HR Specialist

Summary/Objective: 

Under the direction of the HR Manager, the Human Resources Specialist focuses in HR areas of expertise including, but not limited to benefits administration, compensation, 401k, clearances, employment law and regulation, insurance policies, employee leave, and specializes in employee relations and agency policy. In addition, the Specialist will help drive the success of the Agency by identifying and helping to recruit and retain talented people, filling hard-to-place roles, and performing a variety of tasks supporting employee engagement and company culture development. Further, the Specialist will provide the support, service, and knowledge base employees need to be successful in the agency’s workforce by promoting a positive and fast paced work environment that supports the agency’s strategic goals, mission, and values. 

Essential Functions:

Assists the Manager of Human Resources and the HR Department’s overall success with numerous HR related job duties to include: 

1. Assists with the development and dispersal of Agency policies as needed; as appropriate, participates in the Policy Development Committee.

2. Maintains and ensures proper recordkeeping and HR actions.

3. Maintains employee-related databases, including both paper and digital to ensure all required employee documentation is collected and maintained. 

4. Prepares and analyzes reports necessary to carry out the functions of the department and Agency. Prepares reports for management, as necessary or requested.

5. Assists HR Manager with maintaining HRIS by processing changes, updates, and troubleshooting issues. 

6. Performs personnel record audits.

7. Completes employee verifications and requests for information according to policy and law. 

8. Protects organization's value by keeping information confidential.

9. Complies with federal, state, and local legal requirements by reviewing existing and new legislation; assist with enforcing adherence to requirements.

10. Completes new hire and benefits training as needed.

11. Processes all new hires to include but not limited to; pre-hire paperwork, reference checks, background checks, physicals, SCR clearances, I-9 Verification, and license checks through the NYS DMV. Ensures that all new hires are onboarded according to agency standards and regulations. Remains up to date with new hire and personnel file management requirements from licensing agencies. Updates onboarding processes to ensure compliance with all hiring requirements from licensing agencies. 

12. Ensures the tracking of employees who are onboarding to include being the point of contact for facilitating all onboarding needs and clearances. Must ensure clearances, references, and required documentation for employees are being fulfilled according to regulation. Reports issues or concerns to the HR Manager and follows up and tracks concerns as needed. 

13. Manages all employee benefits to include new hire enrollment, open enrollment, FMLA, NY PFL, Disability, Medical, Dental, and other employee benefit plans. Updates benefits system for employee changes ongoing. 

14. Acts as liaison between employees and benefit providers to help resolve issues and provide general information. 

15. Completes payroll processes in HR in conjunction with the HR Manager and Payroll team. 

16. As needed, completes monthly tasks for HR expenditure tracking; HR Credit Card reporting. 

17. Acts as the main point of contact for all internship programs.

18. Serves as the initial contact and liaison for intake and assessment of employee complaints and other employee relations matters such as harassment allegations, work complaints or other concerns and then informs the necessary parties as needed. 

19. Provide guidance and support to employees and director/managers on performance-related issues including, but not limited to corrective actions, performance improvement plans and conflict management. 

20. As needed, oversees the disciplinary process, ensuring it is handled consistently, fairly, and in compliance with company policies and legal requirements. Advises managers on appropriate disciplinary actions and documents all relevant interactions.

21. Ensures CHJC maintains active Wellness and Staff Appreciation committees and acts as the acting committee chair. 

22. Assists in interviewing processes as requested. 

23. Utilizes HRIS system for recruiting candidates; keeps job openings current; and ensures postings accurately and successfully market for positions 

24. Utilizes selection process in recruitment, and works with hiring directors/managers for applicant selection to include using recruitment and application websites, attending job fairs, searching for active and passive applicants, and ensuring applicants fit the Agency’s needs and are treated in a way that upholds the Agency’s image within the community 

25. Stays current on Agency polices, compensation structure, and benefits in a supporting recruitment role; Makes suggestions for improvement. 

26. Serves as a point of contact in the HR Managers’ absence.

27. As requested, prepares and maintains HR-related reports and metrics such as turnover rates, vacancy rates, exit interviews, headcount, employee satisfaction and EEO reporting.

28. Maintains the organization and culture of the HR office, employee friendly, efficient, accurate, and welcoming.

29. Performs customer service functions by answering employee requests and questions. 

30. Other HR duties as assigned. 

Special Requirements:

Work Environment: Office environment will require occasional travel to recruitment events, conferences and/or meetings. Works in an office setting with a controlled temperature environment.  Occasional exposure to inclement weather conditions may occur depending upon assignments.  

Equipment: This position is required to maintain a working knowledge of related office equipment including personal computers and printers, audio-visual equipment, telephone systems, copiers, fax machines, etc.

Physical Demands: Must be able to sit, stand, walk, lift, carry, push/pull, climb, bend, and stoop. Must be able to perform fine motor skills, read, and type. Must be able to sit for long periods of time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position Type/Expected Hours of Work:

Full-time, traditional hours required along with occasionally some non-traditional hours. This position requires you to work on-site, and offsite. 

Travel:

Travel is required throughout service area (Jefferson, Lewis, Oswego, and St. Lawerence County).

Required Education and Experience: 

A bachelor’s degree in business or related field and two years of related experience/training, or an associate’s degree in business or related field and four years related experience/training. SHRM certification is desired but not required. Must possess excellent, written, oral, and presentation skills. Knowledge of the internet and social media. The individual must have proficient computer skills and a working knowledge of all Microsoft Suite software (Word, Excel, PowerPoint, Teams, and Outlook) and graphic design tools (i.e. Canva)

Skills/Abilities/Knowledge:

Strong organizational abilities and office skills are essential for this position. This person must also have excellent people skills and be a team player. Must be able to work with privileged information in an unbiased and ethical manner. Ability to work with diverse populations. Must demonstrate effective and excellent oral and written communication skills and the ability to work cooperatively with others. Must be detail-oriented and possess excellent time-management skills. Requires self-direction, tact, diplomacy, and the ability to be clear, courteous, and professional. Able to react to change productively and handle other duties as assigned.

Additional Eligibility Qualifications: 

Must maintain privacy of confidential information. Successful completion of routine pre-employment requirements as mandated by the New York State Department of Health, Office of Mental Health and Office of Children and Family Services along with ongoing clearances and exclusion checks. These requirements are to include employment health requirements, reference checks, criminal background checks/fingerprinting, State Central Registry clearance and your eligibility to work in the United States. A valid NYS driver’s license required. Corporate Compliance, HIPAA Privacy Security, and Workplace Harassment and Discrimination Training and Nonviolent Crisis Intervention, First Aid and CPR will be required following date of hire.