Human Resources Specialist

­­­­­­­­Job Title: Human Resources Specialist

Department: Administration

Classification: Full time, salary, exempt

Job Relationship: Reports to Vice President of Human Resources

Position Summary: Responsible for administrative duties related to the operations of the human resources department. Maintains appropriate HR systems, employment policies, onboarding, offboarding, and employee engagement and development initiatives. Provides day to day administrative support to the Vice President of Human Resources.

Provides comprehensive HR service to management and staff within the organization and performs a wide variety of both complex and routine administrative services under the direction of the Vice President of Human Resources.

Essential Job Functions:

Maintains employee records, Department of Labor (DOL) requirements, and APL personnel file requirements:

  • Manages recruiting process and relationships, position postings, job applications and resumes.
  • Manages onboarding and offboarding processes; maintains supplies for all onboarding needs.
  • Conducts pre-employment tasks; acquires background checks, drug screens and employee eligibility verifications per APL policy requirements.
  • Provides day-to-day support and counsel to APL employees and department management regarding administrative HR inquiries.
  • Advises APL employees and APL department management on employee handbook compliance, DOL compliance, EEOC compliance, and recommends appropriate actions.
  • Provides daily HR administrative support including but not limited to, answering calls, typing correspondence, copying, scanning, faxing, filing documents, sorting mail, creating various employee document packages, completing purchase orders, mailing HR department communications.
  • Maintains facility new hire documentation; maintains yearly updated new hire packets.
  • Maintains up-to-date, organized personnel files, records, and documentation, and filing systems to ensure accuracy, confidentiality, and compliance with state and federal regulations.
  • Maintains the database/hardcopy records where professional licensure or certification is required.

Ensures human resources department and employer compliance:

  • Provides general assistance to the Vice President of HR with maintaining and updating general employment data systems.
  • Under the direction of the Vice President of HR, creates, maintains, and retains HR files and documents (e.g., personnel files, pre-employment, and separation of employment documents, FMLA and medical records, ERISA communications, other internal and external communications) per local, state, and federal law/regulation (e.g., DOL standards, NLRB, Internal Revenue regulations, ADA, EEOC, OSHA, HIPAA.)
  • Coordinates employee FMLA applications with Vice President of HR.
  • Responds to unemployment claims in a timely manner and coordinates unemployment hearings with Vice President of HR.
  • Responds to employment verifications per APL policy.
  • Coordinates workers’ compensation claims processing with TPAs.
  • Coordinates COBRA cases with TPA.
  • Enters all personnel actions in the appropriate human resources administrative system.
  • Monitors employee status changes and serves as liaison with finance department to resolve pay issues.
  • Participates in webinars, seminars, and other job-related training opportunities to maintain current knowledge of human resources best practice.
  • Assists in maintaining and updating APL policies and handbooks; ensures HR content on the APL website, APL intranet, and other associated sites and systems is accurate and up to date.
  • Assists Vice President of HR with regular job description review and revision as needed.

Performs employee benefits maintenance:

  • Facilitates benefits information communication to employees (onboarding/offboarding)
  • Disseminates employee health, safety, and retirement benefits information.
  • Resolves employee benefits inquiries.
  • Establishes and maintains relationships with benefits providers, representatives, and broker.
  • Coordinates employee benefits enrollment and annual open enrollment.
  • Coordinates annual employee Formfire account updates.
  • Assists with benefits providers plan renewals, plan comparisons, and bidding process.

Maintains APL’s Infectious Disease Control policy, guidelines, protocol, and procedures:

  • Supports the APL’s protocols and serves as first point of contact for disease-related questions.
  • Manages the employee web portal and ensures all policy and protocol information is current and accurate.
  • Maintains accurate records, keeps APL employee database up-to-date, and secures copies of required documentation during declared disease emergencies.

Maintains & coordinates employee events and programs:

  • Supports the APL’s desire to celebrate a diverse and inclusive culture that fuels compassion and connects us to one another.
  • Assists with the APL’s employee events calendar; coordinates logistics and planning for employee events including meetings and employee celebrations.
  • Monitors, tracks, and reports to Vice President of HR on key HR processes, programs, and compliance-related items to ensure timely completion – including performance management, compliance training requirements, policy acknowledgement completion, etc.
  • Communicates with directors, managers, and supervisors on expectations and timelines on key deliverables.
  • Monitors, tracks, maintains, reports, and files employee 90-day and standard performance evaluations.
  • Supports HR administrative needs with creating various reports in support of ad hoc inquiries.
  • Assists with planning and maintaining the employee recognition program (Years of Service).
  • Assists with managing the employee rewards program.

Performs other duties as assigned including, but not limited to:

  • Assists staff and volunteers when needed.
  • Keeps the Vice President of Human Resources informed on all priority projects, events, and tasks.
  • Provides quality service to clients, volunteers, and staff, recognizing their individual contributions to the success of our organization.
  • Promotes a safe work environment by actively monitoring safety compliance of staff and taking immediate action to correct hazards.
  • Attends necessary meetings and provide feedback as requested.
  • Serves as HR liaison for employee training initiatives that are overseen by the shelter manager.
  • Serves as HR liaison to volunteer manager and volunteer programs.
  • Supports management and discusses differences privately.

Qualifications

  • Minimum of two years of recent HR administrative experience with demonstrated success.
  • High School diploma or equivalent; Associate degree preferred.
  • SHRM-CP, PHR is desirable.
  • Knowledge and a demonstrated understanding of Ohio labor laws, regulations, and payroll practices.
  • Valid Ohio driver’s license and insurable driving record.

Knowledge and Skills

  • Must be extremely organized, motivated, and attentive to detail
  • Ability to perform data entries and official correspondence error-free.
  • Extensive knowledge of office management systems and procedures.
  • Ability to operate general office equipment.
  • Possess strong written and verbal communication skills.
  • Ability to thrive working both independently and collaboratively.
  • Ability to multi-task and work well under pressure in a fast-paced environment with a variety of people, personalities, noises, and distractions.
  • Ability to promote communication and cooperation between APL departments.
  • Possess intermediate to advanced knowledge of MS Office (Word, Excel, PowerPoint and Outlook), MS Office 365, MS Teams, Zoom, and internet/Intranet experience.
  • Ability to maintain high level of confidentiality.
  • Fear Free Certified or must become certified within six months of hire.