Human Resources Clerk

Manager: Gloria Alfaro

Position: Human Resources Clerk

FLSA Status: Non-Exempt

Primary purpose of this position:

The HR Clerk provides essential support to the Human Resource department on day-to-day operations. This role plays an important role in enhancing and streamlining the firms HR function and contribution to the overall organizational success. The HR Clerk serves as the primary relief receptionist delivering excellent customer service to all patrons.

Essential Functions:

HR Clerk Duties:

• Serves as primary relief receptionist providing coverage in absence of the front desk receptionist
• Provides morning & afternoon breaks and lunch breaks to the front desk receptionist
• Log into BOC system daily to receive roll over front desk calls
• Assist HR staff with checklists or other miscellaneous tasks as instructed
• Assist with temporary/ direct hire employee onboarding
• Assist with employee terminations
• Electronically reserve conference room for management as requested via email
• Create calendar reminders for the team or management when necessary
• Audit and forward invoices to the accounting department.
• Email scheduled 30, and 90-day evaluations if needed (Receptionist task)
• Email managers requesting 30 & 90 day feedback on temporary employee performance
• Enter Dayforce time corrections sent via email to Houston HR
• Create, seek signature and distribute employee service awards
• Serve as contact with staffing agencies, colleges and recruitment websites and firm personnel in seeking and acquiring/contracting the highest talent to the firm
• Update and maintain job postings on company Intranet and with employment staffing agencies, educational institutions and online sites such as Indeed
• May assist with telephone Pre-Screenings and with on-site interviews
• Schedule interviews with temporary agencies as requested by management
• Make employment offers to selected candidates
• Inquire if temporary employees are eligible for conversion with staffing agencies
• Assist in coordinating/ scheduling interviews with candidates not represented by temporary agency
• Complete applicant tracking for posted positions
• Inform the Austin HR office when employees apply for FMLA
• Inform management when employee is approved for FMLA and provide direction regarding Dayforce and workbook entries
• Complete FMLA checklist for all approve FMLA cases
• Request FMLA workbooks from managers and send to Austin HR on a weekly basis
• May be required to participate as witness during employee meetings and accurately record and/or document meetings/conversations/grievances
• Assist HR Assistant and HR Coordinator with special projects
• Stay current on the company’s organization structure, personnel policy, and federal and state laws regarding employment practices
• Maintain electronic employee records/files.
• Save documents into employee file (written warnings, Performance Appraisals, etc.)
• Audit personnel files to ensure accuracy and compliance with company policies
• Compile employee files upon separation
• Audit and distribute monthly PCI & SOC compliance reports
• Assist HR Coordinator with organization and PDF conversion of Job Descriptions
• Check suggestion boxes monthly
• May train, and coordinate work with the receptionist
• Organize, assist and attend company events
• Screen calls and take messages for Managing Partner
• Provide assistance to Managing Partner as needed
• From time to time may assist with other administrative duties within the scope of the HR department

Receptionist Duties:

• Must have fundamental understanding of all front desk duties and perform essential receptionist functions at any given time (See Receptionist Job Description)
• Answer telephone, screen and direct calls
• Provide information to callers and relay messages
• Greet guests with a smile and make them feel welcome
• Direct guests to correct destination
• Interact with public, clients and vendors
• Maintain visitors log and badges.
• Maintain knowledge of staff movements in and out of firm.
• Activate and deactivate parking/Access badges.
• Issue parking validations to appropriate clients.
• Forward building announcements to the Houston office
• Maintain organized and clean reception area
• Receive and distribute mail and deliveries to mailroom, except for HR Dept. (FedEx, UPS, etc.)
• Maintain certified mail and incoming package log

Physical Demands & Work Environment

• While performing the duties of this job, the employee is frequently required to sit and talk or hear.
• The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision ability is required to adjust focus.

Non-Essential Functions:

• Keep a current list of all online accounts and login information
• Create invoice for breakroom cleaning services and manage payment.
• Establishing and maintaining interpersonal relationships with upper management
• Communicating with Management, peers and subordinates

Knowledge, skills and abilities will be necessary for this position to succeed:

• Professional level verbal and written communication skills
• Organized
• Able to prioritize work
• Critical/Creative Thinker
• Team player
• Ability to take initiative and following through with assignments
• Multi-task
• Positive attitude
• Motivated to perform at a high level (takes pride in work)
• Ability to maintain confidentiality
• Confident
• Excellent interpersonal skills
• Punctual and reliable
• Integrity and Highly ethical
• Problem solver
• Trustworthy
• Time Management
• Active Learning
• Coordination
• Competent keyboard skills
• Ability to present material forms, tables & spreadsheets
• Effective communicator
• Ability to operate under pressure in a fast paced/fluctuating environment
• Able to work independently
• Ability to foster and grow interpersonal relationships with employees at all levels within the organization
• Very detail oriented
• Proficient in Microsoft Excel, Word, Outlook and Internet Explorer
• Able to deliver effective results and meet tight deadlines
• Patience and resilience
• Timeliness, punctual, and reliable
• Must learn organizational structure, as well as Firm’s areas of specialty
• Flexibility
• Must type 40-45 wpm

Supervisory responsibilities and independent discretion:

• Identifying what needs to be done and takes action before being asked or the situation requires it.
• Setting goals for performance and deadlines in ways that comply with company’s plans and vision

Special requirements for this position:

• Arrive to workstation in a prompt and timely manner.
• High School Diploma
• Some College work preferred but not necessary
• Must be Bilingual (Spanish/ English)

Job Type: Full-time

Pay: $17.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Language:

• Spanish (Required)

Ability to Relocate:

• Houston, TX 77081: Relocate before starting work (Required)

Work Location: In person