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Human resources assistants maintain the personnel records of an organization’s employees. These records include information such as name, address, job title, and earnings, benefits such as health and life insurance, and tax withholding. On a daily basis, these assistants record information and answer questions about employee absences and supervisory reports on employees’ job performance. When an employee receives a promotion or switches health insurance plans, the human resources assistant updates the appropriate form. Human resources assistants also may prepare reports for managers elsewhere within the organization. For example, they might compile a list of employees eligible for an award.
In smaller organizations, some human resources assistants perform a variety of other clerical duties, including answering telephone or written inquiries from the public, sending out announcements of job openings or job examinations, and issuing application forms. When credit bureaus and finance companies request confirmation of a person’s employment, the human resources assistant provides authorized information from the employee’s personnel records. He or she may also contact payroll departments and insurance companies to verify changes to records.
Some human resources assistants are involved in hiring. They screen job applicants to obtain information such as their education and work experience; administer aptitude, personality, and interest tests; explain the organization’s employment policies and refer qualified applicants to the employing official; and request references from present or past employers. Also, human resources assistants inform job applicants, by telephone or letter, of their acceptance for or denial of employment.
In some job settings, human resources assistants have specific job titles. For example, assignment clerks notify a firm’s existing employees of upcoming vacancies, identify applicants who qualify for the vacancies, and assign those who are qualified to various positions. They also keep track of vacancies that arise throughout the organization, and they complete and distribute forms advertising vacancies. When filled-out applications are returned, these clerks review and verify the information in them, using personnel records. After a selection for a position is made, they notify all of the applicants of their acceptance or rejection.
As another example, identification clerks are responsible for security matters at defense installations. They compile and record personal data about vendors, contractors, and civilian and military personnel and their dependents. The identification clerk’s job duties include interviewing applicants, corresponding with law enforcement authorities, and preparing badges, passes, and identification cards.
Human resources assistants held about 174,000 jobs in 2002. Although these workers are found in most industries, about 1 in every 4 is employed by a government agency. Colleges and universities, hospitals, department stores, and banks also employ large numbers of human resources assistants.
Employment of human resources assistants is expected to grow about as fast as the average for all occupations through the year 2012, as assistants continue to take on more responsibilities. For example, workers conduct Internet research to locate resumes, must be able to scan resumes of job candidates quickly and efficiently, and must be increasingly sensitive to confidential information such as salaries and Social Security numbers. In a favorable job market, more emphasis is placed on human resources departments, thus increasing the demand for assistants. However, even in economic downturns, there is demand, as human resources departments in all industries try to make their organizations more efficient by determining what type of employees to hire and strategically filling job openings. Human resources assistants may play an instrumental role in their organization’s human resources policies. For example, they may talk to staffing firms and consulting firms, conduct other research, and then offer their ideas on issues such as whether to hire temporary contract workers or full-time staff.
As with other office and administrative support occupations, the growing use of computers in human resources departments means that much of the data entry that is done by human resources assistants can be eliminated, as employees themselves enter the data and send the electronic file to the human resources office. Such an arrangement, which is most feasible in large organizations with multiple human resources offices, could limit job growth among human resources assistants.
In addition to positions arising from job growth, replacement needs will account for many job openings for human resources assistants as they advance within the human resources department, take jobs unrelated to human resources administration, or leave the labor force.
(See the introductory statement on information and record clerks for information on working conditions, training requirements, and earnings.)
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