Human Resources Specialist

Human Resources Specialist - Job Overview

The Human Resources Specialist provides essential administrative and clerical support to the HR department. This role supports a variety of HR functions, including payroll processing, leave of absence administration, recruitment support, onboarding, documentation management, and benefits-related bill reconciliation. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment while maintaining confidentiality and accuracy.

Key Responsibilities

Leave of Absence (LOA) Administration

• Track and manage employee leave of absence requests and supporting documentation
• Communicate with employees regarding leave status, requirements, and next steps
• Monitor leave timelines and follow up as needed to ensure compliance with company policies and applicable regulations

Recruitment Support

• Post and maintain job openings on approved platforms and company websites
• Coordinate interview scheduling and communicate with candidates throughout the hiring process
• Support pre-employment and pre-onboarding activities, including background checks and reference verification

Onboarding and Orientation

• Coordinate the new hire onboarding process and orientation sessions
• Prepare and distribute onboarding materials and new hire documentation
• Ensure completion and accuracy of all required onboarding paperwork

Payroll Support

• Assist with payroll processing, including data entry, updates, and report generation
• Ensure payroll information is accurate and processed in a timely manner
• Respond to payroll-related questions and assist with resolving discrepancies
• Experience with payroll systems (e.g., Paycom) is a plus

Standard Operating Procedures (SOPs)

• Create, update, and maintain HR-related standard operating procedures
• Ensure procedures are clearly documented and accessible to appropriate stakeholders

Document & SharePoint Management

• Organize and maintain HR files and documentation repositories
• Ensure HR resources and materials are current, accurate, and easily accessible
• Provide basic support to users related to document access and organization

Benefits & Bill Reconciliation Support

• Serve as backup support for reconciling monthly benefit-related invoices (e.g., insurance providers, union dues, and other employee programs)
• Verify accuracy of billing and assist with timely processing and payment
• Maintain organized records of invoices, reconciliations, and related communications

Employee Engagement

• Help with the planning and coordination of employee events
• Serve as point of contact for vendors
• Assist with compilation of internal newsletter

Other duties as assigned.

Required Qualifications

• High school diploma or equivalent required; associate’s or bachelor’s degree in Human Resources, Business Administration, or a related field preferred
• 0–2 years of experience in Human Resources, payroll, benefits, or administrative support (internships or relevant coursework accepted)
• Working knowledge of California employment fundamentals, including employee onboarding requirements, wage and hour concepts, and leave tracking
• Strong organizational and time-management skills with the ability to handle multiple priorities and deadlines
• Exceptional attention to detail and accuracy when handling employee data and confidential information
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams) and comfort navigating document management systems such as SharePoint
• Clear, professional written and verbal communication skills
• Ability to follow established policies, procedures, and compliance guidelines
• Demonstrated discretion and ability to maintain confidentiality in accordance with California privacy expectations

Preferred Qualifications

• Exposure to California leave programs, including CFRA, FMLA, PDL, Workers’ Compensation, and/or SDI coordination
• Experience supporting payroll processing in a California environment, including timekeeping and basic wage compliance concepts
• Familiarity with HRIS and payroll platforms such as Paycom or similar systems
• Experience assisting with benefits administration and benefit-related bill reconciliation
• Prior experience organizing or maintaining employee records in compliance with California record-retention requirements
• Experience supporting recruiting, onboarding, or employee engagement initiatives

Skills & Competencies

• Ability to interpret and apply HR procedures consistently and accurately
• Strong customer service mindset when supporting employees and managers
• Ability to recognize compliance-related issues and escalate appropriately
• Adaptability in a fast-paced, highly regulated environment
• Professional judgment, integrity, and accountability