HR Generalist Job Description Template for Hiring

Drafting a Human Resources Generalist job description can feel like threading a needle. It must be broad enough to reflect the role’s scope and precise enough to set expectations. It also needs to stay compliant across jurisdictions.

This guide provides a copy-ready HR Generalist job description template. You’ll also find practical steps to tailor it by company size, level, and industry—grounded in current compliance and hiring best practices.

Quick Summary: What an HR Generalist Does

An HR Generalist is a full-spectrum HR partner. They run day-to-day people operations across recruiting, onboarding, employee relations, benefits, compliance, and HR systems. The role balances hands-on service with policy stewardship to safeguard the employee experience and legal compliance.

In small companies, it’s typically a broad “owner” role. In larger firms, it’s a domain coordinator operating within a specialized HR team.

Common HR Generalist responsibilities include:

• Manage full-cycle recruiting, onboarding, and offboarding
• Advise on employee relations, performance, and policy interpretation
• Administer benefits, leaves, and payroll inputs; reconcile with vendors
• Maintain HRIS/ATS accuracy and reporting; file EEO-1 and other reports
• Coordinate training, performance cycles, and compliance programs
• Support safety, risk, and workers’ compensation processes
• Guide managers through corrective actions and documentation
• Partner with Finance/Legal on audits, policy updates, and investigations

When to Hire an HR Generalist (and Role Variants)

Hire an HR Generalist when HR work consistently consumes manager time. It’s also time when compliance risk is rising or the employee experience needs structure.

Typical triggers include headcount above 40–60 or multi-state hiring. You may also see growing leave and benefits complexity or elevated employee-relations (ER) volume. If you already have strong HR strategy but lack execution capacity, a Generalist is often the highest-ROI first hire.

As your organization scales, decide whether you need a tactical generalist, a strategic partner, or a team leader. The right title and scope reduce mis-hires and clarify career paths for HR staff.

Use the comparison below to align expectations with business needs.

HR Generalist vs HRBP vs HR Manager vs People Ops Generalist

• HR Generalist: Executes daily HR operations; broad practitioner across recruiting, ER, benefits, HRIS, and compliance. Focus: delivery and process.
• HR Business Partner (HRBP): Strategic advisor to leaders on org design, workforce planning, and change management; less transactional ownership.
• HR Manager: Oversees HR programs and/or team members; sets priorities, ensures policy implementation, may still handle complex cases.
• People Operations Generalist: Similar scope to HR Generalist with added emphasis on data, process design, and employee experience; modern, systems-oriented flavor.

HR Generalist Job Description Template (Copy & Customize)

Use the sections below verbatim and replace bracketed placeholders to fit your organization. This template is informational, not legal advice. Confirm compliance with counsel, especially for pay transparency, FLSA classification, and state-specific requirements.

Job Title and Summary

Job Title: Human Resources Generalist

Summary: [Company Name] is seeking a Human Resources (HR) Generalist to deliver end-to-end HR support across recruiting, onboarding, employee relations, benefits administration, HRIS/ATS, and compliance. In this role, you’ll partner with managers and employees to strengthen our culture, ensure policy alignment, and keep our people programs running smoothly. This is a [full-time], [exempt/non-exempt] position reporting to the [Head of People/HR Manager/COO].

Tip: Keep the summary to 3–5 sentences; avoid jargon or inflationary language.

Key Responsibilities

• Own full-cycle recruiting for assigned roles: intake, sourcing, screening, interviews, offers, and background checks
• Coordinate onboarding and offboarding: documentation, I-9/E-Verify, equipment, orientation, and exit processes
• Advise managers on employee relations, performance documentation, corrective actions, and conflict resolution
• Administer benefits (enrollment, changes, open enrollment), leaves (FMLA/ADA/state), and workers’ compensation coordination
• Prepare payroll inputs; audit timekeeping; partner with Payroll/Finance to resolve discrepancies
• Maintain accurate employee records in HRIS/ATS; create routine and ad hoc HR reports and dashboards
• Support compliance activities: publish policies, track training, file EEO-1 and other required reports, and maintain audit readiness
• Coordinate performance and development processes: goal setting, review cycles, training logistics, and follow-ups
• Support health, safety, and risk programs (e.g., OSHA logs, incident reporting) as applicable to your environment
• Drive process improvements that simplify HR workflows and improve the employee experience
• Partner cross-functionally with Legal, Finance, IT, and Operations on projects and audits
• For multi-state teams: monitor state/local HR laws and support policy updates with HR leadership

Required Qualifications (Must-haves) and Preferred Qualifications (Nice-to-haves)

Required:

• [2–5] years of professional HR experience (generalist or closely related)
• Working knowledge of core HR domains: recruiting, onboarding, ER, benefits, HRIS, and compliance
• Familiarity with federal HR laws (e.g., EEO, FMLA, FLSA) and basic state/local differences
• Experience using an HRIS and ATS; strong Excel/Sheets skills for reporting and audits
• Clear, inclusive communicator with strong discretion and follow-through

Preferred:

• Bachelor’s degree in HR, Business, or related field; or equivalent experience
• Certifications: SHRM-CP or PHR (or in progress)
• Experience supporting [industry or environment, e.g., manufacturing, healthcare, hospitality]
• Multi-state HR exposure and/or leave management experience
• Exposure to payroll processes and benefits vendor management

Skills and Competencies (Technical + Soft)

• Technical: HRIS data integrity, ATS workflows, payroll/timekeeping coordination, compliance documentation, reporting/analysis
• Soft: Employee advocacy, manager coaching, conflict resolution, confidentiality, process discipline, attention to detail
• Plus: Change enablement, stakeholder management, plain-language writing, and continuous improvement mindset

Reporting Structure and Team Interfaces

• Reports to: [Head of People/HR Manager/COO]
• Partners with: Hiring Managers, Payroll/Finance, Legal/Compliance, IT, Facilities/Operations
• May supervise: [HR Coordinator/Recruiting Coordinator/Interns] as assigned

Work Environment, Schedule, and Physical Requirements

• Work setting: [Onsite/Hybrid/Remote]; standard business hours with occasional flexibility for interviews, events, or deadlines
• Location: [City/State or Remote; note any state restrictions]
• Travel: [0–10%] for recruiting, training, or site visits as needed
• Physical: Ability to remain in a stationary position for extended periods; occasionally move about the office; lift up to [15–25] lbs for events/equipment setup as applicable
• Classification: [Exempt/Non-exempt] under FLSA; overtime eligibility per classification and applicable state law

Compensation Range and Benefits (with Pay Transparency Note)

• Anticipated base salary range: [$X–$Y] annually; actual compensation will depend on factors such as experience, skills, and location
• Bonus/variable pay: [e.g., up to 5–10% of base]
• Benefits: [Medical, dental, vision], [401(k) with X% match], [PTO/sick leave], [paid holidays], [parental leave], [professional development], [equipment stipend], and other perks

Pay transparency: If hiring in jurisdictions with pay range disclosure laws (e.g., CA, CO, HI, IL, NY, WA, and certain cities), include the salary range. Add a brief description of benefits and other compensation.

EEO/ADA Statement and Legal Disclaimers

• EEO: [Company Name] is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status.
• ADA: If you require a reasonable accommodation to apply or participate in the interview process, please contact [HR email or phone].
• Disclaimer: This job description is intended to describe the general content of the role. Duties and responsibilities may change at any time with or without notice and do not constitute a contract of employment.

Customize Your JD: Size, Level, and Industry Matrix

One size rarely fits all. Calibrate scope and requirements based on your team’s maturity, risk profile, and tools. Right-size the role without under- or over-hiring.

By Company Size: Startup (≤100), Mid-Market (100–1,000), Enterprise (1,000+)

• Startup (≤100): One-person HR engine; end-to-end ownership of recruiting, HR ops, and compliance. Look for a broad doer, process builder, and strong generalist fundamentals.
• Mid-Market (100–1,000): Split responsibilities (e.g., TA vs. HR Ops). Generalist partners with managers, owns ER/benefits/HRIS for a business unit, and supports projects.
• Enterprise (1,000+): Domain-focused Generalist aligned to a function or site; works within policy frameworks, escalates complex ER to specialists, and manages high-volume processes.

By Seniority: Entry-Level, Mid-Level, Senior HR Generalist

• Entry-Level: 0–2 years; strong internship or coordinator experience. Focuses on transactions with guided ER exposure. Certification “in progress” is a plus.
• Mid-Level: 2–5 years; autonomous across core domains. Leads standard ER cases. Supports policy rollouts and training. SHRM-CP/PHR preferred.
• Senior: 5–8+ years; handles complex ER, multi-state nuances, audits, and cross-functional projects. Mentors junior staff. May own site(s) or program(s).

Industry Add-ons: Manufacturing, Healthcare, Hospitality, Logistics

• Manufacturing: Emphasize safety/OSHA, shift scheduling, hourly workforce ER, and leave/workers’ comp coordination.
• Healthcare: Add HIPAA, credentialing support, vaccination policies, and 24/7 staffing collaboration.
• Hospitality: High-volume hiring, scheduling, seasonal onboarding, and customer-facing policy training.
• Logistics: Emphasize DOT-related safety programs, attendance policies, and multi-shift operations support.

Core Responsibilities by HR Domain

Understanding typical domain work helps you refine responsibilities and interview criteria. Align your JD with the domains you truly need to scale.

Recruiting and Onboarding

The Generalist often manages requisitions end-to-end for non-executive roles. That includes intake, sourcing, structured screening, panel coordination, offers, and pre-boarding.

Strong onboarding reduces early turnover and accelerates time-to-productivity. Clarify SLAs for kickoff, offers, and Day 1 readiness to set expectations with hiring managers.

Success indicators:

• Requisition kickoff within 3 business days; time-to-offer within 30–45 days for common roles
• New hire docs complete on Day 1; 90-day onboarding plan in place; completion of compliance training in first 30 days

Employee Relations and Compliance (EEO, FMLA, OSHA, HIPAA, Workers’ Comp)

Employee relations requires consistent policy application and documentation. The Generalist triages concerns, conducts low-risk inquiries, and escalates complex matters.

They coordinate leaves, maintain OSHA logs as applicable, and support protected data handling. Clear thresholds for escalation and timelines help reduce risk and build trust.

Success indicators:

• Timely ER responses (same or next business day), accurate documentation, on-time filings (EEO-1, state notices)
• Leave cases tracked with zero missed deadlines; 100% completion of required trainings

Benefits and Payroll Coordination; HRIS/ATS Administration

Smooth benefits and payroll processes drive employee trust and financial accuracy. The Generalist handles enrollments, life events, vendor communications, and payroll inputs.

They ensure HRIS/ATS data integrity through routine audits and standard reports. Define audit cadence and correction SLAs to minimize rework.

Success indicators:

• <1% error rate in payroll inputs; clean HRIS audits; benefits enrollment changes processed within SLAs
• Routine monthly HR dashboards delivered to stakeholders

Performance Management and Training Support

The Generalist operationalizes review cycles, ensures timely feedback, and coordinates training logistics. In smaller organizations, they may facilitate manager training and maintain learning content.

Transparent timelines and job-relevant training boost completion and adoption.

Success indicators:

• 95%+ on-time review completion; documented PIPs aligned to policy; training attendance and completion tracked

Tools and Systems to Mention (Vendor-Neutral Guidance)

Name the tool categories you use rather than specific vendors. This maintains flexibility and avoids implicit endorsements.

Candidates should understand the tech stack’s scope and reporting expectations to hit the ground running.

Minimum Tool Literacy (HRIS, ATS, Payroll, Reporting)

• HRIS for employee records and workflows
• ATS for requisitions, candidate movement, and structured interviews
• Payroll/timekeeping for inputs, audits, and corrections
• Benefits administration portal and carrier files
• Reporting and spreadsheets for metrics, audits, and compliance filings
• E-signature and document management for offers and policies
• I-9/E-Verify and background screening platforms
• LMS for compliance and development tracking
• Ticketing/helpdesk or shared inbox for HR request SLAs

KPIs for HR Generalists: How Success Is Measured

Make performance expectations explicit in your HR Generalist job description. Tie metrics to business outcomes and audit readiness rather than activity alone.

This aligns priorities with leaders and stakeholders.

Example KPIs and Benchmarks (e.g., time-to-fill, turnover, audit pass rate)

• Time-to-fill: 30–45 days for common roles; <60 days for specialized roles
• Offer acceptance rate: 85%+
• First-year voluntary turnover: <15–20% depending on industry
• Compliance training completion: 95–100% on-time
• Payroll input accuracy: 99%+; <0.5% off-cycle corrections
• HRIS data accuracy: >98% across key fields; quarterly audit complete
• Case response SLAs: ER inquiries acknowledged within 1 business day
• Benefits enrollment SLAs: life event changes processed within 5 business days
• Audit/filing timeliness: 100% on-time (EEO-1, state notices, OSHA logs where applicable)
• Candidate and employee satisfaction: >8/10 or NPS > 30 for HR services

Salary Ranges and Market Factors

Calibrate ranges using cost-of-labor data and your internal leveling. Pay transparency laws increasingly require including salary ranges in postings. Confirm local rules with counsel.

US Averages and Location Adjustments (source + date)

• BLS (Human Resources Specialists): Median annual wage $67,650 (U.S. Bureau of Labor Statistics, May 2023)
• Glassdoor: Estimated U.S. median base for “HR Generalist” ~$68,000 with typical range ~$55,000–$86,000 (Accessed November 2024)
• Payscale: Average base ~$59,000; common range ~$49,000–$76,000 (Accessed October 2024)

Typical banding (adjust for your market and level):

• Entry-level: $50,000–$65,000
• Mid-level: $65,000–$85,000
• Senior: $80,000–$105,000+ (higher in high-cost markets)

Location note: Adjust for cost-of-labor, not cost-of-living. High-demand metros (e.g., SF Bay Area, NYC, Seattle, Boston) often sit 15–35% above national medians. Verify with multiple sources (BLS, reputable salary aggregators, and your internal equity).

Inclusive and Compliant Language Checklist

• Use plain, inclusive language; avoid gendered terms or insider jargon
• Focus on must-have skills/experience; limit “requirements” to what’s truly essential
• List accommodations and EEO statements; link to your accessibility contact
• Avoid age, military discharge, or family status proxies (e.g., “digital native,” “young and energetic”)
• Define travel, schedule, and physical demands proportionally to the actual job
• Include pay range where required; avoid asking for salary history where prohibited
• Note classification (exempt/non-exempt) and overtime eligibility
• Avoid unnecessary degree requirements when equivalent experience suffices

How to Use This Template (Step-by-Step)

1. Confirm the business need: scope the work by headcount, growth, and risk profile.
2. Pick the right level: Entry/Mid/Senior based on complexity, autonomy, and ER exposure.
3. Paste the template and customize the summary with your mission and impact.
4. Prioritize responsibilities to 8–12 bullets aligned to your real needs.
5. Separate “Required” vs “Preferred” qualifications to widen the funnel and reduce bias.
6. Insert your tool categories (HRIS/ATS/Payroll) and reporting expectations.
7. Add pay range and benefits. Ensure compliance with state/local pay transparency laws.
8. Add EEO/ADA statements and verify classification language with counsel.
9. Review with HR, Legal, Finance, and the hiring manager for alignment.
10. Post consistently across channels and reuse the JD as your interview rubric. Craft questions around the responsibilities and KPIs you listed.

Common Mistakes to Avoid

• Overstuffing the JD with senior-level expectations for a mid-level salary
• Vague responsibilities that don’t map to measurable outcomes
• Inflated degree/certification requirements that narrow qualified, diverse talent pools
• Omitting pay range in jurisdictions that require it
• Ignoring multi-state nuances (leave laws, final pay, notices) in remote roles
• Naming specific vendor tools if you might change systems soon
• Failing to indicate classification or physical/schedule requirements

FAQs

Is an HR Generalist exempt or non-exempt?

It depends on the actual duties and compensation. Many HR Generalists qualify for the FLSA’s administrative exemption if they meet the salary threshold. Their primary duties must involve discretion and independent judgment on significant matters.

If the role is largely clerical or transactional, with limited discretion, non-exempt classification may be appropriate. Confirm with counsel and check state rules, which can exceed federal requirements (Source: U.S. Department of Labor, FLSA).

What certifications should we require (PHR, SHRM-CP)?

Certifications are typically “preferred,” not “required,” unless your environment demands advanced ER or compliance depth. SHRM-CP and HRCI’s PHR validate core knowledge and are strong signals at the mid level. SHRM-SCP/SPHR align more with senior or managerial scope.

Consider “or equivalent experience” language to broaden qualified talent.

How does the role differ from an HRBP or HR Manager?

An HR Generalist executes day-to-day HR operations across multiple domains. An HRBP focuses on strategic partnership with leaders—workforce planning, org design, and change—often with less transactional ownership.

An HR Manager oversees programs and/or a team, sets priorities, and handles escalations. They may still engage in complex cases.

What should we list for remote or multi-state roles?

Call out multi-state compliance responsibilities. Include tracking state/local leave and notice requirements, coordinating final pay rules, and managing multi-state onboarding and offboarding.

Update policy handbooks as laws change. Specify eligible states for employment, core collaboration hours, travel expectations, and the tools/processes for remote I-9, equipment, and data security.

Download: HR Generalist JD Template (Doc/Google Docs)

Copy the “HR Generalist Job Description Template” sections above into your document editor. Save as .docx or a Google Doc for team review.

To share with stakeholders, include version history and comments. This allows Legal/HR to confirm compliance details (pay range, classification, EEO/ADA language) before posting.

Notes and sources:

• U.S. Bureau of Labor Statistics, Human Resources Specialists, Occupational Employment and Wage Statistics (May 2023).
• U.S. Department of Labor, Fair Labor Standards Act (FLSA).
• Glassdoor Salary Insights for “HR Generalist” (Accessed November 2024).
• Payscale “HR Generalist” Salary Data (Accessed October 2024).

This content is for general informational purposes and is not legal advice. Consult counsel for jurisdiction-specific requirements, including pay transparency and classification.