Human Resources and Administrative Coordinator

Position Overview

The HR and Administrative Coordinator plays a dual role: overseeing human resources functions and providing critical administrative support to ensure smooth daily operations. This individual will serve as the first point of contact for HR-related inquiries, maintain compliance with employment laws, support staff onboarding/offboarding, and coordinate office administration. This position requires excellent organizational skills, confidentiality, attention to detail, and the ability to balance multiple priorities in a nonprofit environment. A commitment to CASA’s mission of advocating for children in foster care is imperative, and this person must have the ability to thrive in a small, collaborative, non-profit team environment. 

Key Responsibilities

Human Resources

• Administer recruitment and hiring processes, including posting jobs, screening applicants, scheduling interviews, and conducting reference checks.
• Manage employee onboarding and offboarding processes.
• Maintain employee personnel files and HRIS records.
• Support record-keeping for volunteer training, including fingerprinting and background checks for volunteers and staff.
• Facilitate and maintain records relating to training certifications.
• Assist with benefits administration and coordinate with benefits providers.
• Support compliance with employment laws, personnel policies, and organizational procedures.
• Coordinate staff professional development and required trainings.
• Assist in preparing materials for payroll processing (liaison with external payroll provider).

Administrative Support

• Provide executive-level support to leadership, including scheduling, correspondence, and document preparation.
• Maintain organizational files and records in compliance with audit and grant requirements.
• Support preparation for board meetings (agendas, minutes, and materials).
• Assist with vendor management, invoices, and general office operations.
• Manage supply orders, office equipment, and facility coordination.
• Provide basic office technology support when needed.
• Handle basic accounting, such as tracking and reconciling reports and receipts, maintaining accurate financial records for audit and grant purposes, and communicating with the organization’s CPA and auditors to reconcile accounts.
• Provide admin support for budget tracking and payroll. 
• Serve as a welcoming point of contact for staff, volunteers, and visitors.

Performance Expectations

• Timely payment of all bills, invoices, and fees for the organization.
• 100% of employee personnel files and HR records are accurate, compliant, and up to date.
• Onboarding materials are prepared in advance, and new hires complete onboarding within their first 30 days.
• Benefit enrollment and changes are processed within required timeframes.
• Required staff training records are documented and compliant with state, federal, and CASA standards.
• Maintains confidentiality and professionalism in all HR and administrative matters.
• Input Business Development information in monthly Development Staff Report.

Qualifications

• Associate’s degree in Human Resources, Business Administration, or related field required; Bachelor’s degree preferred.
• 2 years of experience in HR, administration, or related role (non-profit experience a plus).
• Knowledge of HR best practices and employment law compliance.
• Strong organizational, communication, and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to maintain confidentiality and handle sensitive information with integrity.
• Detail-oriented, adaptable, and able to work independently in a fast-paced environment.
• Knowledge of Quickbooks is a plus.
• Knowledge of Bloomerang and other Donor Management Systems (DMS) is a plus.

Benefits

• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

About CASA of Southeast Texas

CASA of Southeast Texas advocates for abused and neglected children in foster care by training volunteers to speak up for their best interests in court. Our mission is to ensure that every child has a safe, permanent home and the opportunity to thrive. We value creativity, collaboration, and continuous learning, and we are committed to providing professional development to help our team members grow their skills and expand their impact. 

National and state criminal and sexual offender record checks via Fingerprint-Based Background Check (FBC), Child Abuse and Neglect Central Registry via ABCS, and Social Security number verifications will be conducted on all employees prior to employment and periodically as required by Texas/National CASA.