Onboarding Assistant - Human Resources (Civil Service)

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Job Summary

Job Description
 

Overview

The Onboarding Assistant provides transactional and administrative support for the onboarding process. This role is responsible for processing onboarding documentation, verifying compliance with established procedures, and supporting front desk functions for the HR department. The Onboarding Assistant ensures that required new hire paperwork is collected, checked for completeness, and accurately entered into HR systems, while maintaining confidentiality and compliance with data protection laws.

Essential Functions

1 Process onboarding documentation: Collects, verifies, and files new hire paperwork, ensuring forms and checklists are complete and accurate under the guidance of HR staff
2 Verify compliance: Reviews submitted documents for completeness and compliance with onboarding procedures, escalating discrepancies or missing information to higher-level HR staff
3 Maintain HR records: Updates electronic and physical files with onboarding documents; organizes and archives records as directed
4 Support onboarding logistics: Schedules appointments for new hires (such as orientation, background checks, and health screenings) and communicates routine instructions to candidates
5 Provide basic customer service: Responds to routine inquiries from candidates and employees regarding onboarding status and required documentation, referring complex questions to HR Specialists
6 Assist with front desk functions: Greets visitors, answers and directs phone calls, logs office visitors, and manages incoming mail related to onboarding
7 Maintain confidentiality: Handles personal and sensitive information in accordance with data protection policies and applicable laws, including FERPA and HIPAA
8 Perform other related administrative duties as assigned

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Knowledge, Skills, and Abilities

• Basic knowledge of onboarding processes and HR administrative procedures.

• Familiarity with data entry, document management, and office software applications (e.g., word processing, spreadsheets).

• Ability to follow detailed instructions and established procedures.

• Effective verbal and written communication skills for routine interactions.

• Attention to detail and organizational skills.

• Ability to maintain confidentiality of sensitive information and comply with data protection laws.

• Ability to work cooperatively with HR staff and other departments.

MINIMUM QUALIFICATIONS

EDUCATION

• High school diploma or GED equivalent.

EXPERIENCE

• Three (3) years of general office or administrative support experience, including at least one (1) year in a human resource setting.

EQUIVALENCY

• Associate degree or higher in any field plus one (1) year of the required experience will meet the education and experience requirements.

Salary Range

 

$25.87 - $30.04

 

The salary listed on this job posting is the starting salary range; amount offered will depend upon qualifications.

City of Dallas is an Equal Opportunity Employer.