HR Specialist (Administration/Operations)

Summary

Provides professional administrative and operational support to the Human Resources Department, including executive-level and management support. Serves as the first point of contact at the HR front desk, providing professional and responsive customer service to employees, applicants, vendors, and visitors. Serves as the Department Purchasing Coordinator and assists with budget administration, procurement, technology, and special projects. Requires strong initiative, sound judgment, discretion, technological proficiency, and the ability to manage multiple priorities and projects. Handles sensitive matters with tact and diplomacy while proactively identifying needs, resolving issues, and supporting efficient departmental operations.

Targeted Hiring Range: $61,000 - $70,000 depending on qualifications and experience

Schedule: 8am – 5pm, Monday - Friday

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Executive and Management Support: Provides professional administrative and operational support to executive-level and management staff, including coordinating meetings, preparing correspondence and documents, tracking assignments, maintaining records, and supporting departmental initiatives.

• Budget and Procurement Administration: Assists with the development, monitoring, and administration of the Human Resources Department budget. Serves as the Department Purchasing Coordinator and coordinates purchasing and procurement activities, including purchase requisitions, purchase orders, invoices, expenditures, and related documentation. Ensures compliance with City policies and procedures and assists with budget planning, forecasting, and reconciliation.

• Vendor and Contract Coordination: Coordinates with vendors, Purchasing, and other internal partners regarding departmental purchases, contracts, service agreements, renewals, invoices, and related matters. Monitors deadlines, maintains documentation, and proactively follows up to ensure timely completion.

• Departmental Operations and Customer Service: Serves as a primary point of contact at the HR front desk and provides professional, responsive customer service to employees, applicants, vendors, and visitors. Provides day-to-day administrative and operational support to the department, responds to inquiries, researches issues, and assists with maintaining efficient departmental operations.

• Project and Initiative Management: Coordinates and independently manages multiple projects, assignments, and departmental initiatives that may span across various Human Resources divisions. Develops timelines, tracks deliverables, coordinates stakeholders, identifies potential issues, and ensures projects and assignments are completed accurately and timely.

• Communications, Records, and Documentation: Prepares, edits, and distributes correspondence, reports, presentations, spreadsheets, and other departmental documents. Maintains accurate records, files, budget and purchasing documentation, and other confidential or operational information in accordance with City policies and applicable retention requirements.

• Confidential Matters and Professional Judgment: Handles sensitive, confidential, and potentially difficult situations involving employees, management, vendors, and other stakeholders with tact, diplomacy, professionalism, and sound judgment. Maintains confidentiality, appropriately escalates concerns, and exercises discretion when resolving issues.

• Supports departmental meetings, events, and special projects and performs other related duties as assigned.

Minimum Qualifications

• Associate’s degree in human resources, business administration or a related field.

• Three years of progressively responsible administrative, human resources, business operations, or related experience, including experience providing support to management or executive-level staff.

Or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job.

Preferred Qualifications

Education/ Experience:      

• Bachelor’s Degree or equivalent college coursework in related area

• 4-6 years’ experience in human resources

• Experience using Workday Human Capital Management (HCM) and Financials

• Prior experience with accounts payable, managing budgets and procurement processes

Knowledge, Skills & Abilities:       

• Knowledge of administrative and operational practices and procedures.

• Knowledge of budget administration, purchasing, procurement, invoice processing, and financial tracking.

• Intermediate proficiency with Microsoft 365 applications, including Word, Excel, Outlook, Teams, and PowerPoint.

• Ability to learn and effectively utilize Workday HCM/Financials and other enterprise technology systems.

• Strong technological aptitude and the ability to quickly learn and apply new software, systems, and technology.

• Strong organizational and time-management skills with the ability to manage multiple projects, priorities, and deadlines simultaneously.

• Ability to independently organize work, establish priorities, monitor deadlines, and follow through on assignments with minimal supervision.

• Ability to anticipate needs, identify potential issues, and proactively develop solutions.

• Ability to communicate effectively and professionally, both orally and in writing.

• Ability to research, analyze, and summarize information and prepare accurate reports, spreadsheets, presentations, and other documents.

• Ability to work independently and make appropriate decisions within established guidelines.

• Ability to adapt to changing priorities, processes, technology, and organizational needs.

• Strong attention to detail and commitment to accuracy.

Licenses and Certifications

• Valid Class C Texas driver's license

Physical Requirements / Work Environment

The work environment and physical demands 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 incumbent works in a typical office environment; relatively free from unpleasant environmental conditions or hazards.