Human Resources Specialist

Job Summary

The Human Resources Specialist supports the day-to-day operations of the Human Resources department, helping ensure employee records, HR systems, and administrative processes are accurate, organized, and running smoothly. This role provides administrative support throughout the employee lifecycle, assists with HR programs and initiatives, and serves as a resource for employees and managers on routine HR processes.

The HR Specialist will support the initiative to modernize how we manage employee information, including digitizing historical records, organizing electronic files, and supporting our ongoing efforts to reduce paperwork and improve efficiency across the organization.

The ideal candidate is organized, detail-oriented, comfortable working with technology, and enjoys finding better ways to get things done.

Essential Job Functions

HR Operations & Employee Lifecycle Support

• Provide day-to-day administrative support to the HR team across multiple company locations.

• Support onboarding and offboarding processes, including preparing new hire materials, maintaining checklists, processing documentation, and tracking completion of required steps.

• Prepare employee correspondence, forms, reports, spreadsheets, and other HR materials.

• Assist with employee events, engagement activities, surveys, recognition programs, and other HR initiatives, including communications, coordination, materials, and administrative follow-up.

• Respond to routine employee and manager questions about HR forms, systems, records, and processes, directing more complex or sensitive matters to the appropriate HR team member.

• Support recurring HR processes, including performance reviews, employee communications, reporting, and other departmental projects.

• Help maintain HR calendars, trackers, shared resources, and other tools used to organize departmental work.

HR Systems & Employee Data

• Create and maintain employee records in Dayforce and other company systems, including employee information, positions, departments, reporting relationships, and employment status.

• Process approved employee changes, including new hires, transfers, promotions, compensation changes, and separations.

• Create and update job titles, job codes, and related job information following appropriate approvals.

• Review HR system data for accuracy and completeness, correct routine errors, and follow up on missing or inconsistent information.

• Maintain accurate records of changes, approvals, and supporting documentation.

• Assist with routine reporting and data reconciliation across HR, payroll, and other company systems.

Records Management & Digitization

• Maintain organized, accurate, and confidential employee records, both electronic and paper, in accordance with company requirements.

• Support the company's ongoing transition from paper-based records to electronic recordkeeping.

• Digitize historical paper records and upload documentation into the appropriate systems, including HRIS, ERP, QMS, and other designated databases.

• Verify that digitized records are complete, accurate, accessible, and properly stored before coordinating the secure destruction of eligible paper originals in accordance with retention requirements.

• Work through existing backlogs of paper records and legacy electronic files, organizing, updating, and migrating information into current systems and folder structures.

• Maintain consistent electronic filing practices so records are easy to locate, retrieve, and maintain.

• Upload and maintain required training documentation, acknowledgments, certifications, and other employee records received from the appropriate departments.

• Support records requests and audits by locating and preparing authorized documentation.

Process Improvement & HR Projects

• Identify opportunities to simplify administrative processes, reduce duplicate work, and improve the accuracy and accessibility of HR information.

• Help develop and maintain clear instructions, templates, checklists, and other resources that support consistent HR processes across locations.

• Participate in projects to improve HR systems, recordkeeping, document storage, and employee services.

• Support the rollout of new or updated HR processes, tools, and programs.

• Assist with additional HR administrative projects and priorities as business needs evolve.

Decision-Making & Accountability

• Independently manage assigned administrative responsibilities and deadlines while maintaining accuracy and responsiveness.

• Follow established company procedures and obtain appropriate approvals before processing employee or organizational changes.

• Recognize when an issue requires additional guidance and escalate sensitive, unusual, or higher-risk matters to the appropriate HR team member.

• Maintain confidentiality and exercise sound judgment when handling employee information.

• Take ownership of assigned work, communicate progress or delays, and follow through to completion.

Required Qualifications

• High school diploma or equivalent required; associate degree or coursework in Human Resources, Business Administration, or a related field preferred.

• At least one year of administrative, data entry, records management, HR support, or related experience. Relevant internship experience may be considered.

• Proficiency with Microsoft Office applications, particularly Outlook, Word, and Excel.

• Strong organizational skills, attention to detail, and ability to manage multiple tasks and deadlines.

• Comfortable learning and working in different software systems and databases.

• Clear written and verbal communication skills and a helpful, professional approach to working with employees and managers.

• Ability to handle confidential information with discretion.

• Strong follow-through, initiative, and willingness to learn.

Preferred Qualifications

• Previous administrative experience in Human Resources, manufacturing, or a multi-location organization.

• Experience with Dayforce or a comparable HR information system.

• Experience maintaining electronic records, organizing shared files, or digitizing paper documentation.

• Familiarity with employee lifecycle processes, HR terminology, and records retention practices.

Key Competencies

• Organization and attention to detail

• Accountability and follow-through

• Confidentiality and professionalism

• Customer service and communication

• Systems and technology aptitude

• Problem-solving and initiative

• Collaboration and adaptability

• Continuous improvement

Career Progression

The Human Resources Specialist is an entry-level position within the HR career path, offering opportunities to develop experience in HR operations, systems, employee services, records management, and process improvement. With demonstrated proficiency and continued professional development, potential career paths include Human Resources Generalist, Human Resources Business Partner, or specialized HR roles.

Physical Requirements

• Prolonged periods of sitting and working at a computer.

• Frequent use of a computer, telephone, scanner, and standard office equipment.

• Ability to occasionally stand, walk, bend, reach, and lift up to 20 pounds.

• Ability to enter manufacturing areas as needed and wear required personal protective equipment.

Work Environment

This position is primarily performed in an office environment, with occasional time in manufacturing or production areas to support HR activities. Appropriate personal protective equipment must be worn when entering operational areas. Work arrangements are based on business needs and company policy.

Success Measures

• Accurate and timely completion of HR transactions and employee lifecycle processes.

• Organized, complete, and accessible employee records.

• Measurable progress in digitizing historical records and reducing paper-based processes.

• Reliable support for HR programs, employee events, and recurring administrative activities.

• Responsiveness and follow-through with employees, managers, and HR team members.

• Identification and implementation of practical improvements to administrative workflows.

• Consistent protection of confidential employee information.

Benefits

Subject to the terms, eligibility requirements, and amendment provisions of the applicable plans and policies:

• 401(k) with matching

• Dental insurance

• Employee assistance program

• Flexible spending account

• Health insurance

• Health savings account

• Life insurance

• Paid time off

• Tuition reimbursement

• Vision insurance

Pre-Employment Drug Testing

All applicants offered employment may be required to successfully complete post-offer screening requirements where permitted by applicable law and in accordance with company policy.

At-Will Employment

Nothing in this job description alters the at-will nature of employment where applicable. Nothing in this job description creates a contract of employment or alters the at-will employment relationship.

Equal Employment Opportunity Statement

The Company is an Equal Opportunity Employer and prohibits discrimination and harassment on the basis of any protected characteristic under applicable federal, state, or local law.