Office Assistant Talent Management

Office Assistant Talent Management

Reports to: Chief Talent Officer
Pay Grade: 701
239 Duty Days
FLSA Status: Non-Exempt

Position Purpose
Serves as the receptionist for the Talent Management Division, providing a high-impact, customer-focused front office experience for applicants, employees, parents, staff, students, vendors, and visitors. Supports a wide range of Talent Management functions by triaging inquiries, assisting candidates with application processes and technology use, facilitating access and visitor management, and ensuring efficient navigation of services within the administration building. Acts as a knowledgeable liaison across departments to provide accurate information, resolve inquiries, and enhance the overall customer experience.

ESSENTIAL JOB FUNCTIONS

Reception & Talent Management Support

• Serves as the first point of contact for all Talent Management departments, providing accurate information, guidance, and resolution for a wide range of inquiries across HR functions.
• Assists applicants and candidates with navigating the application process, including providing hands-on support with computers, systems access, and troubleshooting basic technical issues.
• Triages inquiries (in-person and phone) by assessing needs and directing individuals to the appropriate department, ensuring efficient and accurate service delivery.
• Provides guidance on Talent Management processes such as hiring, onboarding, certification, records, benefits, and employment verification.
• Supports visitor access management, including badge access inquiries, visitor check-in protocols, and coordination with internal staff for secure building access.
• Coordinates and monitors deliveries, ensuring proper receipt and routing of packages and materials to appropriate personnel.
• Responds to and resolves customer service concerns independently when possible, escalating complex issues appropriately.
• Greets all visitors to the building (including parents, students, substitutes, vendors, and others), determines the nature of business, and responds to their inquiries.
• Sets the tone for a welcoming and hospitable environment through demeanor, professional appearance, and verbal and non-verbal communication.
• Directs visitors to appropriate personnel in accordance with District policies and procedures regarding building security.
• Maintains visitor log, issues visitor passes when appropriate, contacts appropriate District staff to escort or guide visitors to approved workplaces.
• Ensures reception desk coverage and ease of access for building entrance as scheduled.
• Operates a comprehensive, multi-line telephone console to receive incoming calls; provides necessary information or refers callers to appropriate staff members.
• Takes accurate messages when needed and promptly distributes messages to the appropriate staff member.
• Responds to emergency calls and notifies appropriate parties to address immediate safety and/or security issues.
• Receives deliveries and disseminates materials and information to the appropriate parties.

General & Clerical

• Supports Talent Management operations by preparing and maintaining documentation related to applicants, onboarding, and departmental processes.
• Assists with onboarding logistics, job fairs, hiring events, or candidate-facing initiatives as needed.
• Maintains informational materials for applicants and visitors, including employment resources and departmental guides.
• Compiles, maintains, and files records in accordance with confidentiality standards and retention guidelines.
• Assists with mail distribution, packet preparation, and interdepartmental support.
• Supports cross-functional Talent Management projects as assigned.
• Assembles packets, brochures, mail-outs, and other materials as needed.

Personal Work Relationships

• All Fort Worth ISD employees must maintain a commitment to the District's mission, vision, and strategic goals.
• Exhibits high professionalism, standards of conduct and work ethic.
• Demonstrates high quality customer service; builds rapport/relationship with the consumer.
• Demonstrates cultural competence in interactions with others; is respectful of co-workers; communicates and acts as a team player; promotes teamwork; responds and acts appropriately in confrontational situations.

Other Duties as Assigned

• Performs all job-related duties as assigned and in accordance to the Board rules, policies and regulations.  All employees are expected to comply with lawful directives in rare situations driven by need where a team effort is required.

Knowledge, Skills & Abilities

• Knowledge of Talent Management or Human Resources functions (e.g., hiring, onboarding, employee services).
• Ability to learn and navigate applicant tracking systems and HRIS platforms.
• Ability to troubleshoot basic technology issues and assist users with online systems and forms.
• Strong customer service mindset with the ability to manage high-volume, front-facing interactions.
• Ability to triage inquiries and provide accurate, timely information across multiple departments.
• Knowledge of office procedures and standard office equipment.
• Skill in keyboarding and Microsoft Office tools.
• Skill in interpersonal relationships with tact and professionalism.
• Ability to handle confidential information appropriately.
• Ability to communicate effectively and manage multiple priorities. 

Travel Requirements

• Travels to school district buildings and professional meetings as required.

Physical & Mental Demands, Work Hazards

• Tools/Equipment Used:  Multi-line phone system; standard office equipment, including computer and peripherals.
• Posture:  Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion:  Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting:  Occasional light lifting and carrying (less than 15 pounds).
• Exerting:  Occasional exerting up to 20 pounds of force; frequent up to 10 pounds of force.
• Environment:  Works in an office setting; exposed to weather elements (such as, sun, heat, cold, and inclement weather) when traveling; may require occasional irregular and/or prolonged hours.
• Attendance:  Regular and punctual attendance at the worksite is required for this position.
• Mental Demands:  Maintains emotional control under stress; works with frequent interruptions.

Minimum Required Qualifications

• Education:  Accredited High School diploma, GED, or Texas High School Equivalency certificate required; advanced secretarial training preferred.
• Certification/License:  None.
• Experience:
  • 1 year' clerical or secretarial experience including receiving visitors via multi-function phone system and/or in-person, giving instructions, and maintaining confidentiality of files and records;
  • 2 years' preferred.
• Language:  Bilingual working proficiency (English/Spanish) preferred in some settings.

This document is intended to describe the general nature and level of work being performed by people 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.