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How a human resources assistant can use AI, task by task

O*NET 43-4161.00: Human Resources Assistants, Except Payroll and TimekeepingMedian pay $50,610/year (BLS, May 2025)19 tasksJob Zone 3: Medium preparation

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.

Type your own title and every prompt on this page updates to match. Also called: Human Resources Administrative Assistant (HR Administrative Assistant), Human Resources Assistant (HR Assistant), Human Resources Associate (HR Associate), Personnel Clerk.

Where AI fits in this job

AI-ready 44%AI-assist 52%Stays human 4%

Share of the job's tasks, weighted by how important and how frequent each task is (O*NET ratings). 7 AI-ready, 11 AI-assist and 1 human-led tasks out of 19. This measures where AI can help, not whether the job will disappear.

Information & paperwork
Thinking & planning
People & communication
Leading & teaching
Hands-on & physical

Shape of the job: importance of each kind of work activity (O*NET, 1 to 5).

🗓 Start here on Monday

The most frequent, most important tasks where AI can help right away.

  1. Process, verify, and maintain personnel related documentation, including staffing, recruitment, training, grievances, performance evaluations, classifications, and employee leaves of absence.Write it up · Daily
  2. Explain company personnel policies, benefits, and procedures to employees or job applicants.Explain it clearly · Daily
  3. Examine employee files to answer inquiries and provide information for personnel actions.Look into it · Weekly

💪 Lean into these

Core tasks that stay human. These skills get more valuable as the routine work gets automated.

  1. Prepare and set up for new employee orientations.Hands-on work · Monthly

Skills to build & where you could move ↓

🔒 Many of these tasks involve people's information. Remove names and identifying details before using AI, or use only a tool your employer has approved.

AI can draft these 7

AI produces a usable first pass. You review it, fix it and own it.

Process, verify, and maintain personnel related documentation, including staffing, recruitment, training, grievances, performance evaluations, classifications, and employee leaves of absence.

Daily

AI writes the first draft from your notes; you check every fact.

Show prompt & steps

Give AI your rough notes, numbers or last version and it will turn them into a clean, well-structured first draft. You check every fact and figure before it goes anywhere.

Ready-to-use prompt

I work as a human resources assistant. Part of my job is to process, verify, and maintain personnel related documentation, including staffing, recruitment, training, grievances, performance evaluations, classifications, and employee leaves of absence.

Context: We use Microsoft SharePoint and Document management system software.
Changes: [leave, exemptions, transfers]
Rules: [policy]

Draft entries. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

10-minute exercise: Employee record updates

Step 1Pick a real example: the next time you process, verify, and maintain personnel related documentation (today). Leave out names and identifying details.
Step 2Fill in [Changes] and [Rules] with the real details, then run the prompt.
Step 3Check every fact, name and number against your source before it goes anywhere.

AI will happily make up numbers, names and dates. Every fact in the draft needs checking against your source.

Importance 4.1/5 · core task · O*NET work activity: Record personnel information..

Examine employee files to answer inquiries and provide information for personnel actions.

Weekly

AI maps out the topic and options; confirm with real sources.

Show prompt & steps

AI is a fast research assistant. Ask it to map out a topic, compare options or list what to check. Use a tool with web search and ask for its sources.

Ready-to-use prompt

I work as a human resources assistant. Part of my job is to examine employee files to answer inquiries and provide information for personnel actions.

Context: We use Employee performance management system and Employee self-service software; the work draws on personnel and human resources, administrative and administration and management.
What I need: [the specific information]
Where I can search: [files, databases, references]

Give me a search plan with terms and sources in order of likely success, and how to confirm the result. Flag where information may be outdated.

10-minute exercise: Search references for an answer

Step 1Pick something you need to look up this week. Leave out names and identifying details.
Step 2Fill in [What I need] and [Where I can search].
Step 3Run the plan and check the result against a second source.

AI can invent sources and citations. Open every link and confirm it says what the AI claims.

Importance 3.7/5 · core task · O*NET work activity: Search files, databases or reference materials to obtain needed information..

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.

Daily

AI writes the first draft from your notes; you check every fact.

Show prompt & steps

Give AI your rough notes, numbers or last version and it will turn them into a clean, well-structured first draft. You check every fact and figure before it goes anywhere.

Ready-to-use prompt

I work as a human resources assistant. Part of my job is to 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.

Context: We use Microsoft SharePoint and Document management system software.
Changes: [leave, exemptions, transfers]
Rules: [policy]

Draft entries. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

10-minute exercise: Employee record updates

Step 1Pick a real example: the next time you record data for each employee (today). Leave out names and identifying details.
Step 2Fill in [Changes] and [Rules] with the real details, then run the prompt.
Step 3Check every fact, name and number against your source before it goes anywhere.

AI will happily make up numbers, names and dates. Every fact in the draft needs checking against your source.

Importance 4.1/5 · core task · O*NET work activity: Record personnel information..

Gather personnel records from other departments or employees.

Weekly

AI handles forms, records and routine paperwork for you to verify.

Show prompt & steps

Forms, records, data entry, scheduling and routine paperwork are where AI saves the most time. It drafts, sorts, extracts and reformats while you verify.

Ready-to-use prompt

I work as a human resources assistant. Part of my job is to gather personnel records from other departments or employees.

Context: We use Oracle PeopleSoft and SAP ERP.
Purpose: [case, vote count, report, file]
Materials: [paste or list]

Organize into a structured summary with sources and missing items. Point out anything missing or inconsistent and suggest a template I can reuse.

10-minute exercise: Compile documentation

Step 1Pick a real example: the next time you gather personnel records (this week). Leave out names and identifying details.
Step 2Fill in [Purpose] and [Materials] with the real details, then run the prompt.
Step 3Use the structure for the next file.

Personal, financial and health data shouldn't go into AI tools unless your employer has approved one for it.

Importance 3.8/5 · core task · O*NET work activity: Compile data or documentation..

Search employee files to obtain information for authorized persons and organizations, such as credit bureaus and finance companies.

Weekly

AI maps out the topic and options; confirm with real sources.

Show prompt & steps

AI is a fast research assistant. Ask it to map out a topic, compare options or list what to check. Use a tool with web search and ask for its sources.

Ready-to-use prompt

I work as a human resources assistant. Part of my job is to search employee files to obtain information for authorized persons and organizations, such as credit bureaus and finance companies.

Context: We use Employee performance management system and Employee self-service software; the work draws on personnel and human resources, administrative and administration and management.
What I need: [the specific information]
Where I can search: [files, databases, references]

Give me a search plan with terms and sources in order of likely success, and how to confirm the result. Flag where information may be outdated.

10-minute exercise: Search references for an answer

Step 1Pick something you need to look up this week. Leave out names and identifying details.
Step 2Fill in [What I need] and [Where I can search].
Step 3Run the plan and check the result against a second source.

AI can invent sources and citations. Open every link and confirm it says what the AI claims.

Double-check every number. AI can make arithmetic and rounding mistakes.

Importance 3.5/5 · core task · O*NET work activity: Search files, databases or reference materials to obtain needed information..

Compile and prepare reports and documents pertaining to personnel activities.

Monthly

AI writes the first draft from your notes; you check every fact.

📊 Real AI use (Anthropic Economic Index, Apr 2026 to May 2026): AI completed the task directly in 62% of those conversations; the rest were back-and-forth with the person.

Show prompt & steps

Give AI your rough notes, numbers or last version and it will turn them into a clean, well-structured first draft. You check every fact and figure before it goes anywhere.

Ready-to-use prompt

I work as a human resources assistant. Part of my job is to compile and prepare reports and documents pertaining to personnel activities.

Context: We use Microsoft SharePoint and Document management system software.
Here's what I have for the reports and documents: [rough notes, the facts, figures and decisions behind it]

Write a clear first draft that I can check and finish. Keep it [one page / short / formal], laid out so I can paste it into Microsoft SharePoint or Document management system software. Use headings if they help, and mark anything you had to guess with [CHECK].

10-minute exercise: Draft the reports and documents

Step 1Pull up the last reports and documents you did, or jot 5 rough bullets for the next one. Leave out names and identifying details.
Step 2Paste the prompt and put those bullets in [rough notes]. Pick the length in [one page / short / formal] to match what goes into Microsoft SharePoint or Document management system software.
Step 3Fix every [CHECK] against your source and anything else that's wrong, then compare the time with writing the reports and documents from scratch.

AI will happily make up numbers, names and dates. Every fact in the draft needs checking against your source.

Importance 3.2/5 · core task · O*NET work activity: Compile data or documentation..

Prepare badges, passes, and identification cards, and perform other security-related duties.

Weekly

AI handles forms, records and routine paperwork for you to verify.

Show prompt & steps

Forms, records, data entry, scheduling and routine paperwork are where AI saves the most time. It drafts, sorts, extracts and reformats while you verify.

Ready-to-use prompt

I work as a human resources assistant. Part of my job is to prepare badges, passes, and identification cards, and perform other security-related duties.

Context: We use Oracle PeopleSoft and SAP ERP.
Cards: [library, badges]
Rules: [verification]

Make an issuance checklist. Point out anything missing or inconsistent and suggest a template I can reuse.

10-minute exercise: ID and card issuance

Step 1Pick a real example: the next time you prepare badges, passes and identification cards (this week).
Step 2Fill in [Cards] and [Rules] with the real details, then run the prompt.
Step 3Save the template and use it on the next one. Time both.

Personal, financial and health data shouldn't go into AI tools unless your employer has approved one for it.

Importance 3.4/5 · O*NET work activity: Issue documentation or identification to customers or employees..

AI can help you prep these 11

AI speeds up the prep, drafting or thinking. The core of the task is still yours.

Explain company personnel policies, benefits, and procedures to employees or job applicants.

Daily

AI helps you prepare clearer wording and likely questions.

📊 Real AI use (Anthropic Economic Index, Apr 2026 to May 2026): AI completed the task directly in 33% of those conversations; the rest were back-and-forth with the person.

Show prompt & steps

Use AI to prepare: simpler wording, analogies, likely questions and a one-page handout. The conversation itself is yours.

Ready-to-use prompt

I work as a human resources assistant. Part of my job is to explain company personnel policies, benefits, and procedures to employees or job applicants.

Context: The work draws on personnel and human resources, administrative and administration and management.
Rules or regulations: [paste]
Who needs to understand: [customers, employers, individuals]

Write a plain-language version, examples and common questions. Use plain language, one everyday analogy, and the questions people are most likely to ask with short answers.

10-minute exercise: Explain the rules

Step 1Pick a real example: the next time you explain company personnel policies, benefits and procedures (today). Leave out names and identifying details.
Step 2Fill in [Rules or regulations] and [Who needs to understand] with the real details, then run the prompt.
Step 3Check it doesn't change the meaning of the rules.

Rules, prices and policies change. Make sure AI is working from your current official version.

Importance 4.0/5 · core task · O*NET work activity: Explain regulations, policies, or procedures..

Answer questions regarding examinations, eligibility, salaries, benefits, and other pertinent information.

Weekly

AI helps you prepare clearer wording and likely questions.

📊 Real AI use (Anthropic Economic Index, Apr 2026 to May 2026): AI completed the task directly in 40% of those conversations; the rest were back-and-forth with the person.

Show prompt & steps

Use AI to prepare: simpler wording, analogies, likely questions and a one-page handout. The conversation itself is yours.

Ready-to-use prompt

I work as a human resources assistant. Part of my job is to answer questions regarding examinations, eligibility, salaries, benefits, and other pertinent information.

Context: The work draws on personnel and human resources, administrative and administration and management.
Rules or regulations: [paste]
Who needs to understand: [customers, employers, individuals]

Write a plain-language version, examples and common questions. Use plain language, one everyday analogy, and the questions people are most likely to ask with short answers.

10-minute exercise: Explain the rules

Step 1Pick a real example: the next time you answer questions regarding examinations, eligibility and salaries (this week).
Step 2Fill in [Rules or regulations] and [Who needs to understand] with the real details, then run the prompt.
Step 3Check it doesn't change the meaning of the rules.

Rules, prices and policies change. Make sure AI is working from your current official version.

Importance 3.8/5 · core task · O*NET work activity: Explain regulations, policies, or procedures..

Provide assistance in administering employee benefit programs and worker's compensation plans.

Weekly

AI preps the paperwork; approving and paying stay with you.

Show prompt & steps

AI can prep the paperwork, extract details from documents and make checklists. Approving, paying and verifying stay with you.

Ready-to-use prompt

I work as a human resources assistant. Part of my job is to provide assistance in administering employee benefit programs and worker's compensation plans.

Context: We use Oracle PeopleSoft and SAP ERP.
Program: [insurance, benefits]
Tasks: [enrollment, claims]

Organize a calendar and checklist. Point out anything missing or inconsistent and suggest a template I can reuse.

10-minute exercise: Benefits administration

Step 1Pick a real example: the next time you provide assistance (this week). Leave out names and identifying details.
Step 2Fill in [Program] and [Tasks] with the real details, then run the prompt.
Step 3Save the template and use it on the next one. Time both.

Personal, financial and health data shouldn't go into AI tools unless your employer has approved one for it.

Importance 3.9/5 · core task · O*NET work activity: Administer compensation or benefits programs..

Inform job applicants of their acceptance or rejection of employment.

Weekly

AI drafts the structure and wording; the specifics and sign-off are yours.

Show prompt & steps

AI can draft the structure and standard wording. The specifics, the judgment calls and the sign-off are yours.

Ready-to-use prompt

I work as a human resources assistant. Part of my job is to inform job applicants of their acceptance or rejection of employment.

Context: We use Microsoft SharePoint and Document management system software.
Process: [tests, hiring]
Steps: [describe]

Draft templates and a process checklist. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

10-minute exercise: Hiring process admin

Step 1Pick a real example: the next time you inform job applicants of their acceptance or rejection (this week). Leave out names and identifying details.
Step 2Fill in [Process] and [Steps] with the real details, then run the prompt.
Step 3Check every fact, name and number against your source before it goes anywhere.

AI will happily make up numbers, names and dates. Every fact in the draft needs checking against your source.

Importance 3.9/5 · O*NET work activity: Administer personnel recruitment or hiring activities..

Process and review employment applications to evaluate qualifications or eligibility of applicants.

Weekly

AI drafts the structure and wording; the specifics and sign-off are yours.

Show prompt & steps

AI can draft the structure and standard wording. The specifics, the judgment calls and the sign-off are yours.

Ready-to-use prompt

I work as a human resources assistant. Part of my job is to process and review employment applications to evaluate qualifications or eligibility of applicants.

Context: We use Microsoft SharePoint and Document management system software.
Process: [tests, hiring]
Steps: [describe]

Draft templates and a process checklist. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

10-minute exercise: Hiring process admin

Step 1Pick a real example: the next time you process and review employment applications (this week). Leave out names and identifying details.
Step 2Fill in [Process] and [Steps] with the real details, then run the prompt.
Step 3Check every fact, name and number against your source before it goes anywhere.

AI will happily make up numbers, names and dates. Every fact in the draft needs checking against your source.

Importance 4.0/5 · O*NET work activity: Administer personnel recruitment or hiring activities..

Interview job applicants to obtain and verify information used to screen and evaluate them.

Weekly

AI helps you prepare questions; the listening is yours.

Show prompt & steps

Use AI to prepare better questions and to organize your notes afterward. Listening to the person in front of you is yours.

Ready-to-use prompt

I work as a human resources assistant. Part of my job is to interview job applicants to obtain and verify information used to screen and evaluate them.

Context: The work draws on personnel and human resources, administrative and administration and management.
Who I'm interviewing: [vendor, employee, customer, applicant]
Goal: [what I need to learn or decide]

Write 8 open questions in order, follow-ups, and a scoring or notes template. Order the questions sensibly, add follow-ups for vague answers, and give me a note-taking template.

10-minute exercise: Interview guide

Step 1Pick a real example: the next time you interview job applicants (this week). Leave out names and identifying details.
Step 2Fill in [Who I'm interviewing] and [Goal] with the real details, then run the prompt.
Step 3Use the guide and note which questions worked best.

Don't record people or paste their answers into AI without consent and your employer's approval.

Importance 4.0/5 · O*NET work activity: Interview employees, customers, or others to collect information..

Request information from law enforcement officials, previous employers, and other references to determine applicants' employment acceptability.

Weekly

AI gets you up to speed; confirm findings with records or people.

Show prompt & steps

AI can get you up to speed fast and suggest where to look, but you need to confirm findings against real sources, records or people.

Ready-to-use prompt

I work as a human resources assistant. Part of my job is to request information from law enforcement officials, previous employers, and other references to determine applicants' employment acceptability.

Context: The work draws on personnel and human resources, administrative and administration and management.
Purpose: [account, credit, collection, service]
Information required: [list]

List what to collect, allowed sources, legal and privacy rules to follow, and a checklist. Remind me what I must not ask or do.

10-minute exercise: Collect applicant information properly

Step 1Pick a real example: the next time you request information (this week). Leave out names and identifying details.
Step 2Fill in [Purpose] and [Information required] with the real details, then run the prompt.
Step 3Check the rules against your compliance policy. Confirm the rules against the current official source.

AI can invent sources and citations. Open every link and confirm it says what the AI claims.

Rules and regulations vary by place and change often. Confirm against the official source before relying on anything.

Importance 3.7/5 · O*NET work activity: Obtain personal or financial information about customers or applicants..

Select applicants meeting specified job requirements and refer them to hiring personnel.

Weekly

AI drafts the structure and wording; the specifics and sign-off are yours.

Show prompt & steps

AI can draft the structure and standard wording. The specifics, the judgment calls and the sign-off are yours.

Ready-to-use prompt

I work as a human resources assistant. Part of my job is to select applicants meeting specified job requirements and refer them to hiring personnel.

Context: We use Microsoft SharePoint and Document management system software.
Process: [tests, hiring]
Steps: [describe]

Draft templates and a process checklist. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

10-minute exercise: Hiring process admin

Step 1Pick a real example: the next time you select applicants meeting specified job requirements (this week). Leave out names and identifying details.
Step 2Fill in [Process] and [Steps] with the real details, then run the prompt.
Step 3Check every fact, name and number against your source before it goes anywhere.

AI will happily make up numbers, names and dates. Every fact in the draft needs checking against your source.

Importance 3.8/5 · O*NET work activity: Administer personnel recruitment or hiring activities..

Arrange for advertising or posting of job vacancies and notify eligible workers of position availability.

Monthly

AI drafts the structure and wording; the specifics and sign-off are yours.

Show prompt & steps

AI can draft the structure and standard wording. The specifics, the judgment calls and the sign-off are yours.

Ready-to-use prompt

I work as a human resources assistant. Part of my job is to arrange for advertising or posting of job vacancies and notify eligible workers of position availability.

Context: We use Microsoft SharePoint and Document management system software.
Process: [tests, hiring]
Steps: [describe]

Draft templates and a process checklist. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

10-minute exercise: Hiring process admin

Step 1Pick a real example: the next time you arrange for advertising or posting of job vacancies.
Step 2Fill in [Process] and [Steps] with the real details, then run the prompt.
Step 3Check every fact, name and number against your source before it goes anywhere.

AI will happily make up numbers, names and dates. Every fact in the draft needs checking against your source.

Importance 3.8/5 · O*NET work activity: Administer personnel recruitment or hiring activities..

Administer and score applicant and employee aptitude, personality, and interest assessment instruments.

Weekly

AI drafts the structure and wording; the specifics and sign-off are yours.

Show prompt & steps

AI can draft the structure and standard wording. The specifics, the judgment calls and the sign-off are yours.

Ready-to-use prompt

I work as a human resources assistant. Part of my job is to administer and score applicant and employee aptitude, personality, and interest assessment instruments.

Context: We use Microsoft SharePoint and Document management system software.
Process: [tests, hiring]
Steps: [describe]

Draft templates and a process checklist. Use plain language and headings where they help, and mark anything you had to guess with [CHECK].

10-minute exercise: Hiring process admin

Step 1Pick a real example: the next time you administer and score applicant and employee aptitude, personality and interest assessment (this week). Leave out names and identifying details.
Step 2Fill in [Process] and [Steps] with the real details, then run the prompt.
Step 3Check every fact, name and number against your source before it goes anywhere.

AI will happily make up numbers, names and dates. Every fact in the draft needs checking against your source.

Importance 3.5/5 · O*NET work activity: Administer personnel recruitment or hiring activities..

Arrange for in-house and external training activities.

A few times a year

AI preps the materials; reading the room is you.

Show prompt & steps

AI preps the materials: lesson outlines, quizzes, examples, practice scenarios. Reading the room and coaching people is still you.

Ready-to-use prompt

I work as a human resources assistant. Part of my job is to arrange for in-house and external training activities.

Context: We use Blackboard Learn and Blackboard Learning System; the work draws on personnel and human resources, administrative and administration and management.
Topic: [tool, method]
Staff: [describe]

Plan the training session and practice tasks. Include timings, a realistic practice scenario from my work, and a short check for understanding with answers.

10-minute exercise: Staff training

Step 1Pick a real example: the next time you arrange for in-house and external training activities.
Step 2Fill in [Topic] and [Staff] with the real details, then run the prompt.
Step 3Swap one AI example for a real story from your own work. Real stories are what people remember.

Check that every procedure in the material matches your workplace's actual standards.

Importance 2.9/5 · O*NET work activity: Train personnel..

These stay human 1

They need your hands, your presence or your accountable judgment. Lean into them: they get more valuable as routine work is automated.

📏 Measured in this job (O*NET work context): Contact with others: constant contact with others · Face-to-face discussions: every day · Dealing with the public: very important · Impact of decisions: important results

Prepare and set up for new employee orientations.

Monthly

Physical, in-person work. AI helps with checklists and write-ups.

Show prep prompt & steps

Where AI still helps: AI helps around the job: decoding manuals and instructions, pre-job checklists, calculations and writing up what you did afterward.

Prep prompt

I work as a human resources assistant. Part of my job is to prepare and set up for new employee orientations.

Context: The work draws on personnel and human resources, administrative and administration and management.
Activity: [lesson, centres]
Learners: [age, number]

List materials, room layout and set-up order. Include the tools, materials and safety steps, the measurements or settings to double-check, and a 3-line template for logging the job. Flag anything to confirm in the manufacturer's manual.

10-minute exercise: Classroom set-up

Step 1Pick a real example: the next time you prepare and set up. Leave out names and identifying details.
Step 2Fill in [Activity] and [Learners] with the real details, then run the prompt.
Step 3Check the room is safe and accessible before learners arrive.

Importance 3.8/5 · core task · O*NET work activity: Set up classroom materials or equipment..

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Your next moves

Skills to build

From O*NET's ratings of how important each skill is in this job, matched to which part of the work it supports.

With AI Use these to work with AI

When AI does the first draft, these are the skills you use to brief it and check what comes back.

  • Active Listeningimportance 4.0/5
    Used in: Staffing Organizational Units
  • Critical Thinkingimportance 3.4/5
    Used in: Staffing Organizational Units
  • Reading Comprehensionimportance 4.0/5
    Used in: Getting Information
  • Speakingimportance 3.8/5
    Used in: Staffing Organizational Units

Where you could move

Related jobs from O*NET with the closest skill profile, favouring ones where more of the work stays human. No step down in preparation.

Getting into this job

Bachelor's degree is most common (34% of workers)

  • High school or less 21%
  • Certificate or some college 17%
  • Associate's 27%
  • Bachelor's 34%
  • Graduate degree 1%
  • On-the-job training: 1–3 months
  • Related experience: 1–2 years

What workers in this job report, from O*NET surveys (typical values).

Software in this job

In-demand tools from O*NET. Many now have AI built in, so check what yours can do before adding a new tool.

Google DocsMicrosoft AccessMicrosoft ExcelMicrosoft Office softwareMicrosoft OutlookMicrosoft PowerPointMicrosoft SharePointMicrosoft VisioMicrosoft WordOracle PeopleSoftSAP ERP

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