Human Resources Assistant

Disability Rights Texas•Austin, TX

About The Position

The Human Resources Assistant provides confidential administrative and operational support to the Human Resources Department and assists with the administration of HR programs and services throughout Disability Rights Texas (DRTx). Under the direction of the Human Resources Director, the position supports recruitment and hiring, onboarding, benefits administration, performance management, employee communications, training and development, leave administration, employee changes and separations, and other HR functions. The position is the central records administrator for Human Resources, with primary responsibility for organizing, maintaining, protecting, retaining, and periodically auditing DRTx personnel and HR records. The role handles sensitive employee and organizational information, including personnel, compensation, benefits, medical and leave, employee-relations, performance, and labor-relations records. It requires discretion, professionalism, accuracy, and confidentiality. The Human Resources Assistant is an administrative point of contact for employees, applicants, managers, benefit providers, and others interacting with HR. The position provides responsive, professional, and courteous service, answers routine questions about established procedures and resources, and refers matters requiring interpretation, judgment, authorization, or HR decision-making to the Human Resources Director or appropriate HR staff. Essential functions may be performed with or without reasonable accommodation.

Responsibilities

Provide administrative and operational support to the Human Resources Director and HR Department.
Prepare, format, proofread, distribute, and maintain HR correspondence, forms, reports, spreadsheets, presentations, employee communications, and other documents.
Manage HR calendars; schedule meetings, interviews, and appointments; and assist with meeting and event logistics.
Monitor designated HR email accounts and other communication channels, responding to or routing inquiries as appropriate.
Respond to routine employee questions about established HR procedures, forms, systems, deadlines, and resources, and refer matters requiring interpretation or judgment to appropriate HR staff.
Assist with departmental projects, audits, reporting requirements, employee communications, training activities, and other HR initiatives.
Maintain organized administrative systems and workflows, and process assigned invoices, purchase requests, expense documentation, and other transactions.
Serve as primary administrator and custodian of HR personnel records; maintain complete, accurate, organized, and current electronic and physical files.
Separate and safeguard personnel, medical and accommodation, Form I-9, benefits, investigation, and other confidential or restricted records.
Maintain standardized filing structures, naming conventions, document-storage procedures, records-management protocols, and retention schedules.
Periodically audit personnel files and HR records, follow up on missing or incomplete employment documentation, and coordinate corrective action as appropriate.
Control access to confidential HR information and provide records only to authorized individuals.
Retrieve and compile records for authorized internal reviews, audits, grant requirements, legal requests, employee requests, or other legitimate organizational needs, under the Human Resources Director's direction when appropriate.
Coordinate transfer, archiving, retention, and appropriate disposition of records, including records for separated employees; maintain and audit Form I-9 documentation.
Maintain documentation related to benefits, performance management, training, leave, accommodations, recruitment, onboarding, personnel actions, and separations.
Enter and maintain employee information in DRTx's HRIS and other HR technology platforms as authorized; process authorized transactions and verify supporting documentation.
Review HRIS information against personnel documentation, identify discrepancies, and assist with HR data audits, reporting, reconciliation, and quality-control activities.
Document records-management procedures and recommend improvements to the Human Resources Director.
Support recruitment and hiring for regular vacancies and special-project or grant-funded positions, including posting approved opportunities and maintaining applicant records.
Coordinate candidate, hiring-manager, interview-panel, and HR communications; schedule interviews; prepare interview materials; and communicate administrative information to candidates.
Assist with reference checks, background-screening administration, and other pre-employment processes; prepare approved offer letters and new-hire documentation and obtain required approvals.
Coordinate with the Human Resources Recruiting Specialist and other HR staff to support an organized, timely, and professional candidate experience.
Coordinate administrative pre-employment and onboarding activities, prepare and distribute new-hire paperwork, monitor required documentation, and follow up on outstanding items.
Coordinate Form I-9 completion and retention, enter new-hire information into HR systems, and coordinate information needed by Payroll, Information Technology, Operations, and other departments.
Prepare orientation materials, schedule and coordinate orientation activities, assist employees with access to HR systems and resources, and maintain onboarding checklists and records.
Provide administrative support for health and welfare benefits and retirement programs, including enrollment and change documentation and reconciliation of HRIS and provider records.
Assist employees with enrollment materials, forms, provider resources, and established benefits information, referring questions requiring plan interpretation or individual determinations to appropriate HR staff or benefit providers.
Support annual Open Enrollment by preparing and distributing materials, scheduling meetings, maintaining records, and answering routine administrative questions.
Support leave administration by distributing forms, maintaining documentation, tracking established dates and deadlines, and assisting HR staff with recordkeeping.
Maintain medical, benefits, leave, and accommodation information confidentially and separately from general personnel records; support departure, benefits termination, and continuation-of-coverage communications.
Track benefits and leave administrative deadlines and alert appropriate HR staff when follow-up or action is required.
Support the performance-management process and system, track review due dates, distribute routine reminders, and maintain performance-management records.
Schedule and coordinate employee training, professional development, orientation, and other HR-sponsored activities; maintain required attendance and completion records.
Assist with routine administrative questions about performance-management and training systems, referring substantive questions to appropriate HR staff.
Process authorized employee changes, including transfers, promotions, compensation, supervisor, and work-location changes; prepare approved personnel-action documentation and update appropriate records and systems.
Coordinate administrative aspects of separations, including documentation, internal notifications, return-of-property coordination, HRIS updates, and benefits communications.
Maintain accurate termination and offboarding records, provide necessary information to internal departments, and review separated employees' records for completeness and appropriate archiving or retention.
Maintain strict confidentiality regarding employee, applicant, organizational, and labor-relations information.
Provide confidential administrative support to the Human Resources Director on employee-relations and labor-relations matters.
Organize and maintain confidential records relating to grievances, discipline, investigations, performance issues, labor-management matters, collective bargaining, and other sensitive HR activities as directed.
Schedule meetings and assemble authorized documents and materials for employee-relations, grievance, investigation, labor-management, collective-bargaining, and other confidential matters.
Restrict access to confidential employee- and labor-relations records and exercise discretion concerning confidential, privileged, or restricted information.
Refer substantive employee-relations, grievance, disciplinary, contractual, accommodation, leave-eligibility, or legal questions to the Human Resources Director rather than independently interpreting or advising.
Maintain current knowledge of relevant DRTx HR procedures and administrative practices; provide professional, respectful, responsive, and timely service.
Identify administrative processes for improvement and recommend changes to the Human Resources Director.
Maintain reliable attendance, manage recurring responsibilities and deadlines, participate in HR projects and initiatives, and perform other duties as requested or required.