Job Description

Posting number: 10122026

Department: Administration

Job classification: Human Resources Assistant

Posting type: Open

Categories: Administration, Human Resources

Summary

The Human Resources Assistant provides administrative and operational support to the City’s Human Resources Department and serves as the first point of contact for routine employee, applicant, and vendor inquiries. Responsibilities include HR phone and inbox coverage, benefits administration, payroll support, personnel records, recruitment coordination, onboarding, separations, claims tracking, and HR system maintenance.

Under the direction of the Human Resources Director, this position completes assigned administrative processes, maintains accurate and confidential records, monitors deadlines, and follows requests through resolution. The assistant responds to routine questions using approved guidance and promptly refers sensitive matters, exceptions, and issues requiring interpretation or approval to the Director.

Examples of duties

• Follow City policies and procedures, including requirements for attendance, safety, professional conduct, confidentiality, and appropriate office attire.
• Serve as the primary contact for the HR telephone line and shared HR inbox. Answer calls, assist visitors, respond to routine inquiries, distribute forms and resources, and coordinate referrals and appointments.
• Maintain a request log documenting inquiries, actions taken, deadlines, pending information, and resolution. Provide timely updates and follow up with employees, departments, and vendors until assigned matters are completed.
• Promptly refer employee complaints, accommodation or protected-leave requests, disciplinary matters, suspected pay shortages, coverage problems, and other sensitive or urgent issues to the Human Resources Director. Escalate unresolved routine requests according to established service standards.
• Maintain working knowledge of City departments, key contacts, and reporting relationships to direct inquiries appropriately.
• Maintain HR employee and vendor contact lists and coordinate updates to City personnel directories with the responsible department, as assigned.
• Coordinate recruitment administration, including approved job postings, application review against established minimum qualifications, candidate communications, interview scheduling, and recruitment records. Prepare offer letters using approved templates and authorized terms, track acceptance, and coordinate required preemployment screening.
• Coordinate new-hire onboarding, including orientation scheduling, required forms, policy acknowledgments, employee profiles, and benefits information. Complete assigned employment-verification tasks after appropriate training and authorization, and coordinate access and equipment needs with departments and Information Technology.
• Maintain accurate electronic and physical personnel records. Scan, index, upload, and file documents; track missing records; and maintain personnel-file inventories and checkout logs. Protect confidential information and follow established access, retention, and records-hold requirements. Maintain medical and other sensitive records in appropriately restricted locations.
• Administer routine benefits transactions with Texas Health Benefits and other benefit providers, including authorized enrollments, coverage changes, and terminations. Review documents for completeness, track effective dates, retain submission confirmations, assist employees with routine access or coverage questions, and verify completion with the provider.
• Reconcile benefits enrollment rosters and invoices against employee status, approved coverage elections, and payroll information. Identify discrepancies, prepare supporting documentation and exception requests for review, and track approved adjustments or refunds through resolution.
• Support open enrollment and wellness programs by coordinating vendor schedules, meetings, materials, reminders, enrollment completion, and routine participation or incentive inquiries.
• Support TMRS and other retirement-plan administration by collecting documents, preparing authorized enrollment updates, tracking paperwork, and coordinating factual information with employees, providers, and Finance. Identify discrepancies and prepare supporting records for review by the authorized official.
• Provide administrative support for TML workers’ compensation and other City claims assigned to HR. Collect incident reports and supporting documents, prepare or submit authorized reports after training, maintain claim records and deadlines, and coordinate factual follow-up with employees, departments, and claim representatives.
• Explain routine HR procedures and programs using approved policies, materials, and instructions. Refer questions involving disputed eligibility, policy interpretation, exceptions, or employment decisions to the Human Resources Director.
• Support payroll preparation by organizing personnel action forms, verifying required approvals and effective dates, reviewing assigned timekeeping exceptions, and comparing approved changes with payroll records. Identify discrepancies, obtain missing information, and prepare organized documentation for HR and Finance review. Enter authorized changes within assigned access and verify approved corrections.
• Maintain assigned employee information, documents, and workflow records in NEOGOV and other HR systems. Assist employees with routine self-service questions, coordinate access issues with authorized system owners, document system problems, and track support requests through resolution.
• Provide administrative support for leave processes by promptly routing requests to the Director, preparing approved forms, tracking document-return and review dates, sending authorized reminders, and maintaining approved leave records. Refer eligibility, designation, accommodation, and disputed-balance decisions to the Director.
• Coordinate approved employee separations by tracking required documentation and notifying Payroll, benefits providers, retirement contacts, Information Technology, and departments as directed. Verify completion of assigned separation tasks and maintain the supporting records.
• Coordinate employee training sessions and maintain training records. Track required training, policy acknowledgments, and performance-review deadlines; send reminders and prepare completion reports.
• Assist in planning and executing employee engagement and recognition programs. Maintain the approved engagement calendar and coordinate event logistics, employee communications, participation records, surveys, and supplies.
• Support compliance reviews, audits, and administrative responses by gathering requested records, maintaining checklists, monitoring assigned deadlines, and preparing documentation for the Director’s review. Report missing information and potential compliance concerns promptly.
• Schedule HR meetings, prepare materials, and record or transcribe meeting notes or minutes as assigned by the Human Resources Director.
• Provide courteous, professional service and communicate respectfully with employees, applicants, vendors, and City officials.
• Use HR systems, spreadsheets, email, document-management tools, and standard office equipment to complete assigned work.
• Prepare routine correspondence, reports, purchasing requests, and invoice documentation; maintain vendor contacts and departmental forms; and assist with administrative expense tracking.
• Perform related duties and special projects as assigned by the Human Resources Director.

Qualifications

Education, Training, and Experience:

• High School Diploma or GED.
• Two years of administrative experience involving confidential records, employee or customer service, detailed data entry, and deadline-driven work. Experience in human resources, benefits, payroll, or public-sector administration is preferred.

An equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities may be considered.