is approachable, empathetic, and able to handle confidential information with discretion.

They need to be reliable, with excellent organizational skills and the ability to multi-task.

Being fair-minded, objective, and able to handle difficult situations with tact are also important traits.

 

Is experience necessary for a Human Resources Administrator?

While entry-level positions may not require extensive experience, most roles will require at least a few years of experience in human resources or a similar field.

This helps ensure that the HR Administrator has the necessary understanding of HR processes and legal regulations.

However, the exact requirements can vary widely between different companies and industries.

 

Conclusion

And there you have it.

Today, we’ve delved into the fascinating world of what it truly means to be a Human Resources Administrator.

Surprise!

It’s not just about managing employees.

It’s about shaping the backbone of a company, one policy at a time.

With our quintessential Human Resources Administrator job description template and real-world examples, you’re ready to take the next step.

But why limit yourself?

Go further with our job description generator. It’s your ultimate tool for perfecting job listings or enhancing your resume to the hilt.

Remember:

Every policy and decision shapes the wider corporate culture.

Let’s create that future. Together.

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