Human Resources Specialist I-II (HR Assistant)

Support routine HR operations and division staff services while assisting the Human Resources Director and team.

Responsibilities

• Serve as HR receptionist; answer and route incoming calls and manage division group email inboxes.
• Review and route office mail and other correspondence.
• Provide technical assistance and training; coordinate activities among division directors, managers, and staff for staff services functions.
• Schedule activities, take meeting notes, and support signature and approvals routing and related logistics.
• Plan and coordinate special and administrative assignments; respond to internal and external inquiries.
• Identify issues and risks and provide recommendations for improvements to daily division operations while maintaining high confidentiality.
• Prepare, review, edit, and distribute correspondence, reports, forms, and project updates, including summaries, presentations, and agendas.
• Coordinate and schedule training and travel for division employees; act as the division travel coordinator.
• Develop and maintain records and filing systems for employee personnel files and other employment records.
• File documents and maintain current and former employee personnel files in SharePoint or hard copy.
• Move digital files from DocuSign to SharePoint and assist management with routing documents for approval.
• Serve as the division records liaison, coordinating with the legal division on disposal of records per the agency retention schedule.
• Serve as the Open Records Liaison with the Office of General Counsel; coordinate with HR to gather responsive documents.
• Coordinate development and implementation of central filing, record-keeping, and records management procedures for the division.
• Act as Telework Coordinator; monitor request forms, maintain logs, and prepare reports.
• Complete or assist with employment verifications; locate documents and support responses to open records requests.
• Provide advice and counseling for routine HR policy and procedure questions from employees, managers, and the general public.
• Assist in training agency staff on HR rule, policy, and regulatory topics.
• Support staffing and recruiting activities, including:
  • Submitting requisitions and posting job vacancies.
  • Identifying and leveraging recruitment sources.
  • Assisting with website and social media branding and job promotions.
  • Screening and referring applications for employment.
  • Scheduling interviews and conducting reference checks.
  • Managing the NEOGOV applicant tracking system.
• Support hiring and onboarding for new employees, including preparing employee ID badges.
• Coordinate the separation process for employees.
• Assist with employee recognition programs, including procurement and distribution of awards for service, retirement, employee of the year, and the Hall of Honor program.
• Assist with developing and revising HR policies, procedures, and forms.
• Enter, update, and retrieve information from systems including DocuSign, Learning Management System, SharePoint, and the Centralize Accounting Payroll and Personnel System (CAPPS).
• Assist with compiling and analyzing HR data; perform research related to confidential HR issues; compile and evaluate findings and make recommendations.
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement; maintain equipment, materials, and supplies.
• Submit and manage CAPPS Financial requisitions for training, merchandise, supplies, and equipment; audit invoices before payment using applicable guidelines, rules, policies, and laws.
• Coordinate inventory audits for the division.
• Perform other duties as assigned.

Requirements

• Graduation from an accredited four-year college or university with major course work in human resources management, public or business administration, organizational development, or a related field. Additional years of experience may substitute on a year per year basis.
• HR Specialist I: less than two years of experience in office management, business administration, or human resources.
• HR Specialist II: at least two (2) years of experience in office management, business administration, or human resources.
• Experience and proficiency using computers and programs such as Microsoft Outlook, Word, PowerPoint, and Excel.
• Valid Texas driver’s license.

Technologies

• Microsoft Outlook, Microsoft Word, Microsoft PowerPoint, Microsoft Excel
• SharePoint, Adobe Pro, DocuSign, NeoGov
• Centralize Accounting Payroll and Personnel System (CAPPS), Learning Management System
• CAPPS Financial, Microsoft Teams

Benefits

• Comprehensive health coverage including prescription drug and vision benefits. State pays 100% of employee premium and 50% of dependent premium for full-time employees; State pays 50% of employee premium and 25% of dependent premium for part-time employees.
• Dental coverage for employees and eligible dependents (monthly premium; no waiting period).
• Tax Free Savings Accounts (flexible spending medical and/or dependent care account).
• Retirement benefits through the State Employee Retirement System (ERS): employee contribution 9.5% and State contribution; option to participate in a 401(k) or 457 Plan.
• Basic Term Life Insurance ($5000) with $5000 AD&D coverage at no cost upon enrollment in State health coverage.
• Optional Term Life Insurance and Voluntary AD&D; Dependent Term Life available.
• Texas Income Protection Plan (TIPP): Short Term and Long Term Disability.
• Annual and Sick Leave accrual.
• Paid Holidays (several paid federal and state holidays).

Preferred Qualifications

• Experience and proficiency using SharePoint and Adobe Pro.
• Experience working in a human resources department.
• Experience working with DocuSign, NeoGov, and CAPPS.

Work Conditions and Physical Requirements

• Standard office environment.
• Move around the office to access filing cabinets and office equipment; able to move up to 25 pounds.
• Communicate and exchange information via phone, computer, in person, and electronic media.
• Repetitive keyboard use at a workstation.
• Ability to work with overlapping deadlines.
• Expected to work in the office; situational or hybrid telework may be eligible after an initial probationary period.
• For telework, must have a secure dedicated workspace with internet service, maintain a reliable consistent schedule, and be available for meetings and collaboration via Microsoft Teams or other platforms/applications during regular business hours.

Supplemental Information

• Compensation may be adjusted based on legislative mandates related to TABC and/or an employee’s contribution to the Employees Retirement System.
• Per Senate Bill 321, hiring a return-to-work retiree may require a monthly surcharge; candidates may be offered a lower base salary to cover the surcharge.
• Criminal history and driver record check with the Texas Department of Public Safety will be conducted for finalists.
• More than one position may be filled from this posting.
• Applicants must describe how they meet minimum qualifications; qualifications may be verified through testing. Resumes will not be accepted in lieu of the completed application; incomplete applications may not be considered.
• Immigration Reform and Control Act of 1986: new employees must present proof of eligibility to work in the United States within three (3) days; the Commission participates in E-Verify.
• Males ages 18 to 25 may be required to provide proof of selective service registration or exemption as a condition of state employment.