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A Guide for Managing HR for Office Managers and Administrative Assistants

Human Resources

At smaller companies, managing many of the human resources functions can fall to the office manager, administrative assistant, or executive assistant. In addition to adding a potentially significant amount of work to an already demanding workload, placing HR within your company's administrative function requires strategic outsourcing to help ensure you stay in compliance with regulations and offer the best employee experience possible. But how exactly can smaller companies use strategic outsourcing when their administrative staff is in charge of managing human resources? Consider the following.

Work with Advisors or Counsel on Compliance

One of the most significant areas that relates to the HR department's activities is compliance with rules and regulations. There are numerous federal, state, and local requirements that should influence how companies develop policies and determine compensation, benefits eligibility, and much more. A single mistake can have costly consequences. When your office management team is overseeing HR, it's important to have legal counsel or an experienced HR consultant available who can help. Start with an upfront investment to clarify which regulations impact your business, and how that shapes your business plans. In addition, having legal counsel on hand will help ensure that you have access to a knowledgeable resource when questions arise, whether it's new regulations that impact your business or the occurrence of an employee-related crisis.

Consider Working with a Professional Employer Organization (PEO)

Administering benefits programs and tracking enrollment and other information can be time-consuming. Without a dedicated HR department, it can add up to a significant amount of work for your administrative staff. In order to provide access to numerous programs and make it easier to handle administrative tasks ranging from open enrollment to reporting for compliance purposes, one strategy is working with a Professional Employer Organization (PEO). PEOs are organizations that can provide a number of benefits to their members, from access to benefits programs that are typically beyond the reach of small programs, to systems and support to handle reporting, administration, and customer service.

Invest in the Right Technology for Recruiting Processes

Attracting and retaining top talent requires an understanding of your needs, carefully developed sourcing strategies, and a well-managed candidate communication strategy. Investing in the right recruiting technology can help a small HR team keep the recruiting process moving. For example, an online application process makes it easy for candidates to find job openings and submit their resumes with just a few clicks. From there, the use of appropriate screening questions can help surface the best candidates and weed out those who are not qualified for the job. Finally, using features such as batch communications with candidates makes it easy to keep the process moving forward, and can serve the needs of both applicants and hiring managers.

Invest in Training and Resources

For many office managers, administrative assistants, and executive admins, performing human resource tasks allows them to expand their skillset. It offers an opportunity to be further marketable, as well as to develop skills that could lead to a future career change. That’s why it can be important to help your administrative staff be more efficient by investing in training. Options include paying for them to attend training classes or seminars, travel to a conference, or join a professional organization such as the Society for Human Resource Management. Not only will they be exposed to best practices, but they will likely learn about key issues and changes that could impact your business.

Sometimes a full-time HR staff simply isn't in the budget. In such instances, the right advisors, tools, and training can help you successfully manage human resources functions. Take the necessary steps to provide your own office manager or administrative team with the support they need, and they can be better equipped to successfully execute on your HR projects.


This website contains articles posted for informational and educational value. Paychex is not responsible for information contained within any of these materials. Any opinions expressed within materials are not necessarily the opinion of, or supported by, Paychex. The information in these materials should not be considered legal or accounting advice, and it should not substitute for legal, accounting, and other professional advice where the facts and circumstances warrant.
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