HR Specialist

The HR Specialist is a new, full-time, 37.5-hour workweek position. This position is eligible for a hybrid work arrangement, which includes both remote work and required on‑site attendance.

Candidates must reside within a reasonable commuting distance of the Hollins-Roanoke office to support on‑site requirements. A commute of 45 minutes or less is preferred. What constitutes a reasonable commute will be determined at the discretion of DePaul Community Resources. This position may be expected to work from DePaul’s Hollins-Roanoke office several days per week.

JOB SUMMARY:

The Human Resources (HR) Specialist is a key contributor to the HR Department, providing support across essential functions such as recruitment, onboarding, compensation and benefits administration, HR information systems management, and personnel record auditing to ensure compliance with regulations. While the role involves assisting in multiple HR areas, responsibilities may be focused on specific functions based on organizational needs, which may change over time. This position is essential in ensuring compliance with personnel recordkeeping requirements across all programs and, with training, is expected to gain a deep understanding of relevant regulations and standards.

SUPERVISION RECEIVED AND EXERCISED:

The Human Resources Specialist will report directly to the Director of Human Resources.

ESSENTIAL FUNCTIONS AND DUTIES:

This list is not an exhaustive & all-inclusive list of job responsibilities. The distribution of time allotted for any function or duty is subject to change with or without notice. Nothing in this job description restricts management's right to assign other responsibilities to this job or reassign them elsewhere at any time.

New Hire Onboarding

Before starting date

Contact and guide new hires through the onboarding process

Collect driving records and register with DMV alert as applicable

Process APS (Automated Payroll System) Hire Onboarding

Complete background checks specific to each program

Collect references, interview notes, and other onboarding documentation from supervisors

Collect and verify professional license, e.g., registered nurse, licensed professional counselor, or certification as applicable

Create HR Scan and APS folders and upload onboarding documents

Complete past employment verification through a third-party vendor

Complete LEIE

Enter new hires into Talent LMS

Start Date and after

Send benefits email

Complete I9 using the I9 tracker and upload identifying documents

Complete E-Verify

Confirm results of drug and alcohol screening with supervisor and vendor

Enter new hires into APS

Schedule and meet with new hires to review benefits and Inside DePaul

Confirm new hire enrolled or declined benefits in ENAV

Confirm address, ACA information, or anything in ENAV and input any information necessary to complete benefits enrollment in ENAV

Recruitment

Assist in maintaining the applicant tracking system, including posting all open positions and guiding managers and applicants through the hiring process

Consult with Program Directors to ensure job descriptions are current before posting and notify the HR Director if revisions are requested

Assist with screening applicants based on prerequisite requirements identified in the job description

Upload applicants to APS from third-party job boards

Assist in creating and maintaining interview questions and evaluation criteria

Participate in interviews as assigned

Archive interview questions, evaluation criteria, and notes on the designated network drive and folder

Ensure, whenever possible, that all applicant exercises and tests are vetted through the HR Director or applicable Executive before being implemented in the interview process

Human Resource Information Systems - HRIS

Create and maintain employee records and HRIS/Payroll system, ensuring completion and accuracy of details such as requisitions, employee status forms, employee contact information, job classification, pay rates/scale, headcount/census reports, organizational structure, and staffing changes, resignations, FML, and extended leaves of absence

Enter, update, and term employees from APS and payroll tracking spread, including benefit, tax, name, and marriage status changes

Maintain organizational and location charts and benefits page in SharePoint and ensure timely and accurate updates

Maintain HR folders in SharePoint and network drive; ensure current forms are saved to the proper location; archive documents and files where appropriate in an accurate and timely manner

Create, maintain, and submit employee changes/status reports for directors and executives each pay period

Compensation & Benefits

Provide support during Open Enrollment

Process benefits enrollments and changes via APS feed to ENAV and vendor portals - for termination, cancel ENAV feed to APS - and review employer contributions and employee deductions, complete benefit plan forms for vendors as needed

Assist employees on benefits matters regarding eligibility, coverage, and provisions or directs employees to appropriate contact(s) for follow-up

Assist in processing and tracking claims such as workers' compensation, short-term disability, and long-term disability

Maintain minimum and maximum pay rate spreadsheet by position, including FTE count

Collaborate with the Finance Department in payroll processes regarding benefits enrollment and corresponding deductions, payroll audit; works with HRIS/Payroll SaaS and benefits vendors in system updates, reporting, mass payroll changes, 403b adjustments, and data management

Compliance & Reporting

Process monthly reviews, including,

Introductory (six and twelve-month) performance evaluations due,

Enter all employees in the Exclusion (OIG LEIE) database

Update the Virginia Alert System (DMV) and alert/messaging system with new hires, separations, and changes to employee contact information.

Complete audits of files as requested to ensure compliance with licensing requirements

Provide customized reports from the HRIS/Payroll system as requested and complete annual compliance reporting such as DMV audits, ACA, EEO, OSHA, DOLI & BLS annual reporting and surveys. Collaborates with payroll as needed regarding ACA eligibility tracking and reporting

Ensure hard-copy of personnel files are up-to-date and secure and file personnel documentation promptly

Facilitate, audit, and ensure the completion of triannual background checks

Training & Development

Enter, update, and term employees from TalentLMS

Upload training content to TalentLMS and assign training to appropriate parties with due dates

Track completion of assigned training and notify supervisors and Directors of non-compliance

Assist with creating or editing training content using software such as Camtasia, PowerPoint, TalentLMS

KNOWLEDGE, SKILLS, ABILITIES & OTHER CHARACTERISTICS REQUIRED:

Knowledge, skills, abilities, and other characteristics or KSAOs are attributes needed to perform a job that is demonstrated through qualifying training, education, and experience. This list is not an exhaustive & all-inclusive list of all KSAOs for this job.

Knowledge of:

Office and records administration techniques and procedures

The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar

Microsoft Office Word, Excel, PowerPoint, Outlook, SharePoint, Teams, and virtual meeting applications such as Zoom, Webex, Google Meet

DePaul's policies, procedures, and standard practices and the rules and guidelines established by regulatory and governing agencies

Relevant policies, procedures, and strategies to promote the safety and protection of people, data, and property

Methodologies and resources used to assess the needs of the listener or audience to share information or engage in ongoing communication

Policies, procedures, and guidelines established by professional organizations and governing agencies

Records administration and maintenance techniques and procedures

Skill/Ability to:

Demonstrate the use of interpersonal and verbal skills to defuse emotional situations, calm upset individuals, allay fears, and lessen confusion

Give full attention to what other people are saying, take time to understand the points being made, ask questions as appropriate, and not interrupt at inappropriate times

Demonstrate verbal and written communication and body language that conveys information, ideas, or inquiries effectively and concisely that purveys professional composure, emotional intelligence, thoughtfulness, patience, and respect amidst change, ambiguity, and within the daily trajectories of work

Demonstrate the use of logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems

Complete assignments accurately and with attention to detail

Collect, research, analyze, and organize technical data

Manage multiple priorities and complete assignments on time, accurately, and with attention to detail, and ensure a high-quality work product

Develop and maintain professional working relationships and appropriate boundaries with employees, management, community partners, and business associates, and work collaboratively in a team environment and build strategic relationships

Make arithmetical computations and tabulations

Read and understand information and ideas presented in writing

Operate a personal computer with a general understanding of MS Office Suite, spreadsheets, databases, word processing, email, internet, and online meeting software, and department or program-specific software

Operate standard office equipment such as telephone, calculator, printer, scanner, cellular phone, tablet, computer, postage machine, shredder

Analyze and prepare concise and accurate documents, reports, and correspondence

Effectively market the programs and services of the department and organization

Effectively give public presentations with concise and accurate information crafted for the particular audience

Train others

Accurately prepare and maintain records, files, and report

Review work for accuracy

Exercise sound judgment and critical thinking in decision-making and solving various work-related situations

Learn and adhere to policies, procedures, and guidelines established by DePaul, professional organizations, governing agencies, and local laws, statutes, regulations, codes, and standards related to the area of responsibility

Assist with the general upkeep and cleaning of office areas and agency vehicles

Other Characteristics:

Demonstrate self-awareness, ongoing self-evaluation, and a commitment to being part of a diverse, equitable, respectful, and inclusive workplace where all people are valued

Demonstrate professional composure in difficult and stressful situations

Demonstrate the FIRST (fairness, integrity, respect, safety, trust) values in the daily trajectories of work

Demonstrate professionalism regarding access to sensitive and confidential information related to employees, clients, and business records with no disclosure to others without needing to know.

MINIMUM REQUIREMENTS TO APPLY:

A Bachelor's degree in business management, human resources, or related business field and two years of related experience is required. A comparable combination of education and experience may be considered.

WORK ENVIRONMENT:

The work environment characteristics described herein represent those an employee encounters while performing the position's essential functions. The employee regularly works in an office environment and occasionally in the field. Due to the nature of the work, the incumbent may be exposed to situations of a highly emotional nature; incumbents are expected to use verbal skills to resolve interpersonal situations to achieve desired results independently. Work is generally completed regularly during weekdays; however, daily work hours may vary. Completion of job duties outside of normally scheduled hours may be required. Work is subject to frequent interruptions, and noise levels are varied based on the work location.

PHYSICAL REQUIREMENTS:

The physical demands described herein are representative of those that an employee in this position must meet, with or without reasonable accommodations, to perform the essential functions successfully. Physical activities required are finger dexterity necessary to operate equipment used in the position, effective communication and seeing or hearing verbal cues. Walking for up to one-third of the time, sitting two-thirds or more of the time, standing for up to one-third of the time, bending from one-third to two-thirds of the time, stooping for up to one-third of the time, lifting/pushing/pulling no more than ten pounds are required. When accessing various locations, the incumbent must climb stairs and ramps. This position requires driving approximately ten percent of the employee's working time to various locations. Public transportation may not be available. Individuals needing reasonable accommodations should speak with their immediate supervisor/hiring manager.

SPECIAL REQUIREMENTS AND QUALIFICATIONS:

After a conditional job offer, the following may be required: current DMV driving record with results that comply with insurer guidelines; drug and alcohol screening with satisfactory results stipulated by applicable governing, funding, or regulatory agencies; criminal and child protective services background report. The applicant shall not have been convicted of any barrier crime(s) on the criminal background report. The applicant will have no founded disposition of child abuse or neglect as documented by the Child Protective Services background report.

NOTE:

This description provides information regarding the essential functions of the designated job and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties whose performance may be required of such employees or be used to limit the nature and extent of assignments such an individual may be given.

DePaul is an equal opportunity employer and E-Verify participant.

Flexible work from home options available.