Job Description Summary
The HR Specialist reports to the HR Manager and supports the day-to-day operations of the Human Resources department. This position assists with a broad range of HR functions throughout the employee life cycle-including job posting, onboarding, Full-Time orientation, benefit administration, compliance and recordkeeping. The HR Specialist plays a key role in ensuring positive employee experience while upholding institutional policies, state regulations, and federal employment law.
Minimum Qualifications
- Associate's degree or higher
- At least one (1) year of experience in HR, administrative, or related support role
- Working knowledge of federal employment laws including FMLA, ADA, I-9/E-Verify, and workers' compensation regulations
- Strong attention to detail, organizational skills, and the ability to manage multiple priorities
Preferred Qualifications
- Bachelor's degree in Human Resources, Business Administration, Public Administration, or a related field
- Experience working in higher education or a public sector environment
- Familiarity with state retirement systems and state service credit processes
- Experience with E-Verify and I-9 compliance audits
Essential Duties
Essential Duties and Responsibilities include the following. Other Duties may be assigned.
Hiring & Onboarding
- Posts approved job openings to the college's applicant tracking system (ATS) and external job boards in accordance with established procedures
- Coordinates and facilitates new hire onboarding for full-time employees, including the collection and verification of required documentation
- Completes I-9 employment eligibility verification and processes employees through E-Verify in compliance with federal requirements
- Conducts new hire orientation, introducing employees to college policies, procedures, systems, and resources
Benefits & Retirement
- Administers employee benefits enrollment, changes, and terminations; serves as a first point of contact for benefits-related questions
- Assists employees with retirement plan enrollment and coordinates with state retirement system representatives as needed
- Supports open enrollment processes and communicates benefit updates to employees
Leave & Accommodations
- Supports the administration of Family and Medical Leave Act (FMLA) processes, including providing backup coverage, maintaining accurate leave records, and ensuring compliance with applicable regulations
- Assists with the coordination of workers' compensation claims, including serving as a liaison between employees, supervisors, and the institution's carrier, and maintaining related documentation; provides backup support as needed
- Provides support in the administration of reasonable accommodation requests in accordance with ADA guidelines and college policy, including documentation and interactive process coordination; serves as a backup resource as needed
Compliance & Recordkeeping
- Maintains accurate and up-to-date employee records and ensures data integrity
- Safeguards confidential employee information in compliance with FERPA, HIPAA, and institutional privacy standards
- Conducts periodic self-audits to assess compliance with federal, state, and institutional HR requirements and identifies areas for improvement
- Tracks state service credit and ensures proper documentation for eligible employees
Communication & Policy
- Communicates professionally with hiring managers and department supervisors regarding HR processes, timelines, and requirements
- Promote awareness and understanding of HR policies and procedures across the institution
- Responds to employee inquiries in a timely, accurate, and customer-service-oriented manner
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
* The employee will need to regularly operate and use computers, phones and other electronic equipment
* The employee will frequently communicate and must be able to exchange accurate information with others
* The employee may need to move around their office and/or campus to attend meetings/ classes and to access files, machinery or other job-related tools
* The employee may need to lift and/or move equipment, tools or paperwork up to 25 pounds
* The employee may need to position themselves by reaching, stooping, kneeling or crouching in order to adjust or collect equipment and/or supplies
* Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus
Workplace Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
* Encounters low to moderate noise levels in the work environment