HR Assistant

Summary/Objective 

The Human Resources Assistant provides administrative and clerical support to the Human Resources Department for the LULAC Head Start program. This position assists with day-to-day HR operations including personnel records, onboarding, compliance documentation, employee communications, and customer service to staff. The HR Assistant plays a key role in supporting compliance with Head Start Performance Standards, licensing requirements, and LULAC policies while maintaining confidentiality and professionalism. 

Essential Functions:

Human Resources Administration

• Provide administrative support to the HR Director and HR team.
• Maintain accurate and up-to-date personnel files in accordance with Head Start Performance Standards and organizational policies.
• Assist with employee onboarding, including new hire paperwork, background checks, fingerprinting, and orientation scheduling.
• Assists with employee termination paperwork.
• Assists with employment status changes such as promotions, transfers, leaves of absence, and separations.
• Maintain I-9 documentation files for current and former employees in compliance with Federal regulations.

Compliance & Documentation

• Assist in tracking and maintaining required HR documentation (e.g., background checks, physicals, immunizations, training records).
• Support preparation for internal monitoring, licensing visits, and federal/state reviews.
• Ensure personnel files and records meet Head Start standards, Child Care Licensing, and funding source requirements.
• Maintain confidentiality of employee records and sensitive information at all times.

Recruitment & Hiring Support

• Assist with job postings, application tracking, interviews, and interview scheduling.
• Communicate with applicants regarding hiring steps and required documentation.
• Support onboarding processes to ensure timely completion of pre-employment requirements.

Employee Support & Customer Service

• Serve as the first point of contact for employees regarding HR forms, policies, and general inquiries.
• Assist employees with benefits enrollment information, timekeeping questions, and HR systems navigation.
• Refer complex employee relations issues to HR leadership as appropriate.

Data Entry & Systems

• Enter and update employee information in HRIS and tracking systems.
• Assist with payroll support by monitoring timecards to ensure they are reviewed and approved by supervisors by established deadlines.
• Verify that PTO requests are approved only when sufficient leave balances are available and notify supervisors of discrepancies.
• Generate basic reports related to staffing, payroll support, turnover, and compliance as requested.
• Assist with maintaining HR calendars, deadlines, and tracking logs.

Administrative & General Duties

• Assist HR Development in coordinating Sunshine Committee activities to support employee morale and engagement.
• Support Employee of the Month coordination, including tracking eligibility, preparing recognition materials, and communicating announcements.
• Assist with the coordination and tracking of staff anniversaries and birthdays, including notifications and recognition efforts.
• Monitor expiration dates for employee physicals, background checks, and other required clearances.
• Send timely reminders to staff and supervisors regarding upcoming or expired physicals, background checks, and compliance documents.
• Create HR flyers, surveys, and general communications for employees using Canva, Google Forms, and other communication tools.
• Assist with the preparation and distribution of HR communications and notices.
• Support HR-related meetings, training, and orientations.
• Perform filing, scanning, copying, and other clerical duties.
• Perform other duties as assigned.

 Required Education and Experience

• Bachelor’s or Associate’s Degree in Human Resources, or related field
• Minimum of 2 years of experience in Human Resources capacity
• Experience working in a non-profit agency
• Bilingual English-Spanish, preferred

Additional Requirements

• Basic knowledge of human resources functions and recordkeeping practices.
• Familiarity with Head Start Performance Standards and licensing requirements preferred.
• Strong organizational and time-management skills.
• Attention to detail and accuracy.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office and HRIS systems.
• Ability to handle sensitive information with discretion and professionalism.
• Ability to work collaboratively with diverse staff and communities.

Physical Demands and Work Environment

• Must be able to lift up to 20 pounds 
• Must be able to assume and maintain a variety of postures (kneeling, squatting, crawling, sitting, standing) for extended periods of time. 
• Must have manual dexterity to perform specific computer and electronic device functions for data collection. 
• Must have visual acuity to read and comprehend written communication through computer, electronic devices, and paper means.