Six Human Resources Tips for Administrative Assistants

With smaller staffs and increasing responsibilities, many administrative assistants are taking on the role of human resources administrator for the business. Processing new hires, preparing employee files and explaining the company handbook helps get the new employee off to a good start. The beginning of a new year is the perfect time to conduct a self-audit of your HR processes to be sure that everything is in order for your employees. Though an audit by the IRS, Homeland Security or OSHA may not be a concern, it is better to find areas where you may be out of compliance than a regulatory agency with the ability to assess fines or other penalties. Here are six tips for completing a self-HR audit:

1. Employee files. Each employee should have two files; one for employment-related documents and one for anything relating to medical or health issues. These should be kept in separate locked cabinets to prevent unauthorized individuals from information that could be construed as discriminatory.

2. I-9 Documents. These should be kept in a file or binder separate from the employee and medical files. The I-9 is the document that attests to the ability of an employee to legally work in the United States and is required for each employee, regardless of national origin or position. This document is available online and should be completed within three days of an employee’s start date and whenever there is a change immigration status, name change, visa expiration, etc.
3. OSHA logs. Keep track of workplace accidents and illnesses. This information is kept in the employee’s medical file or Workers Compensation file. If you have 10 or more employees, you will need to fill out several spreadsheet forms and post the results once a year. Go to http://www.osha.gov/ for forms and more information.

4. Review your employee handbook. If policies have changed, added or deleted, be sure your employee handbook reflects the current state of the workplace. Make necessary changes, have it reviewed by legal counsel familiar with both federal and state employment law, and then re-issue the handbook to your employees. Whether it is hard copy of electronic, have some way to verify receipt for each employee and store the information for future reference.

5. Reassess the status of independent contractors. Contractors that have to follow all the rules and regulations in the handbook, work a regular schedule and otherwise work like your employees may qualify as employees entitled to the same benefits as employees. The penalties are stiff for misclassification and should be reviewed by legal counsel.

6. Take a look at your wage program to guard against discrimination in wage rates for men and women in the same jobs. Be sure your payroll process is airtight in paying overtime properly. Review your documentation process for payroll, including W-2s and 1099s for contractors.

Mary Nestor-Harper, SPHR, is a freelance writer, blogger, and workplace consultant. Based in Savannah, GA, her work has appeared in "Training" magazine, "Training & Development" magazine, "Supervision," "Pulse" and "The Savannah Morning News." You can read her blogs at www.skirt.com/savannahchick, www.workingsmartworks.blogspot.com/ and on the web at www.mjnhconsulting.com.