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Summary Report for:
43-4161.00 - Human Resources Assistants, Except Payroll and Timekeeping

Compile and keep personnel records. Record data for each employee, such as address, weekly earnings, absences, amount of sales or production, supervisory reports, and date of and reason for termination. May prepare reports for employment records, file employment records, or search employee files and furnish information to authorized persons.

Sample of reported job titles: Administrative Assistant, Human Resources Administrative Assistant, Human Resources Assistant (HR Assistant), Human Resources Associate (HR Associate), Human Resources Consultant (HR Consultant), Human Resources Coordinator (HR Coordinator), Human Resources Representative (HR Representative), Human Resources Specialist (HR Specialist), Human Resources Technician (HR Technician), Personnel Assistant

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Tasks  |  Technology Skills  |  Tools Used  |  Knowledge  |  Skills  |  Abilities  |  Work Activities  |  Detailed Work Activities  |  Work Context  |  Job Zone  |  Education  |  Credentials  |  Interests  |  Work Styles  |  Work Values  |  Related Occupations  |  Wages & Employment  |  Job Openings  |  Additional Information

Tasks

  • Process, verify, and maintain personnel related documentation, including staffing, recruitment, training, grievances, performance evaluations, classifications, and employee leaves of absence.
  • Explain company personnel policies, benefits, and procedures to employees or job applicants.
  • Record data for each employee, including such information as addresses, weekly earnings, absences, amount of sales or production, supervisory reports on performance, and dates of and reasons for terminations.
  • Gather personnel records from other departments or employees.
  • Examine employee files to answer inquiries and provide information for personnel actions.
  • Answer questions regarding examinations, eligibility, salaries, benefits, and other pertinent information.
  • Compile and prepare reports and documents pertaining to personnel activities.
  • Request information from law enforcement officials, previous employers, and other references to determine applicants' employment acceptability.
  • Process and review employment applications to evaluate qualifications or eligibility of applicants.
  • Arrange for advertising or posting of job vacancies and notify eligible workers of position availability.
  • Provide assistance in administering employee benefit programs and worker's compensation plans.
  • Select applicants meeting specified job requirements and refer them to hiring personnel.
  • Interview job applicants to obtain and verify information used to screen and evaluate them.
  • Inform job applicants of their acceptance or rejection of employment.
  • Search employee files to obtain information for authorized persons and organizations, such as credit bureaus and finance companies.
  • Administer and score applicant and employee aptitude, personality, and interest assessment instruments.
  • Prepare badges, passes, and identification cards, and perform other security-related duties.
  • Arrange for in-house and external training activities.

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Technology Skills

  • Calendar and scheduling software — Google Calendar
  • Computer based training software — Blackboard Learn; Learning management system LMS; WebCT
  • Data base user interface and query software — Database software; FileMaker Pro Hot technology ; Microsoft Access Hot technology
  • Desktop publishing software — Microsoft Publisher Hot technology
  • Document management software — Document management system software
  • Electronic mail software — Email software; Microsoft Outlook Hot technology
  • Enterprise resource planning ERP software Hot technology — Oracle PeopleSoft Hot technology ; SAP ERP
  • Graphics or photo imaging software — Microsoft Visio Hot technology
  • Human resources software — ADP Workforce Now Hot technology ; Human resource management software HRMS Hot technology ; Oracle Taleo; Workscape HR Service Center (see all 12 examples)
  • Internet browser software — Microsoft Internet Explorer
  • Office suite software — Corel WordPerfect Office Suite; Microsoft Office
  • Optical character reader OCR or scanning software — Scanning software
  • Presentation software — Microsoft PowerPoint Hot technology
  • Project management software — Microsoft SharePoint Hot technology
  • Spreadsheet software — Microsoft Excel Hot technology
  • Word processing software — Google Docs; Microsoft Word

Hot technology Hot Technology — a technology requirement frequently included in employer job postings.

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Tools Used

  • Desktop calculator — 10-key calculators
  • Desktop computers
  • Laser fax machine — Laser facsimile machines
  • Mainframe computers
  • Paper punching or binding machines — Document binding equipment
  • Personal computers
  • Photocopiers — Photocopying equipment
  • Scanners

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Knowledge

  • Personnel and Human Resources — Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
  • Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Administration and Management — Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  • Computers and Electronics — Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
  • Law and Government — Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.

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Skills

  • Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
  • Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Speaking — Talking to others to convey information effectively.
  • Writing — Communicating effectively in writing as appropriate for the needs of the audience.
  • Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
  • Service Orientation — Actively looking for ways to help people.
  • Social Perceptiveness — Being aware of others' reactions and understanding why they react as they do.
  • Time Management — Managing one's own time and the time of others.
  • Complex Problem Solving — Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
  • Coordination — Adjusting actions in relation to others' actions.

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Abilities

  • Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
  • Oral Expression — The ability to communicate information and ideas in speaking so others will understand.
  • Written Comprehension — The ability to read and understand information and ideas presented in writing.
  • Near Vision — The ability to see details at close range (within a few feet of the observer).
  • Speech Clarity — The ability to speak clearly so others can understand you.
  • Written Expression — The ability to communicate information and ideas in writing so others will understand.
  • Deductive Reasoning — The ability to apply general rules to specific problems to produce answers that make sense.
  • Speech Recognition — The ability to identify and understand the speech of another person.
  • Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
  • Information Ordering — The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
  • Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
  • Category Flexibility — The ability to generate or use different sets of rules for combining or grouping things in different ways.

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Work Activities

  • Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
  • Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
  • Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
  • Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
  • Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
  • Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
  • Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
  • Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
  • Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.
  • Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
  • Evaluating Information to Determine Compliance with Standards — Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
  • Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
  • Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
  • Assisting and Caring for Others — Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.
  • Interpreting the Meaning of Information for Others — Translating or explaining what information means and how it can be used.
  • Analyzing Data or Information — Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.
  • Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems.
  • Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others.

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Detailed Work Activities

  • Record personnel information.
  • Administer personnel recruitment or hiring activities.
  • Obtain personal or financial information about customers or applicants.
  • Explain regulations, policies, or procedures.
  • Interview employees, customers, or others to collect information.
  • Compile data or documentation.
  • Search files, databases or reference materials to obtain needed information.
  • Issue documentation or identification to customers or employees.
  • Train personnel.

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Work Context

  • Telephone — 100% responded “Every day.”
  • Electronic Mail — 97% responded “Every day.”
  • Face-to-Face Discussions — 86% responded “Every day.”
  • Contact With Others — 77% responded “Constant contact with others.”
  • Indoors, Environmentally Controlled — 93% responded “Every day.”
  • Importance of Repeating Same Tasks — 61% responded “Extremely important.”
  • Work With Work Group or Team — 57% responded “Extremely important.”
  • Spend Time Sitting — 47% responded “Continually or almost continually.”
  • Structured versus Unstructured Work — 59% responded “A lot of freedom.”
  • Letters and Memos — 52% responded “Every day.”
  • Time Pressure — 42% responded “Every day.”
  • Importance of Being Exact or Accurate — 48% responded “Extremely important.”
  • Freedom to Make Decisions — 43% responded “Some freedom.”
  • Spend Time Making Repetitive Motions — 33% responded “Continually or almost continually.”
  • Coordinate or Lead Others — 34% responded “Very important.”
  • Frequency of Decision Making — 38% responded “Every day.”
  • Deal With Unpleasant or Angry People — 29% responded “Once a year or more but not every month.”
  • Frequency of Conflict Situations — 33% responded “Once a week or more but not every day.”
  • Impact of Decisions on Co-workers or Company Results — 26% responded “Moderate results.”
  • Deal With External Customers — 28% responded “Extremely important.”
  • Duration of Typical Work Week — 60% responded “40 hours.”
  • Physical Proximity — 58% responded “Slightly close (e.g., shared office).”

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Job Zone

Title Job Zone Three: Medium Preparation Needed
Education Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.
Related Experience Previous work-related skill, knowledge, or experience is required for these occupations. For example, an electrician must have completed three or four years of apprenticeship or several years of vocational training, and often must have passed a licensing exam, in order to perform the job.
Job Training Employees in these occupations usually need one or two years of training involving both on-the-job experience and informal training with experienced workers. A recognized apprenticeship program may be associated with these occupations.
Job Zone Examples These occupations usually involve using communication and organizational skills to coordinate, supervise, manage, or train others to accomplish goals. Examples include food service managers, travel guides, electricians, agricultural technicians, barbers, nannies, and medical assistants.
SVP Range (6.0 to < 7.0)

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Education


Percentage of Respondents
Education Level Required
30   Associate's degree
26   High school diploma or equivalent Help
21   Some college, no degree

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Credentials

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Interests

Interest code: CES

  • Conventional — Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.
  • Enterprising — Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
  • Social — Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.

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Work Styles

  • Integrity — Job requires being honest and ethical.
  • Attention to Detail — Job requires being careful about detail and thorough in completing work tasks.
  • Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations.
  • Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
  • Initiative — Job requires a willingness to take on responsibilities and challenges.
  • Stress Tolerance — Job requires accepting criticism and dealing calmly and effectively with high stress situations.
  • Concern for Others — Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
  • Independence — Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
  • Self Control — Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
  • Adaptability/Flexibility — Job requires being open to change (positive or negative) and to considerable variety in the workplace.
  • Achievement/Effort — Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
  • Social Orientation — Job requires preferring to work with others rather than alone, and being personally connected with others on the job.
  • Persistence — Job requires persistence in the face of obstacles.
  • Analytical Thinking — Job requires analyzing information and using logic to address work-related issues and problems.
  • Leadership — Job requires a willingness to lead, take charge, and offer opinions and direction.
  • Innovation — Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.

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Work Values

  • Relationships — Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.
  • Support — Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.
  • Working Conditions — Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions.

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Wages & Employment Trends

Median wages (2015) $18.32 hourly, $38,100 annual
State wages Local Salary Info
 
Employment (2014) 141,000 employees
Projected growth (2014-2024) Decline (-2% or lower) Decline (-2% or lower)
Projected job openings (2014-2024) 15,900
State trends Employment Trends
 
Top industries (2014)

Source: Bureau of Labor Statistics 2015 wage data external site and 2014-2024 employment projections external site. "Projected growth" represents the estimated change in total employment over the projections period (2014-2024). "Projected job openings" represent openings due to growth and replacement.

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Job Openings on the Web

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Sources of Additional Information

Disclaimer: Sources are listed to provide additional information on related jobs, specialties, and/or industries. Links to non-DOL Internet sites are provided for your convenience and do not constitute an endorsement.

  • Information clerks external site. Bureau of Labor Statistics, U.S. Department of Labor. Occupational Outlook Handbook, 2016-17 Edition.

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