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 human resources programs and services throughout Disability Rights Texas (DRTx). Under the direction of the Human Resources Director, the role 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 the organization, maintenance, integrity, confidentiality, retention, and periodic auditing of DRTx personnel and HR records. It handles sensitive employee and organizational information and 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 role provides responsive, professional, and courteous service, while referring questions or matters requiring interpretation, judgment, authorization, or decision-making to the Human Resources Director or other appropriate HR staff.

Responsibilities

Provide administrative and operational support to the Human Resources Director and HR Department.
Prepare, proofread, distribute, and maintain HR correspondence, forms, reports, spreadsheets, presentations, employee communications, and other documents.
Manage HR calendars, schedule meetings and interviews, coordinate appointments, and assist with meeting and event logistics.
Monitor designated HR email accounts and communication channels, responding to routine inquiries or routing them appropriately.
Answer routine employee questions about established HR procedures, forms, systems, deadlines, and resources; refer matters requiring interpretation or decision-making to appropriate HR staff.
Assist with HR projects, audits, reporting, employee communications, training activities, and other initiatives.
Maintain organized departmental 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.
Maintain appropriate separation and access controls for personnel, medical, accommodation, Form I-9, benefits, investigation, and other confidential or restricted records.
Develop and maintain standardized filing structures, naming conventions, document storage procedures, and records-management protocols.
Audit personnel files and HR records, follow up on missing or incomplete documentation, coordinate corrective action, and maintain retention schedules and appropriate records disposition.
Retrieve and compile records for authorized reviews, audits, grant requirements, legal requests, employee requests, and other legitimate organizational needs, as directed when appropriate.
Coordinate records transfers, archiving, and disposition for separated employees; maintain and periodically audit Form I-9 records.
Enter and maintain employee information in the HRIS and other HR technology platforms; process authorized status changes and transactions and verify supporting documentation.
Review HRIS data against personnel documentation, assist with data audits and reconciliation, and recommend improvements to records-management procedures.
Support recruitment and hiring, including posting approved vacancies, maintaining applicant records, coordinating candidate communications and interviews, preparing materials, and assisting with reference checks and background-screening administration.
Prepare approved offer letters and new-hire documents using established templates and obtain required signatures and approvals.
Coordinate pre-employment and onboarding administration, distribute and monitor new-hire paperwork, coordinate Form I-9 completion, enter new-hire information, and coordinate information with Payroll, IT, Operations, and other departments.
Prepare orientation materials, coordinate orientation activities, assist employees with onboarding resources, and maintain onboarding checklists and records.
Provide administrative support for health and welfare benefits and retirement programs, including enrollment and change documentation, record reconciliation, and Open Enrollment activities.
Support leave administration by distributing forms, maintaining documentation, tracking dates and deadlines, and alerting HR staff when action or follow-up is required.
Maintain confidential medical, benefits, leave, and accommodation information separately from general personnel records, and assist with departure and benefits-continuation documentation.
Support performance management by tracking review due dates, distributing reminders, and maintaining records in appropriate systems.
Schedule and coordinate employee training, professional development, orientation, and other HR-sponsored activities; maintain attendance and completion records.
Process authorized employee changes, prepare personnel-action documentation, and update appropriate records and systems.
Coordinate administrative aspects of separations, including documentation, internal notifications, return-of-property coordination, HRIS updates, benefits communications, and records review and retention.
Maintain strict confidentiality and provide confidential administrative support to the Human Resources Director on employee 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.
Schedule meetings and assemble authorized materials for confidential employee-relations and labor-relations matters; restrict access to authorized individuals and refer substantive questions to the Human Resources Director.
Maintain knowledge of relevant HR procedures, provide professional and timely service, identify and recommend process improvements, manage recurring responsibilities and deadlines, participate in HR initiatives, and perform other assigned duties.