Human Resources Specialist I-II (HR Assistant)

The Human Resources Assistant performs routine human resources management work and supports the Human Resources Director and division employees. Work involves administering or assisting in the administration of human resources programs including recruitment and selection, compensation, classification, and leave and benefits. Coordinates and performs work in several staff services functions such as training, purchasing, payroll, records, and property management. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment. Essential Job Functions 30% Receptionist & Administrative Support Serves as HR receptionist; answers and routes incoming calls and manages the division group email inboxes. Reviews and routes office mail and other correspondence. Provides technical assistance and training to and coordinates activities among division directors, managers and staff related to various staff services functions. Schedules activities and takes meeting notes, signature and approvals routing, and other logistical activities. Plans and coordinates special and administrative assignments and responds to internal and external inquiries. Identifies issues and risks and makes recommendations for changes within the division’s daily operations. Provides and ensures a high level of confidentiality in all matters. Prepares, reviews, edits, and distributes correspondence, reports, forms, and project updates, summaries, presentations, agendas, and other documents. Coordinates and schedules training and travel for division employees and serves as the division travel coordinator. 30% Records Management Develops and maintains records and filing systems for employee personnel files and other employment records. Files documents and maintains current and former employee personnel files in SharePoint or hard copy. Moves digital files from DocuSign to SharePoint and assists management with routing documents for approval. Serves as the division records liaison and coordinates with the legal division on disposal of records according to the agency retention schedule. Serves as the Open Records Liaison with the Office of General Counsel and coordinates with the HR team to gather responsive documents. Coordinates the development and implementation of central filing, record-keeping, and records management procedures for the division. Serves as Telework Coordinator; monitors request forms, maintains logs and reports. Completes or assists with verifications of employment. Assists in locating documents and responding to open records requests. 20% HR Program Support Provides advice and counsels and answers routine questions from employees, managers and the general public on HR policies and procedures. Assists in training agency staff on issues, interprets rules, polices, and regulations related to human resources management. Assists with staffing and recruiting activities including submitting requisitions, posting job vacancies, identifying and leveraging recruitment sources, assisting with website and social media branding and job promotions, screening and referring applications for employment, scheduling interviews, conducting reference checks and managing the applicant tracking system NEOGOV. Assists with hiring and onboarding activities for new employees including preparing employee ID badges. Coordinates the separation process for employees. Assists with administering the employee recognition programs including the procurement and distribution of service, retirement, employee of the year and the Hall of Honor program awards. Assists in developing and revising HR policies, procedures, and forms. Enters, updates, and retrieves information from various automated systems such as DocuSign, Learning Management System, SharePoint and the Centralize Accounting Payroll and Personnel System (CAPPS). Assists in compiling and analyzing human resources data. Performs research related to confidential human resources issues; compiles and evaluates data and makes recommendations based on findings. 10% Office Management Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement. Maintains equipment, materials, and supplies for the division. Submits and manages CAPPS Financial requisitions for training, merchandise, supplies, and equipment orders and audits invoices before submitting for payment using guidelines, rules, policies, and laws. Coordinates inventory audits for the division. 10% Performs other duties as assigned Minimum Qualifications Education: Graduation from an accredited four-year college or university with major course work in human resources management, public or business administration, organizational development, or a related field. Additional years of experience may substitute for the required degree on a year per year basis. Experience: Classification level and salary offer will be commensurate to experience: HR Specialist I: less than two years of experience in office management, business administration, or human resources is required. HR Specialist II: at least two (2) years’ of experience in office management, business administration, or human resources is required. Experience and proficiency in the use of computers and programs such as Microsoft Outlook, Word, PowerPoint, and Excel is required. Preferred Qualifications Experience and proficiency in the use of SharePoint and Adobe Pro is preferred. Experience working in a human resources department is preferred. Experience working with DocuSign, NeoGov and Centralize Accounting Payroll and Personnel System (CAPPS) is preferred. Registration, Certification or Licensure Possess a valid Texas driver’s license Knowledge, Skills, and Abilities Knowledge Knowledge of the principles and practices of human resources management; human resources programs such as employment, compensation, classification, employee relations, benefits, workers’ compensation, or organizational development; and federal, state, and local laws and regulations governing personnel activities Skills Skill in oral and written communication, conducting interviews, using a computer and human resources-related software applications, and handling multiple tasks and prioritizing. Skill in the use of a computer and applicable software such as Microsoft Office (MS Word, PowerPoint, Excel and Outlook) and Adobe Pro. Skill in coordinating activities. Strong planning, organizational and critical thinking skills. Skill in the use of various agency systems: SharePoint, CAPPS, NeoGov, and DocuSign. Abilities Ability to explain policies and procedures to staff and the public; to maintain confidential and sensitive information; to develop and analyze human resources processes; to establish and maintain effective working relationships with applicants, employees, and the general public; and to communicate effectively Ability to communicate with the public in person, by telephone, by email or through standard correspondence and over the internet related to agency training programs. Ability to maintain confidentiality and work cooperatively as a team member in a fast-paced, deadline-orientated environment. Ability to perform work with a high degree of attention to detail. Ability to work cooperatively as a team member in a fast-paced, deadline-orientated environment. Physical Requirements and/or Working Conditions This position functions in a standard office environment. Must be able to move around the office to access filing cabinets, office equipment and move up to 25 pounds. Must be able to communicate and exchange information via phone, computer, in person and via electronic media. Must be able to perform repetitive use of a keyboard at a workstation. Must be able to work with overlapping deadlines. This position is expected to work in the office but may be eligible for situational or hybrid telework schedule upon completion of an initial probationary period. For teleworking, must have a secure, dedicated workspace with internet service, ability to maintain a reliable consistent work schedule and be available for meetings and group collaboration via Microsoft Teams or other platforms/applications during regular business hours. Military Occupational Specialist (MOS) Code Veterans, Reservists or Guardsmen with an MOS or additional duties pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply: For more information see the Texas State Auditor’s Military Crosswalk at Supplemental Information The Texas Alcoholic Beverage Commission reserves the right to adjust compensation based upon legislative mandates in regard to TABC's and/or an employee's contribution to the Employees Retirement System. In compliance with Senate Bill 321, agencies that hire a person who has retired from the Employees Retirement System (ERS) or the Law Enforcement and Custodial Officers Supplemental Fund (LECOS) on or after September 1, 2009, are required to remit a surcharge each month the return-to-work retiree is employed. Candidates meeting these requirements will be offered a lower base salary to cover the surcharge. The Commission will conduct a criminal history and driver record check with the Texas Department of Public Safety in accordance with applicable standards on all finalists for this position. More than one position may be filled from this posting. Applicants should clearly describe on their applications how they meet the minimum qualifications for the position. Qualifications may be verified through testing. Resumes will not be accepted in lieu of the completed application. Incomplete applications may not be considered. The Immigration Reform and Control Act of 1986 requires all new employees to present proof of eligibility to work in the United States within three (3) days of being hired. The Texas Alcoholic Beverage Commission participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization; For more information, see: Males between the ages of 18 and 25 years, inclusive, may be required to furnish proof of either selective service registration or exemption there from as a condition of state employment. The Texas Alcoholic Beverage Commission adheres to the Veteran's Preference granted in Chapter 657 of the Texas Government Code and the Former Foster Children Preference granted in Chapter 672 of Section 1, Subtitle B, and Title 6 of the Texas Government Code #J-18808-Ljbffr Texas Alcoholic Beverage Commission