HR Specialist

National Psychiatric Care and Rehabilitation Services•San Jose, CA

21h

About The Position

We are seeking a highly organized, experienced HR Specialist to support the HR Director with a wide range of administrative and operational HR functions. This role is critical in ensuring smooth recruiting, onboarding, benefits administration, payroll support, recordkeeping, and compliance processes. The ideal candidate has at least 6 years of clerical/HR experience, strong attention to detail, and thrives in a fast-paced, multi-facility environment. Key Responsibilities Benefits Administration Manage day-to-day benefits enrollment, changes, and terminations (medical, dental, vision, 401(k), life/AD&D, voluntary benefits). Serve as primary point of contact for employees with benefits questions; coordinate with carriers and resolve discrepancies. Track and reconcile monthly benefits invoices; ensure accurate deductions and employer contributions. Assist with ACA compliance (1095 forms) Recruiting & Onboarding Post and sponsor job openings (internal/external) on platforms like Indeed, LinkedIn, and company career page. Screen resumes, schedule interviews, and coordinate with hiring managers. Manage full pre-employment process. Prepare and send offer letters, job descriptions (JDs), and onboarding packets. Lead new hire orientation. Develop/maintain onboarding materials. Payroll & Timekeeping Support Verify and submit timecard approvals in Humanity/Deputy for hourly staff. Audit time-off accruals, sick/PTO balances, and ensure correct policy application (full-time vs. part-time/per diem). Assist with payroll questions, direct deposit updates, and final pay processing. Support minor payroll-related tasks and compliance checks. General HR Administration & Record-keeping Accurately enter data into HR software (BambooHR) for new hires, terminations, performance, benefits, etc. Maintain accurate, secure employee files with completed paperwork. Assist with recordkeeping, reports, and audits for new hires, terminations, benefits, payroll, etc. Perform clerical duties: copying, filing, faxing, data entry, invoice reconciliation, and timely payment processing. Ensure compliance with company policies, state/federal regulations, and HIPAA/privacy standards.

Requirements

Minimum 5 years clerical experience in HR (benefits, recruiting, onboarding, leave of absence & payroll support preferred).
Prior payroll experience required.
HRIS experience highly preferred.
Proficient in Microsoft Office Suite (Word, Excel, Outlook) or related software.
Excellent verbal and written communication skills.
Strong interpersonal, customer service, and problem-solving abilities.
Exceptional organizational skills, attention to detail, and ability to manage time effectively.
Ability to work independently, maintain concentration, and think clearly in a fast-paced environment.
Basic understanding of clerical procedures, recordkeeping, and filing systems.
Ability to handle confidential information with discretion.
Comfortable in a multi-facility environment.

Responsibilities

Manage day-to-day benefits enrollment, changes, and terminations (medical, dental, vision, 401(k), life/AD&D, voluntary benefits).
Serve as primary point of contact for employees with benefits questions; coordinate with carriers and resolve discrepancies.
Track and reconcile monthly benefits invoices; ensure accurate deductions and employer contributions.
Assist with ACA compliance (1095 forms)
Post and sponsor job openings (internal/external) on platforms like Indeed, LinkedIn, and company career page.
Screen resumes, schedule interviews, and coordinate with hiring managers.
Manage full pre-employment process.
Prepare and send offer letters, job descriptions (JDs), and onboarding packets.
Lead new hire orientation.
Develop/maintain onboarding materials.
Verify and submit timecard approvals in Humanity/Deputy for hourly staff.
Audit time-off accruals, sick/PTO balances, and ensure correct policy application (full-time vs. part-time/per diem).
Assist with payroll questions, direct deposit updates, and final pay processing.
Support minor payroll-related tasks and compliance checks.
Accurately enter data into HR software (BambooHR) for new hires, terminations, performance, benefits, etc.
Maintain accurate, secure employee files with completed paperwork.
Assist with recordkeeping, reports, and audits for new hires, terminations, benefits, payroll, etc.
Perform clerical duties: copying, filing, faxing, data entry, invoice reconciliation, and timely payment processing.
Ensure compliance with company policies, state/federal regulations, and HIPAA/privacy standards.