HR Operations Specialist

Purpose:

Provide specialized operational and analytical support within HR Operations to ensure consistent delivery, compliance, data integrity, and continuous improvement of HR programs and processes. This role supports the administration and effective use of HR systems, translates HR strategies and policies into operational execution, and serves as a subject matter resource for HR data, systems, reporting, compliance, and processes. The HR Operations Specialist partners across HR, Payroll, and the organization to support scalable, data-informed solutions while maintaining appropriate controls and protecting confidential employee and personally identifiable information (PII).  

Core Responsibilities:

HR Systems, Data & Operations  

• Administer and support the organization's HR technology and related processes across the employee lifecycle, including recruiting, onboarding, employee data, payroll, time and attendance, learning, document management, reporting, and offboarding.  
• Maintain HR system and employee data integrity through recurring audits, reconciliations, research, and resolution of data or process exceptions.  
• Manage and audit HR workflows, system processes, documentation, and data transactions to ensure accurate and consistent execution.  
• Support HR system security and user access administration, including periodic access reviews and appropriate handling of confidential employee data and personally identifiable information (PII).  
• Understand and apply appropriate data privacy, confidentiality, access, retention, and handling practices when working with employee and applicant information.  
• Partner with subject matter experts to administer system-based programs and requirements, including role-based learning assignments, recruiting processes, employee documentation, and other HR programs.  
• Research and resolve HR system and process inquiries, including user access, data discrepancies, workflow issues, training assignments, and other routine or moderately complex issues.  
• Participate in the design, testing, implementation, and ongoing refinement of HR system enhancements, integrations, workflows, reports, and process changes.  
• Identify opportunities to improve HR technology and processes through standardization, simplification, automation, and improved controls.  

Reporting, Compliance & Analytics 

• Coordinate recurring HR audits, monthly KPI reporting, annual Affirmative Action Program (AAP) activities, and other HR reporting and compliance requirements.  
• Analyze HR data, metrics, audits, and inquiries to identify trends, exceptions, risks, and opportunities for improvement.  
• Develop and maintain reports and analytical resources that support HR operations, compliance, and business decision-making.  
• Perform data validation and reconciliation across HR processes and system modules to ensure reliable employee, payroll, time, recruiting, and learning information.  
• Maintain and audit companywide I-9 records and processes to support ongoing employment eligibility compliance.  
• Partner with Payroll to support payroll tax compliance activities, including employee tax data review, research and resolution of data discrepancies, system-related tax updates, and recurring compliance activities.  
• Monitor regulatory, policy, and process changes relevant to assigned HR Operations responsibilities and coordinate or escalate required system, documentation, or process updates.  
• Maintain documentation, audit trails, and appropriate controls to support internal and external audit readiness.  

Process, Program & Project Support 

• Support the execution of HR Center of Excellence programs by administering processes, tools, workflows, and documentation to ensure consistent and compliant delivery.  
• Coordinate cross-functional activities with HR, Payroll, business stakeholders, and other subject matter experts to resolve issues and support effective program execution.  
• Develop and maintain standard operating procedures, process documentation, standard work, and knowledge resources for HR systems and processes.  
• Coordinate recurring HR policy reviews with appropriate stakeholders and support implementation of approved policy or process changes.  
• Coordinate HR projects and initiatives involving multiple stakeholders, deliverables, dependencies, and timelines.  
• Provide operational and analytical support across HR Centers of Excellence and the broader HR organization as business needs require.  
• Perform other duties and HR projects as assigned.  

Qualifications: 

• Required Bachelor's degree in Human Resources, Business, Information Systems, or a related field, or equivalent combination of education and relevant experience. 
• 3+ years of professional experience in Human Resources, HR operations, or a related field, with experience supporting and working with HRIS platforms and other HR technology solutions.
• Demonstrated experience working with employee data, reporting, auditing, and process administration.  
• Working knowledge of the importance of data privacy, confidentiality, and appropriate handling of personally identifiable information (PII).  
• Proficiency with Microsoft Office applications, including Excel and PowerPoint.  
• Demonstrated ability to manage multiple projects, priorities, and recurring deliverables.  
• Ability to work effectively with highly confidential and sensitive employee and organizational information.  

Preferred Experience  

• Administering Dayforce or a comparable integrated HR platform supporting multiple areas such as HR, payroll, time and attendance, recruiting, and learning.  
• Advanced Microsoft Excel skills, including experience analyzing, reconciling, and reporting on large data sets.  
• Experience with HR reporting, analytics, or business intelligence tools.  
• Experience supporting HR compliance activities such as I-9, Affirmative Action Programs, payroll tax compliance, or related regulatory requirements.  
• Experience participating in HR system implementations, enhancements, integrations, testing, or process automation.  

Skills & Competencies: 

• HR Systems & Technology – Understands integrated HR technology, data relationships, workflows, security, and the downstream impacts of system and process changes.  
• Data Analysis & Reporting – Analyzes and interprets HR data to identify trends, exceptions, risks, and opportunities and translates findings into actionable information.  
• Critical Thinking & Problem Solving – Investigates issues, identifies root causes, evaluates downstream impacts, and develops practical solutions within established organizational requirements.  
• Data Privacy & Confidentiality – Demonstrates sound judgment when accessing, using, sharing, and maintaining confidential employee information and PII.  
• Compliance & Controls – Promotes an environment of doing the right thing while maintaining appropriate controls and adherence to established policies, procedures, and regulatory requirements.  Continuous Improvement – Identifies opportunities to improve performance and user experience through standardization, simplification, automation, and effective use of technology.  
• Planning & Organization – Effectively manages multiple concurrent priorities, recurring responsibilities, projects, and deadlines.  
• Cross-Functional Collaboration – Builds productive relationships across HR, Payroll, business stakeholders, and subject matter experts to accomplish shared objectives.  
• Communication – Communicates clearly and professionally and can translate system, process, compliance, or data-related information for different audiences.  
• Adaptability & Flexibility – Maintains effectiveness as priorities, systems, processes, responsibilities, and business requirements evolve.  
• Ownership – Takes accountability for assigned processes and deliverables, proactively identifies issues, and follows through to resolution.  
• Calumet Values – Demonstrates Calumet's values of Safety, Environment & Social Responsibility, Teamwork, Ownership, Passion for Customers, and Excellence.