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HR Job Description Templates (8 HR Roles)
Job descriptions for 8 HR roles, coordinator to HR business partner, with level-appropriate scope, reporting lines, FLSA status and preferred credentials.
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What you get
- Eight role blocks: HR coordinator, HR generalist, recruiter, talent acquisition specialist, payroll specialist, HR business partner, HR manager and people operations manager
- Scope written to the level of the role, so a coordinator is not asked to set strategy and an HRBP is not doing I-9s
- Reporting line, typical FLSA classification and a placeholder pay range for each role
- Certifications (aPHR, SHRM-CP, PHR, SHRM-SCP, SPHR, FPC, CPP) listed as preferred, never required
- A leveling table that shows how the roles fit together in a growing HR team
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
Before you post
- Size of the workforce this role supports— headcount and number of locations/states
- Reports to (title)
- Direct reports, if any
- HR systems the role will use— HRIS, ATS, payroll, benefits platform
HR roles by level
Placeholder US pay ranges — check local market data before posting.
| Role | Level | Usually reports to | Typical FLSA status | Placeholder pay range |
|---|---|---|---|---|
| HR coordinator | Entry | HR manager or generalist | Non-exempt | $45,000–$60,000 |
| Payroll specialist | Entry to mid | Payroll manager or controller | Usually non-exempt | $50,000–$72,000 |
| Recruiter | Mid | Talent acquisition manager | Often exempt (test duties) | $60,000–$95,000 |
| Talent acquisition specialist | Mid | Talent acquisition manager | Often exempt (test duties) | $55,000–$85,000 |
1. HR coordinator
Summary: Keeps HR administration accurate and on time — HRIS records, onboarding paperwork, I-9s and scheduling. Reports to the HR manager or a senior generalist. Typical FLSA status: non-exempt. Preferred, not required: aPHR.
HR coordinator — responsibilities and requirements
- Enter and update employee data in the HRIS (new hires, job changes, terminations) and audit it monthly
- Complete Form I-9 Section 2 within three business days of the start date and run E-Verify where used
- Send offer paperwork, background-check invitations and onboarding packets; track completion
- Schedule interviews and orientation sessions and prepare new-hire materials
2. HR generalist
Summary: Handles the full range of day-to-day HR for a population of roughly 100-300 employees — employee relations, policy, benefits, leave and compliance. Reports to the HR manager. Typical FLSA status: often exempt under the administrative exemption; a generalist doing mainly clerical work is non-exempt. Preferred, not required: SHRM-CP or PHR.
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How to use this template
- 1
Decide what the team actually needs next
Before picking a template, list the work falling through the cracks. Hiring volume points to a recruiter; pay errors point to payroll; manager escalations point to a generalist or HRBP.
- 2
Choose the level, then the title
Use the leveling table to match scope to seniority. A title like 'HR manager' with coordinator-level duties attracts the wrong candidates and creates pay-equity problems later.
- 3
Edit the responsibilities to your HR stack
Swap generic references for your real systems (e.g. Rippling, BambooHR, Workday, ADP) and your real processes.
- 4
Confirm classification and pay
Check exempt status against actual duties and the current salary threshold, and replace the placeholder range with market data.
Frequently asked questions
What is the difference between an HR generalist and an HR business partner?
A generalist handles day-to-day HR work across the company — employee relations, leave, benefits and policy. An HRBP is a senior advisor assigned to one part of the business, working with its VP on org design, talent and workforce planning. In small companies one person often does both; the job description should say which one takes priority.
Should HR job descriptions require SHRM or HRCI certification?
List them as preferred. SHRM-CP and PHR show a baseline of knowledge, but many strong HR practitioners have never taken the exams, and a hard requirement narrows the pool without improving the hire. For payroll, FPC or CPP is a useful signal of technical depth.
Are HR generalists exempt or non-exempt?
It depends on the actual duties. A generalist who exercises independent judgment on significant matters, such as advising managers and running investigations, commonly meets the administrative exemption. One who mostly processes paperwork and enters data usually does not, regardless of title or salary.
What should an HR coordinator own versus an HR generalist?
Coordinators own accurate, timely administration: HRIS entries, I-9s, onboarding paperwork, scheduling and records. Generalists own judgment calls: advising managers, investigations, leave eligibility decisions and policy interpretation. Putting judgment work in a coordinator description tends to cause misclassification and burnout.
Is a recruiter the same as a talent acquisition specialist?
The titles overlap heavily. In most companies, 'recruiter' means someone who owns requisitions end to end through the offer, while 'talent acquisition specialist' leans toward sourcing, screening, events and employer brand, often for high-volume roles. Pick the title your candidates search for and describe the work clearly.
When should a company hire its first dedicated HR person?
Many companies make the first HR hire somewhere between 15 and 50 employees, usually when founders spend several hours a week on hiring, payroll issues or employee questions. A generalist or people operations manager who can also handle administration is the most common first hire.