Human Talent Specialist

Job Title: Human Talent Specialist Reports To: Human Talent Manager Organization: Tejano Center Location: District Office FLSA Status: Non-Exempt Emp Employment Status: Full-Time Work Calendar Status: 12 Months (238 Days) Salary: MIN: $50,000 annually MID: $55,000 annually MAX: $60,000 annually Revised: October 15, 2026

POSITION SUMMARY The Human Talent Specialist serves as the primary point of contact for employees seeking assistance from the Human Talent Department, ensuring a welcoming, professional, and customer-service-focused experience. The position is responsible for processing routine employee requests, coordinating new hire onboarding, completing Form I-9 requirements, maintaining confidential personnel records, and ensuring accurate employee information in Frontline Central and Ascender. The Human Talent Specialist reports directly to the Human Talent Manager and works collaboratively with Human Talent Coordinators and department leadership to support daily operations. The Human Talent Specialist is responsible for coordinating and managing pre-employment requirements, new hire onboarding, and accurate data entry across Human Talent systems. This position plays an important role in ensuring employment processes are completed efficiently, accurately, and in accordance with established procedures. Success in this role requires strong organizational skills, attention to detail, professionalism, confidentiality, and the ability to adapt to the evolving needs of the department as the organization continues to grow.

EDUCATION AND EXPERIENCE Minimum Qualifications

• Bachelor's degree in human resources, Business Administration, or a related field preferred.

• One to three years of administrative, personnel records, or data-entry experience preferred.

• Proficiency in Microsoft Office; experience with Ascender and Frontline Central preferred.

• Strong accuracy, organization, discretion, customer service, and follow-through; bilingual English/Spanish preferred.

MAJOR RESPONSIBILITIES AND DUTIES Employee Services and Front Office Support

• Serve as the primary point of contact for employees visiting, calling, or communicating with the Human Talent Department, ensuring a positive and professional experience.
• Provide timely, courteous, and accurate assistance with routine employee requests, including name changes, address updates, W-4 forms, direct deposit changes, and general employment inquiries.
• Guide employees through established Human Talent processes and connect them with the appropriate department personnel for specialized assistance.
• Maintain a welcoming, organized, and service-oriented environment while representing the Human Talent Department with professionalism and discretion.
• Respond to routine employee communications and ensure inquiries are addressed or appropriately directed in a timely manner.

New Hire Onboarding and Employment Documentation

• Ensure candidates submit all required professional references, including references from previous supervisors, and follow up on any outstanding submissions prior to moving forward in the hiring process.
• Conduct and document professional reference checks, ensuring required references are obtained from previous supervisors.
• Initiate and process fingerprinting requests through the Texas Education Agency (TEA) and monitor completion of required pre-employment screenings.
• Track criminal background checks and other required pre-employment requirements, maintaining accurate and confidential records.
• Complete assigned Form I-9 responsibilities in accordance with federal requirements and established procedures.
• Prepare, distribute, and maintain onboarding materials, employment forms, and routine hiring documents.
• Monitor onboarding progress, follow up on outstanding requirements, and maintain accurate records in Frontline and other designated Human Talent systems.
• Communicate onboarding and screening status to the appropriate Human Talent personnel to ensure timely processing and required approvals.
• Provide new employees with clear instructions and professional assistance throughout the onboarding process.

Employee Records and HR Systems

• Maintain accurate, complete, organized, and confidential personnel files in both electronic and physical formats.
• Process, scan, upload, organize, and file employee documents, ensuring records are current, properly classified, and readily accessible to authorized personnel.
• Enter, update, and maintain employee information in Frontline Central, Ascender, and other designated Human Talent systems using approved documentation.
• Process approved employee record changes, including personal information, assignments, and employment-related updates.
• Routinely review employee records for accuracy and completeness, identify discrepancies, and coordinate necessary corrections.
• Maintain employee tracking logs, checklists, and routine departmental reports to support accurate recordkeeping and efficient operations.

Confidentiality and Compliance

• Maintain strict confidentiality when handling employee records, personal information, employment documentation, and other sensitive Human Talent matters.
• Ensure personnel files and employment records are securely maintained and accessible only to authorized individuals.
• Follow established organizational procedures and applicable federal and state requirements related to employee documentation, recordkeeping, and information security.
• Exercise sound judgment and discretion when handling sensitive employee inquiries and confidential information.
• Refer matters requiring specialized expertise, authorization, or employment- related decisions to the appropriate Human Talent personnel.

Departmental Support and Adaptability

• Provide consistent operational support to Human Talent Coordinators, the Human Talent Manager, and department leadership to ensure efficient daily operations.

• Perform routine departmental functions, including data entry, correspondence, document preparation, filing, record maintenance, and tracking assigned tasks.

• Organize and prioritize multiple responsibilities while maintaining accuracy, meeting deadlines, and responding to changing departmental needs.

• Demonstrate initiative, accountability, and a willingness to learn new procedures, technology, and Human Talent systems.

• Adapt to evolving responsibilities, operational changes, and organizational processes as Tejano Center continues to grow.

• Collaborate effectively with Human Talent personnel and other departments to promote efficient workflows and quality employee service.

• Perform other related duties as assigned to support the goals and operational needs of the Human Talent Department.

SKILLS, KNOWLEDGE, AND ABILITIES

• Knowledge of basic human talent practices, procedures, and employee recordkeeping.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Ability to accurately enter, update, and maintain employee information in HR systems, including Ascender and Frontline Central.
• Strong attention to detail and accuracy in data entry and document management.
• Ability to organize, maintain, and retrieve confidential personnel records.
• Familiarity with employee onboarding, reference verification, and background screening procedures.
• Strong organizational and time management skills with the ability to prioritize multiple assignments.
• Effective written and verbal communication skills.
• Ability to follow established procedures and complete assigned tasks within required deadlines.
• Strong customer service skills and a professional approach when assisting employees and internal departments.
• Ability to maintain confidentiality and handle sensitive employee information with discretion.
• Ability to work collaboratively with Human Talent Coordinators and department leadership.
• Willingness to learn new HR systems, procedures, and organizational processes.
• Ability to identify missing or incomplete documentation and communicate updates to the appropriate Human Talent Coordinator.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

Mental Demands

• Maintain professionalism and emotional control under stress.
• Manage multiple tasks and priorities while meeting established deadlines.
• Work effectively with frequent interruptions.
• Maintain accuracy and attention to detail when handling confidential employee information.
• Respond professionally to frequent phone calls, emails, and employee inquiries. Environmental Factors:
• Primarily office-based work environment.
• Occasional travel to district campuses or other organizational locations.
• Occasionally extended or irregular hours during peak hiring and onboarding periods.
• Frequent interaction with employees, hiring managers, and Human Talent staff. Equal Opportunity Statement Tejano Center for Community Concerns is an Equal Opportunity Employer. The organization does not discriminate on the basis of race, color, national origin, sex, disability, age, religion, or any other protected status in accordance with applicable law.

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Reviewed by ___Date____

Received by ____Date