Human Resources Assistant

About the Position

The Human Resources Assistant provides confidential administrative and operational support to the Human Resources Department and assists with the effective administration of human resources programs and services throughout Disability Rights Texas (DRTx).

Working under the direction of the Human Resources Director, the Human Resources Assistant performs a broad range of administrative duties supporting recruitment and hiring, new employee onboarding, benefits administration, performance management, employee communications, training and development, leave administration, employee changes and separations, and other Human Resources functions.

The position also serves as the central records administrator for Human Resources and has primary responsibility for the organization, maintenance, integrity, confidentiality, retention, and periodic auditing of DRTx personnel and Human Resources records.

The position regularly handles confidential and sensitive employee and organizational information, including personnel records, compensation information, benefits information, medical and leave documentation, employee relations matters, performance documentation, and information related to labor relations. The Human Resources Assistant is expected to exercise a high degree of discretion, professionalism, accuracy, and confidentiality in performing all responsibilities.

The Human Resources Assistant serves as an important administrative point of contact for employees, applicants, managers, benefit providers, and others interacting with Human Resources. The position is expected to provide responsive, professional, and courteous service while recognizing when questions or matters require interpretation, judgment, authorization, or decision-making by the Human Resources Director or other appropriate HR staff.

Essential Functions

The following functions are considered essential and may be performed with or without reasonable accommodation.

Human Resources Administration & Department Support

1. Provide administrative and operational support to the Human Resources Director and HR Department.

2. Prepare, format, proofread, distribute, and maintain HR correspondence, forms, reports, spreadsheets, presentations, employee communications, and other documents.

3. Manage HR calendars, schedule meetings and interviews, coordinate appointments, and assist with meeting and event logistics.

4. Monitor designated Human Resources email accounts and other communication channels and appropriately respond to or route inquiries.

5. Respond to routine employee questions regarding established HR procedures, forms, systems, deadlines, and resources and refer matters requiring interpretation, judgment, authorization, or HR decision-making to appropriate HR staff.

6. Assist with departmental projects, audits, reporting requirements, employee communications, training activities, and other HR initiatives.

7. Maintain organized administrative systems and workflows for the Human Resources Department.

8. Process invoices, purchase requests, expense documentation, and other administrative transactions for the Human Resources Department as assigned.

Personnel Records, Records Administration & HRIS

9. Serve as the primary administrator and custodian of Human Resources personnel records and maintain consistent recordkeeping practices across the Human Resources Department.

10. Establish and maintain complete, accurate, organized, and current electronic and physical personnel files in accordance with DRTx policies, applicable legal requirements, and established records-management practices.

11. Maintain appropriate separation of personnel records, medical and accommodation records, Form I-9 documentation, benefits information, investigation materials, and other confidential or restricted HR records.

12. Develop and maintain standardized HR filing structures, naming conventions, documentstorage procedures, and records-management protocols to promote consistency and efficient retrieval of information.

13. Conduct periodic audits of personnel files and HR records to identify missing, incomplete, outdated, duplicated, or improperly filed documentation and coordinate corrective action as appropriate.

14. Maintain Human Resources records-retention schedules and coordinate the appropriate retention and disposition of records consistent with applicable legal requirements and DRTx policies.

15. Monitor receipt of required employment documentation and follow up with employees, managers, or HR staff regarding missing or incomplete records.

16. Maintain appropriate controls over access to confidential HR information and ensure records are provided only to individuals authorized to receive them.

17. Retrieve and compile personnel records and other HR documentation in response to authorized internal reviews, audits, grant requirements, legal requests, employee requests, or other legitimate organizational needs, under the direction of the Human Resources Director when appropriate.

18. Coordinate the transfer, archiving, and appropriate disposition of records for separated employees.

19. Maintain and periodically audit Form I-9 records and related documentation in accordance with established procedures and applicable retention requirements.

20. Maintain appropriate documentation associated with employee benefits, performance management, training, leave, accommodations, recruitment, onboarding, personnel actions, and separation from employment.

21. Enter and maintain employee information in DRTx's Human Resources Information System (HRIS) and other HR technology platforms as authorized.

22. Process authorized employee status changes and other HR transactions and verify that supporting documentation is complete before updating HR systems and records.

23. Regularly review HRIS information against personnel documentation to identify discrepancies and help ensure data integrity across HR systems.

24. Assist with HR data audits, reporting, records reconciliation, and other quality-control activities.

25. Maintain documentation of HR records-management procedures and recommend improvements to the Human Resources Director when opportunities exist to strengthen records security, accuracy, accessibility, efficiency, or compliance.

Recruitment & Hiring Support

26. Provide administrative support for recruitment and hiring activities, including regular DRTx vacancies and positions associated with special projects and grant-funded initiatives.

27. Assist with preparing and posting approved employment opportunities through DRTx recruitment systems and external recruiting sources.

28. Maintain applicant records and recruitment documentation in accordance with established recordkeeping requirements.

29. Coordinate interview scheduling and communications among candidates, hiring managers, interview panel members, and Human Resources staff.

30. Prepare interview materials and other recruitment documentation.

31. Communicate with candidates regarding interviews, required documentation, and other administrative aspects of the selection process.

32. Assist with reference checks, background-screening administration, and other preemployment processes as assigned.

33. Prepare approved offer letters and new-hire documentation using established templates and obtain necessary signatures and approvals.

34. Coordinate with the Human Resources Recruiting Specialist and other HR staff to support an organized, timely, and professional candidate experience.

New Hire & Onboarding Administration

35. Coordinate administrative aspects of the pre-employment and onboarding process for new employees.

36. Prepare and distribute new-hire paperwork and ensure required employment documents are completed and returned.

37. Coordinate completion and retention of Form I-9 and other required employment documentation in accordance with established procedures.

38. Enter new-hire information into appropriate HR systems and coordinate information needed by Payroll, Information Technology, Operations, and other departments.

39. Prepare new-employee orientation materials and assist with scheduling and coordinating orientation activities.

40. Monitor completion of required onboarding documentation and follow up regarding outstanding items.

41. Assist employees with accessing HR systems, forms, policies, benefits information, and other onboarding resources.

42. Maintain onboarding records and checklists to ensure required administrative steps are completed and appropriately documented.

Benefits & Leave Administration Support

43. Provide administrative support for DRTx employee benefit programs, including health and welfare benefits and retirement programs.

44. Assist employees with accessing enrollment materials, forms, benefit-provider resources, and established benefit information while referring questions requiring plan interpretation or individual benefit determinations to appropriate HR staff or benefit providers.

45. Process and maintain benefits enrollment and change documentation and assist with reconciliation of HRIS and benefit-provider records.

46. Assist with annual Open Enrollment activities, including preparation and distribution of materials, scheduling meetings, maintaining records, and responding to routine administrative questions.

47. Provide administrative support for employee leave programs by distributing appropriate forms, maintaining documentation, tracking established dates and deadlines, and assisting HR staff with recordkeeping.

48. Maintain medical, benefits, leave, and accommodation information with appropriate confidentiality and separation from general personnel records.

49. Assist with communications and documentation related to employee departures, benefits termination, continuation-of-coverage processes, and other offboarding activities.

50. Track established benefits and leave administrative deadlines and alert appropriate HR staff when follow-up or action is required.

Performance Management & Training Support

51. Provide administrative support for DRTx's performance-management process and performance-management system.

52. Assist with tracking performance-review due dates and distributing routine reminders to employees and managers.

53. Maintain performance-management documentation and records in appropriate systems.

54. Assist with scheduling and coordinating employee training, professional development, orientation, and other HR-sponsored activities.

55. Maintain training attendance and completion records as required.

56. Assist employees and managers with routine administrative questions regarding HR systems used for performance management and training and refer substantive questions to appropriate HR staff.

Employee Changes & Offboarding

57. Process authorized employee changes, including transfers, promotions, compensation changes, supervisor changes, work-location changes, and other personnel actions.

58. Prepare approved personnel-action documentation and ensure appropriate records and systems are updated.

59. Coordinate administrative aspects of employee separations, including required documentation, internal notifications, return-of-property coordination, HRIS updates, and benefit-related communications.

60. Maintain accurate termination and offboarding records and ensure appropriate internal departments receive necessary information.

61. Review employee records at separation to ensure required documentation is complete and appropriately archived or retained.

Confidential Employee & Labor Relations Support

62. Maintain strict confidentiality regarding employee, applicant, organizational, and labor relations information obtained through the performance of job responsibilities.

63. Provide confidential administrative support to the Human Resources Director in connection with employee relations and labor relations matters.

64. Organize and maintain confidential records relating to grievances, disciplinary matters, investigations, performance issues, labor-management matters, collective bargaining, and other sensitive HR activities as directed.

65. Assist with scheduling meetings and assembling authorized documents and materials associated with employee relations, grievances, investigations, labor-management meetings, collective bargaining, or other confidential matters.

66. Maintain confidential labor-relations and employee-relations records separately and restrict access to authorized individuals.

67. Exercise discretion regarding information that is confidential, privileged, restricted, or otherwise not appropriate for general employee access.

68. Immediately refer substantive employee-relations, grievance, disciplinary, contractual, accommodation, leave-eligibility, or legal questions to the Human Resources Director rather than independently providing interpretations or advice.

General Responsibilities

69. Maintain current knowledge of DRTx Human Resources procedures and administrative practices relevant to assigned responsibilities.

70. Provide professional, responsive, respectful, and timely service to employees, applicants, managers, vendors, and other individuals interacting with Human Resources.

71. Identify administrative processes that could be improved and recommend appropriate changes to the Human Resources Director.

72. Maintain reliable attendance and appropriately manage recurring responsibilities and established deadlines.

73. Participate in Human Resources projects and initiatives as assigned.

74. Perform other duties as requested or required.