Human Resources Specialist

Integrated Resources Institute•Santa Ana, CA

6d•Hybrid

About The Position

The Human Resources Specialist is responsible for implementing directives from the Human Resources Manager and Chief Operations Officer. This role supports the day-to-day administration of Human Resources operations by ensuring HR processes are completed accurately, efficiently, and in accordance with organizational policies, procedures, and applicable regulations. The Human Resources Specialist serves as a key resource in supporting employee records management, leave administration, benefits administration, workers' compensation processes, compliance requirements, and other essential HR functions. This role is responsible for maintaining the accuracy and integrity of personnel records, HR systems, compliance documentation, and departmental tracking tools while supporting organizational recordkeeping and reporting requirements. The Human Resources Specialist works collaboratively with internal and external stakeholders to support HR processes, maintain compliance requirements, and ensure employee documentation and records are completed accurately and timely. The Human Resources Specialist serves as a resource for routine Human Resources matters by providing administrative support, responding to employee inquiries, and assisting with departmental processes while referring complex matters to the Human Resources Manager. The Human Resources Specialist provides administrative and operational support across all areas of the Human Resources Department and contributes to departmental initiatives that support organizational effectiveness and employee success.

Requirements

Demonstrated experience maintaining confidential employee information and handling sensitive matters with professionalism, discretion, and sound judgment.
Strong organizational and time-management skills, with the ability to manage multiple priorities, monitor competing deadlines, and ensure timely completion of assigned responsibilities.
Excellent verbal and written communication skills, with the ability to communicate professionally and effectively with employees, managers, vendors, and external partners.
Exceptional attention to detail and commitment to accuracy when maintaining employee records, compliance documentation, reports, and data systems.
Proficiency in Microsoft 365 applications, including Outlook, Word, Excel, Teams, and SharePoint.
Experience utilizing HRIS, payroll, learning management, applicant tracking, or other workforce management systems.
Ability to interpret and follow organizational policies, procedures, deadlines, and compliance requirements while exercising independent judgment within established guidelines.
Strong interpersonal skills, with the ability to build positive working relationships while maintaining appropriate professional boundaries.
Demonstrated ability to learn new software systems, adapt to changing priorities, and contribute to process improvements and operational efficiency.
Commitment to full inclusion of all persons with disabilities in their community.

Nice To Haves

Associate’s degree in human resources, business administration, or related field preferred.
Minimum of two (2) years of experience in human resources, benefits administration, or a related field preferred.

Responsibilities

Maintain personnel files and employee records within HR systems and tracking databases, ensuring documents are accurately collected, filed, updated, and retained in accordance with organizational policies and legal requirements.
Conduct periodic audits of personnel files, certifications, licenses, training records, and other employee documentation to ensure accuracy, completeness, and compliance with organizational standards.
Manage employee meal and rest attestation processes by reviewing submissions, resolving discrepancies, maintaining records, and ensuring compliance with organizational requirements.
Prepare and maintain HR reports, tracking logs, compliance records, and other departmental documentation to support HR operations.
Coordinate workers' compensation claim administration by maintaining claim records, filing work status reports, tracking claim-related documentation, and facilitating communication with employees and third-party representatives.
Coordinate leave administration processes by maintaining records, tracking documentation, monitoring deadlines, updating HR systems, and communicating with employees regarding leave requirements.
Assist with the administration of employee benefit programs by maintaining records, coordinating employee communications, and supporting routine benefit-related processes.
Administer ThrivePass and related benefit programs by maintaining eligibility records, performing reconciliations, coordinating employee and vendor communications, and resolving routine account and eligibility matters.
Manage the organization's Learning Management System (LMS) by assigning training, maintaining training records, monitoring completion requirements, and assisting employees and managers with training-related needs.
Coordinate compliance training and certification requirements by monitoring due dates, tracking completion, and managing recertification requirements.
Generate and maintain recurring compliance communications regarding outstanding employee requirements, expiring credentials, overdue training assignments, transportation-related requirements, and other compliance obligations.
Audit employee timekeeping and attestation records to verify compliance with meal and rest period requirements and follow up regarding discrepancies or incomplete information.
Serve as a resource for employees by responding to routine questions regarding HR processes, documentation requirements, benefits administration, leave procedures, training requirements, and personnel records while referring complex employee relations and policy interpretation matters to the Human Resources Manager.
Coordinate employee performance review processes by maintaining review schedules, monitoring completion requirements, maintaining records, and supporting managers and employees throughout evaluation cycles.
Maintain corrective action and performance management records by filing documentation, tracking acknowledgements and signatures, and following up on outstanding documentation requirements.
Coordinate employment-related screening and verification processes, including background checks, drug screenings, motor vehicle records, live scans, and other employment requirements.
Maintain employee transportation compliance records by monitoring required driver documentation, tracking outstanding requirements, requesting updated records, and communicating compliance status to employees and managers.
Maintain HRIS and related HR technology systems by processing employee data changes, auditing records, and maintaining data accuracy across organizational systems.
Process and maintain documentation related to employee status changes, including promotions, transfers, compensation changes, leave status updates, and separations.
Assist with employee offboarding processes by preparing separation documentation, maintaining records, updating systems, and completing administrative offboarding requirements.
Prepare employment verifications, personnel documentation, reports, and other employee-related records in accordance with organizational procedures.
Provide administrative and operational support across all areas of the Human Resources Department and assist with departmental projects, process improvements, and organizational initiatives.
Perform other duties as assigned by the Human Resources Manager and Chief Operations Officer to ensure the effectiveness and continuous improvement of HR operations.