Human Resources Generalist

Human Resources Generalist

The Human Resources Generalist is responsible for managing the full employee lifecycle for all office staff from sourcing and recruitment through onboarding, credentialing, active employment administration, and offboarding. This role is the operational backbone of administrative HR ensuring that every office employee is hired compliantly, onboarded thoroughly, credentialed before Day 1, tracked through their probationary period, maintained accurately in the HRIS and timekeeping systems, and separated properly when employment ends.

Office Staff Recruitment & Hiring

Source qualified candidates for all open office staff positions through job boards, professional networks, referrals, and targeted outreach.

Post and manage job listings across active recruiting platforms and maintain accurate job descriptions for each office role.

Conduct initial phone screens to evaluate candidate qualifications, cultural fit, and availability.

Schedule and coordinate interviews between candidates and hiring managers or the HR Director.

Manage offer communications, pre-employment documentation collection, and hiring decisions in alignment with HR policy.

Maintain an active and organized candidate pipeline for all open office positions and provide weekly updates to the HR Director.

New Hire Onboarding

Execute the full onboarding process for all incoming office staff from offer acceptance through completion of the first week.

Ensure all pre-employment requirements are completed and verified before the employee's first day, including credentials, I-9 documentation, E-Verify, and signed offer materials.

Facilitate new hire orientation, ensuring employees understand policies, systems, expectations, and culture.

Coordinate with IT, operations, and department managers to ensure workstation access, system logins, and equipment are ready on Day 1.

Track onboarding completion for each new hire and follow up on any outstanding items until fully resolved.

Serve as the primary point of contact for new hire questions during the onboarding period.

Fingerprint Clock-In System Administration

Enroll all incoming office staff in the fingerprint clock-in system on or before their first day of employment.

Verify that each employee's fingerprint profile is active, functional, and linked to their correct HRIS record before their first shift.

Troubleshoot and resolve fingerprint enrollment issues promptly in coordination with IT or the system administrator.

Process clock-in system deactivations for separated employees on the same day as their termination effective date.

Maintain accurate records of all active fingerprint clock-in enrollments and flag any discrepancies to the HR Director.

Credentialing & Pre-Employment Compliance

Identify and collect all required credentials, certifications, and licenses for each office role before the employee's start date.

Verify the authenticity and validity of all submitted credentials before the employee begins work.

Maintain a credential tracking system for all office staff that includes issue dates, expiration dates, and renewal deadlines.

Send proactive renewal reminders to office staff in advance of any credential expiration.

Escalate any credential gaps, delays, or verification issues to the HR Director immediately.

Ensure zero office staff members begin employment with incomplete or unverified credentials.

E-Verify Administration

Complete E-Verify submissions for all office staff new hires within 3 business days of the date of hire.

Document all submission dates, case numbers, and final E-Verify statuses in the employee's personnel file.

Manage Tentative Non-Confirmation (TNC) cases in accordance with federal guidelines and escalate to the HR Director immediately upon receipt.

Maintain 100% E-Verify compliance across all office staff hires with no exceptions or missed submissions.

Probation Period Tracking

Maintain a current and accurate probation tracker for all office staff employees serving a probationary period.

Log each employee's probation start date, scheduled end date, and applicable performance review milestone upon hire.

Issue timely notifications to the HR Director and the employee's direct manager in advance of each probation period end date to ensure performance reviews are completed on time.

Document probation outcomes, including successful completion, extension, or termination, in the employee's personnel file and HRIS record.

Escalate any employee who reaches their probation end date without a completed review to the HR Director immediately.

Ensure no employee transitions out of probationary status without a documented and approved performance determination.

Terminations & Offboarding

Initiate the full offboarding process on the same day a separation is confirmed, whether voluntary or involuntary.

Collect all company property, including access badges, equipment, and keys, on or before the employee's last day.

Deactivate system access, HRIS records, and fingerprint clock-in enrollment on the effective date of termination.

Process and file all required separation documentation, including resignation letters, termination notices, and final pay notifications, in coordination with payroll.

Conduct or coordinate exit interviews as directed by the HR Director and document findings for HR records.

Ensure COBRA or benefits continuation notices are issued within legally required timeframes in coordination with the benefits administrator.

Update the employee's HRIS status and personnel file to reflect separation accurately and on time.

Maintain a termination log that tracks all separations by date, type, and department for reporting purposes.

HRIS Administration

Enter all office staff new hire information into the HRIS on the same business day as hire confirmation.

Update employee records in the HRIS at each employment milestone, including onboarding completion, status changes, promotions, and terminations.

Ensure all HRIS records for office staff are complete, accurate, and audit-ready at all times.

Run HRIS reports on office headcount, onboarding status, probation, open positions, and separations as requested by the HR Director.

Identify and correct any data entry errors or record discrepancies promptly.

Personnel File Management

Maintain complete and organized personnel files for all office staff in compliance with documentation standards and applicable employment law.

Ensure all required documents are collected, filed, and current for each active employee, including offer letters, I-9s, signed policies, credentials, probation records, and performance documents.

Conduct routine audits of office staff personnel files to identify and resolve any gaps or missing documentation.

Safeguard the confidentiality and security of all employee files and records.

Maintain separated employee files in accordance with applicable records retention requirements.

Orientation Materials Management

Maintain and update the new hire orientation PowerPoint presentation to reflect current policies, procedures, organizational structure, and any operational changes.

Review and revise the orientation deck before each new hire orientation cycle to ensure accuracy and relevance.

Collaborate with the HR Director and department heads to incorporate updated content, compliance requirements, or cultural messaging into orientation materials.

Ensure orientation materials are professional, consistent with branding, and aligned with the employee experience standard set by the HR Director.

Employee Birthday Tracking

Maintain a complete and up-to-date birthday tracker for all active office staff.

Add new hires to the birthday tracker upon onboarding completion and remove separated employees promptly.

Provide timely notifications or reminders to the HR Director or leadership team as directed to support employee recognition efforts.

Keep the tracker accurate, organized, and accessible for the HR team's use.

Ad Hoc HR Support

Complete additional tasks and special projects as assigned by the HR Director.

Support HR operations during audits, compliance reviews, open enrollment, or high-volume hiring periods.

Assist with policy updates, HR communications, and process improvement initiatives as directed.

Participate in HR team meetings and contribute to the continuous improvement of HR systems.