Human Resources Assistant (Dallas)

Position Summary

The Human Resources (HR) Assistant is responsible for providing support to all functions of the human resources department to expedite the overall effectiveness of the department in a manner consistent with the organization’s mission.  The HR Assistant follows federal and state regulations for completing and maintaining required employee documentation.  The HR Assistant must maintain confidentiality of information and exercise discretion when providing information, and routinely collaborates with all members of the HR team. This role requires attention to detail, strong organizational capabilities, and a commitment to maintaining confidentiality while supporting the HR operations that enable our organization to serve our community effectively. 

Note: The responsibilities listed below may vary depending on  location.

 Responsibilities

1. Support/ Service Delivery
   1. Workers’ Compensation
      1.  Processes Workers' Compensation claims, ensuring that all forms are completed and submitted to external parties, and handles all follow-up requests for information. Updates tracking accordingly.
   2.  Unemployment Compensation
      1.  Assists in completing initial Unemployment Compensation forms and gathering information as needed and as appropriate. 
   3. Benefits
      1. Assists with annual benefits open enrollment and other benefit related matters throughout the year.
      2. Collects dependent documentation.
      3. Serves as the initial contact for leave requests. Gathers the information needed and responds accordingly with the appropriate leave paperwork as required. Maintains tracking of leave requests.
   4. Personnel File Management
      1. Collaborates with HR team members to gather information, create and update employee records, and support HR processes including recruitment, onboarding, benefits administration, and performance management. 
      2. Coordinates the conversion of paper-based employee records to electronic format while maintaining data integrity and security. 
   5. Talent Acquisition
      1.  Communiciates with prospective employees about required documentation and assists in ensuring all materials are collected and complete.
      2.  Assists with new hire orientation and onboarding as needed.
      3.  Assists with new hire and exit interviews.
      4.  Assists with employee engagement activities and events.
   6. Other Key Responsibilities
      1.  Answers general HR-related Texas Family Care Network (TFCN) policy questions and escalates issues as appropriate.
      2.  Responds to employment verification requests for current and former TFCN employees.
      3. provides HR support such as ordering office supplies, scheduling appointments, meeting rooms, etc.
      4. Assists with special projects or other HR-related tasks to support the HR function for TFCN.
2. Quality Improvement
   1. Performs audit checks on clearances and other expiring documents.
3. Communication
   1. Maintains professional communication, verbal and written, with all those we support and interact with.
4. Documentation
   1. Maintains data within the HRIS and other HR systems. Confirms the accuracy of all data entered and ensures that information is available on a timely basis.
5. Risk Management and Safety
   1. Tracks expiring clearances and other documents, as required by state/county/program regulations.
   2. Supports the HR team to ensure personnel files are maintained in accordance with applicable laws and policies.
   3. Assists the HR team with preparing and updating personnel files for internal and external audits as requested.
6. Leadership
   1. Works with HR team members to cross-train on processes and procedures.
   2. Builds and maintains strong working relationships with employees across the organization.
7. Supervision 
   1. Receives supervision.  
      1. Receives supervision from and actively communicate with supervisor on an ongoing basis throughout the week by phone, email, written message and when possible, in person regarding program matters. 

 Qualifications

1. Education/Credentials/Licensure:
   1. Requires a high school diploma or GED.
   2. Bachelor’s degree in human resources or related field from an accredited college or university, preferred.
   3. Requires a valid driver’s license, safe driving record, and auto insurance.
   4. Requires the ability to travel locally and nationally by air as needed.
2. Experience:
   1. No working experience required for a bachelor’s level. A minimum of two (2) years of administrative experience is required without a degree.
   2. Experience supporting a Human Resources department preferred.
   3. Strong attention to detail and accuracy.
   4. Strong organizational and time-management skills.
   5. Ability to handle confidential information with discretion.
   6. Excellent written and verbal communication skills.
   7. Ability to meet strict deadlines and manage multiple priorities.
3. Clearances:
   1. DPS
   2. DFPS
   3. FBI
   4. CBCU Eligibility Determination
   5. Child Abuse Clearances

Working Conditions

1. Physical Demands
   1. This position requires operating a keypad device 75% of the day and electronic/office equipment 25% of the day. Travel is required approximately 2 times per month but can vary and works in weather conditions about 25% of the day. Fingers, thumbs, hands, wrists, elbows, legs and feet are all routinely used throughout the day. The lower and upper torso is used 75% of the day. Employee must meet minimum requirements for hearing, speech, and vision. Walking is required 10% of the day. Standing occurs 10% of the day. Sitting happens 80% of the day. Reaching above the shoulder as well as bending and twisting are performed 10% of the day. This function routinely lifts 25 pounds, 4 times per day. The maximum lift is 50 pounds, 1 time per day. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.  
2. Mental Demands
   1. Frequently performs multiple tasks.
   2. Occasionally makes quick decisions.
   3. Continually needs to concentrate, handle distractions, and a diversity of problems. 
3. Environmental Factors
   1. Environmental factors require this position in offices and various TFCN locations/ program inclusive of schools and residential settings.   
   2. Occasional travel, including driving and flying, local and overnight, to various programs/ regions is expected on an as-needed basis to fulfill the duties/ responsibilities of the position.
4. Working Hours
   1. Traditional office hours with flexibility to meet department and employee/ program needs.