HUMAN RESOURCES ASSISTANT

City of Richardson • Full-time • Richardson, Texas, United States • $43.68k - $61.51k / year • 1h ago

JOB SUMMARY:

Under direct supervision of Human Resources management, provides a variety of administrative and technical support to the Human Resources Department, focusing on Civil Service Board operations, recruitment logistics, and regulatory compliance. This role serves as a primary point of contact for internal and external customers, managing sensitive personnel transactions, employment-related verifications, and departmental records with strict confidentiality. This role ensures efficient office operations by monitoring budgets, processing invoices, and facilitating specialized programs such as drug testing and tuition reimbursement. Performs other department support functions as needed.

ESSENTIAL JOB FUNCTIONS:

1. Human Resources Support & Compliance

Personnel Transactions: Execute various personnel actions and data entries timely with high accuracy and efficiency.
Verifications & Screening: Process employment verifications, TXDOT driver’s license checks, I-9 documentation, criminal history, and driving record verifications.
Testing Coordination: Facilitate pre-employment and language testing; assist in coordinating Civil Service promotional testing and prepare eligibility lists.
Records Management: Maintain and audit record-keeping systems and personnel files in strict accordance with federal, state, and local guidelines; assist with open records requests and records retention.
Confidentiality: Perform detailed clerical functions requiring specialized job knowledge and the highest level of discretion and confidentiality. Adhere to PHI and HIPAA compliance.

2. Recruitment & Onboarding

Requisition Management: Process employment requisitions and collaborate with hiring managers to post vacant positions.
Applicant Relations: Serve as a point of contact for applicants regarding the City’s hiring process and review/screen applications for minimum qualifications as requested. Attend job fairs as assigned.
Hiring Process Support: Assist managers through the promotional/hiring lifecycle, including the processing of security badges and credentials.

3. Civil Service Board & Program Administration

Board Support: Perform administrative duties for the Civil Service Board, including posting meeting notices, preparing agendas/materials, finalizing minutes, and maintaining official records.
Efficiency Reports: Collect, log, and monitor annual/probationary efficiency reports; provide guidance to supervisors on deadlines and prepare reports for Board review.
Drug Testing Program: Monitor the City’s drug testing program by scheduling tests and ensuring compliance with TXDOT drug and alcohol regulations.
Special Programs: Administer tuition reimbursement (including employee guidance) and assist in coordinating events like annual employee service awards and open enrollment.

ESSENTIAL JOB FUNCTIONS, CONTINUED:

4. Office Operations & Financial Support

Front-End Support: Provide a professional first point of contact for the HR Department by greeting customers, answering phones, and addressing inquiries.
Budget & Purchasing: Order office supplies, process department invoices for payment, and monitor HR budget accounts.
Equipment Maintenance: Operate and perform minor maintenance on office equipment; coordinate professional repairs as needed.
Document Production: Prepare accurate correspondence, statistical reports, and documents using specialized software; perform accurate mathematical computations as required.

5. Professional Conduct & Adaptability

Communication: Communicate effectively, courteously, and clearly with the public, officials, and city employees via telephone, email, and in person.
Stress Management: Maintain composure and professional performance when confronted with high priority situations, distractions, and changing procedures.
Autonomy: Work independently in the absence of specific instructions while adhering to standard operating procedures and security protocols (e.g., securing sensitive files/areas).
Continuous Improvement: Develop and recommend methods for work improvement and increased departmental efficiency.

OTHER JOB FUNCTIONS:

Assist with other HR functions including recruitment, benefits, onboarding, worker’s compensation, compensation, wellness, and training.
Assist with and arrange for refreshments for training sessions/meetings/orientations, as needed.
Contact appropriate service personnel to repair office equipment or schedule maintenance services.

REQUIRED EDUCATION, DEGREES, CERTIFICATES AND/OR LICENSES

High School Diploma or GED is required. Bachelor’s degree in human resources or related field is preferred.

EXPERIENCE, TRAINING, KNOWLEDGE, AND SKILLS:

Two (2) years of recent administrative work experience is required, including extensive use and in-depth knowledge of Microsoft Office Suite, including Excel, Word, and PowerPoint or similar office software products. College coursework and/or bachelor’s degree in human resources or similar fields may substitute for required work experience. Recent work experience in Human Resources department is strongly preferred. Must be able to maintain mental focus throughout all assigned activities and be able to function effectively independently and within a team environment. Possess the ability to accurately read, comprehend, and record information from various digital and print sources. Capability to handle a variety of tasks that change frequently without loss of efficiency. Possess the ability to use appropriate professional tact and diplomacy in all interactions, specifically when handling sensitive personnel matters.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

Positions in this class typically require dexterity, talking, hearing, seeing, grasping, standing, walking and repetitive motions plus stooping, kneeling, crouching, and reaching. Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull or

otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.