Human Resource Specialist

Human Resource Specialist

Summary of Job:

The Human Resources Specialist is a versatile role responsible for a wide range of HR and payroll functions. This role supports a wide range of HR functions including employee engagement, recruitment, onboarding and offboarding, HR reporting and analysis, compliance.

You will also be cross-trained in various HR and payroll responsibilities, have the opportunity to participate in department-wide projects, and provide coverage for other HR and Payroll functions as needed. The ideal candidate is a detail-oriented professional who can manage multiple priorities and maintain strict confidentiality.

Essential Job Duties:

Payroll

• Maintain accurate employee information in the HRIS/payroll system, including leave balances, overtime, tax information, garnishments, and benefit deductions.
• Review and ensure the accuracy of approved timesheets, resolving any inconsistencies to ensure compliance with all applicable rules and regulations.
• Administer paychecks, direct deposits, deduction summaries, and earning statements for all employees on a semimonthly schedule.
• Prepare, process, and file state and federal payroll tax returns (e.g., Form 941, DE 9, W2/W3) and other required reports by their deadlines.
• Reconcile payroll accounts monthly and yearly and complete all assigned month-end close activities.
• Prepare internal payroll reports as needed and participate in internal and external audits (e.g., 403(b), program audits).
• Research and resolve any payroll errors by making necessary corrections and adjustments with appropriate approval.

Human Resources

• Maintain the highest level of confidentiality regarding all human resource activities.
• Serve as a first point of contact for the HR department, answering calls and greeting visitors in a professional manner.
• Process Payroll Authorization (PA) forms and prepare contingent offer letters using established templates.
• Manage new hire processes, including benefits enrollment, I-9 verification, and tracking of immunization records.
• Coordinate and conduct new hire orientation and onboarding activities to ensure a smooth transition for new employees.
• Provide administrative support to the HR staff, including managing correspondence, scheduling appointments, and preparing reports.
• Assist with the administration of employee leaves, workers' compensation claims, and EDD UI claims.
• Manage all off-boarding processes, including conducting exit interviews, processing final paperwork, and ensuring the return of company property.
• Maintain and audit confidential HR files and records to ensure compliance.
• Track mandatory training, certifications, and employee anniversary milestones.
• Support and coordinate employee appreciation events and other employee-focused activities.
• Provide support to the Human Resources Supervisor and Chief Human Resource Officer (CHRO) on special projects and reports as assigned.

Cross-Functional Support & Projects

• Be cross-trained in various HR functions to provide flexible support across the team (i.e. Payroll, Workers Comp, Engagement, other tasks, as needed).
• Participate in department initiatives, special projects, and process improvements.
• Provide backup coverage for other HR and Payroll team members as needed.
• Other duties as assigned.

Minimum Qualifications :

• Bachelor’s Degree in a related field or the equivalent combination of education and work experience.
• At least three (3) years of direct payroll processing experience.
• At least two (2) years of experience in a human resources support role is strongly preferred.
• In-depth knowledge of Federal and California payroll tax and labor laws.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with HRIS/payroll software.
• Excellent written and verbal communication skills with a strong focus on detail and accuracy.
• Proven ability to maintain confidentiality and handle sensitive information with discretion.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Ability to manage multiple priorities and maintain confidentiality.
• Comfortable in a fast-paced and team-oriented setting.
• Background Fingerprint Clearance
• Drug Test Clearance
• Bilingual Spanish/English preferred

Licenses & Certifications :

• Current CA Driver’s License & proof of Automobile Insurance

Physical & Mental Demands:

• Office Environment requires a lot of time in front of computer.
• Ability to remain calm and responsive when accidents occur with employees.
• Ability to handle multiple tasks simultaneously