Human Resources Specialist (Employment Services)

To provide administrative and technical assistance in support of the Human Resources Department activities. To assist in responding to requests and providing information and assistance to city staff and the public in person or by telephone. To maintain confidential human resources records and files and assist with activities to prepare for meetings and special events.

Provides administrative/clerical support to the Human Resources Department by typing correspondences, answering phones, making copies, faxing documents, and filing/scanning documents.

Facilitates requests for public records to the public and City staff submitted within specific deadlines regulated by the Texas Public Information Act to include receipt of request, distribution of request, and required research.

Assists customers and visitors to the HR Department by welcoming them in a friendly and professional manner.

Checks and verifies completeness of various forms by filing and maintaining Human Resources records and files; assists in the preparation and distribution of general information to all employees.

Assist the HR Generalists in carrying out their day-to-day job duties (i.e., pre-employment meetings, benefits information, copying, scanning, etc.)

Coordinates and maintains the official human resources records management program to include the creation, maintenance, retrieval, protection, retention, and destruction of all records in accordance with City policy, legal, governmental, and historical requirements.

Composes, types, edits, and proofreads a variety of documents, including forms, memos, reports, and correspondence for department staff.

Responds to inquiries from citizens and others, and refers, when necessary, to the appropriate individuals.

Conducts various types of data entry for all personnel in the Human Resources Department as needed.

Assists applicants with information regarding City employment information and answers questions regarding the online application system.

Answers incoming calls to the department and the City Hall switchboard.

Adheres to assigned work schedule as outlined in the Department and City attendance policies and procedures; ensures all behaviors comply with the City’s Personnel Rules and Regulations.

Prepares effective professional advertisements for newspapers, professional and trade publications as well as social media platforms.

Screens and processes volunteer applications and assists with screening of employment applications as needed.

Ensures appropriate documentation is provided and received for intake of FMLA and ADA related items, and then routes accordingly.

Reviews Criminal History Background Checks for new hires and promotional employees to determine eligibility for positions and advises the appropriate HR Generalist of issues/discrepancies.

Reviews and processes Driving History Background Checks for new hires, promotional employees, and annual check for all employees.

Acts as back up to the other specialists in the Human Resources Department.

Performs other duties as assigned.

Education and Experience:

• Graduation from high school or equivalent; and
• One (1) year of experience in a Human Resources environment required; or
• Any equivalent combination of relevant education and experience.
• Experience in customer service and or applicant handling is preferred.

• Ability to communicate effectively, orally and in writing;
• Ability to utilize a personal computer, Microsoft Office Suite, database, and spreadsheet programs;
• Ability to conduct research and make appropriate analysis and reports of information acquired;
• Ability to maintain confidential information;
• Ability to establish and maintain effective working relationships with employees, supervisors, city officials, vendors, claimants, and the general public;
• Ability to discuss rules and policies with applicants and employees;
• Ability to educate employees about HR related policies and procedures;
• Ability to maintain regular and punctual attendance.
• Working knowledge of human resources practices and principals.

• Must have a valid driver’s license by date of hire.
• Must obtain and maintain a Texas Driver’s License within 90 days of hire.

Tools and Equipment Used
Requires frequent use of personal computer, including Microsoft Office, database and spreadsheet programs; calculator, telephone, copy machine and fax machine.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk and hear. The employee is occasionally required to walk; use hands and fingers to handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderately quiet.

Selection Guidelines
Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.