Human Resources Specialist

Employee Group: Full Time Compensation Type: Salary Salary Range: $60,000 - $80,000 annually, based on experience FLSA Status: Exempt Department: Finance & Administration / Human Resources Reports To: Vice President of Finance Location: On Site - Orlando, Florida Version: 1.1 Position Overview The Human Resources Specialist supports the full employee lifecycle and day-to-day HR operations for OPAV, including recruiting, onboarding, employee relations, performance management, payroll and timekeeping, workers' compensation, leave administration, compliance, employee records, training, recognition, and offboarding. The position serves as a primary HR resource for employees and managers and works closely with the Vice President of Finance and company leadership to keep HR processes timely, consistent, well documented, and compliant. This role requires sound judgment, confidentiality, organization, follow-through, and the ability to independently manage recurring responsibilities while escalating significant or sensitive matters as appropriate. Essential Functions Coordinate recruiting activities including job postings, applicant screening, interviews, candidate follow-up, offers, background checks, MVRs, and other pre-employment requirements. Assist hiring managers with candidate evaluation and selection and maintain appropriate recruiting documentation. Coordinate new-hire onboarding, I-9/E-Verify, HR/payroll system setup, orientation, policy and benefit information, required training, and completion of new-hire documentation. Payroll & Timekeeping Review timecards, missing punches, time off, approvals, overtime, and other timekeeping issues; follow up with employees and managers as needed. Assist with weekly employee payroll processing and review, employee changes, deductions, reimbursements, garnishments, and payroll questions. Coordinate with Finance, Labor, and Operations on employee and contractor documentation, onboarding, classification, and payroll-related matters as needed. Employee Relations & Performance Management Serve as an HR resource for employees and managers regarding workplace concerns, policies, attendance, and routine employment matters, and support consistent interpretation and application of company policies. Gather information and assist with workplace investigations, complaints, disciplinary actions, written warnings, performance improvement plans, and corrective actions under the direction of the Vice President of Finance; maintain appropriate confidential documentation. Coordinate and track introductory, 30-, 60-, 90-day, and annual performance reviews as applicable; maintain documentation and manager follow-up. Escalate significant, sensitive, or higher-risk employee relations matters to the Vice President of Finance. Workers' Compensation, Leave & Attendance Coordinate workers' compensation and workplace injury processes, including incident documentation, claim reporting, carrier/medical provider communication, appointments, work restrictions, claim follow-up, and return-to-work coordination. Maintain workers' compensation and workplace injury files and assist with related audits and reporting requirements. Administer and document employee leave, FMLA and other applicable leave, sick leave, attendance matters, and work restrictions; coordinate with management as needed. Compensation, Benefits & Employee Changes Prepare and maintain documentation for promotions, transfers, compensation changes, title or department changes, and other employment status changes; coordinate approved changes with payroll and applicable departments. Assist with compensation research and position reviews as requested. Coordinate benefit enrollments, terminations, qualifying life events, annual enrollment support, routine employee benefit questions, and communication with benefit providers as needed. Training & Development Coordinate required employee and manager training, orientation, and recurring HR training programs; maintain training records and follow up on outstanding requirements. Assist with the development, coordination, and administration of the company’s training program. Assist with HR-related manager training, employee resources, and reference materials covering policies, documentation, performance management, timekeeping, employee relations, and other HR processes. Identify recurring employee or manager issues that may require additional training or process improvements. Employee Recognition & Engagement Coordinate Employee of the Month, anniversaries, milestones, awards, recognition programs, employee engagement activities, and related internal communications. Assist with company employee events and identify opportunities to improve employee communication, recognition, and engagement. Offboarding Coordinate employee resignations and terminations, including separation documentation, final payroll and benefit information, company property and access, and complete separation records. Conduct or assist with exit interviews; track separation reasons and recurring feedback or turnover trends. HR Compliance, Records, Policies & Organizational Administration Maintain accurate personnel files, I-9 records, employee data, and required HR documentation; conduct periodic file, I-9, payroll, and documentation audits and correct missing or outdated records. Support federal, state, and local employment compliance and coordinate unemployment claims, employment verifications, wage requests, garnishments, child support orders, required postings, certifications, licenses, and employment-related information requests. Maintain and periodically review the Employee Handbook; assist with researching, drafting, implementing, and communicating HR policies and procedures; maintain standardized HR forms, templates, and checklists. Maintain current job descriptions, employee roster, and company organizational chart, including approved reporting relationships, new positions, promotions, transfers, title changes, compensation changes, and departmental changes; ensure HR systems and organizational records remain consistent. HR Systems, Reporting & Process Improvement Maintain HR calendars, deadlines, HRIS/payroll data, recurring requirements, action items, forms, trackers, templates, and internal resources. Prepare HR tracking and reporting related to headcount, turnover, recruiting, overtime, attendance, workers' compensation, performance management, and other workforce matters. Coordinate routine HR vendor communication; monitor outstanding HR action items and follow up with managers as needed. Recommend and assist with approved improvements to HR processes, documentation, systems, and workflows, and support HR projects and workforce initiatives assigned by the Vice President of Finance. Core Competencies Organization & Time Management Attention to Detail Confidentiality & Judgment Accountability & Follow-Through Communication Employee Relations Problem Solving Technology Proficiency Adaptability Initiative Qualifications Bachelor's degree in Human Resources, Business Administration, or a related field preferred. Three or more years of HR experience preferred, including employee relations, recruiting, onboarding, workers' compensation, payroll/timekeeping, and compliance. Working knowledge of federal and state employment requirements and experience maintaining confidential HR records. Experience with HRIS, payroll, and timekeeping systems preferred. Strong communication, organization, discretion, and ability to independently manage multiple priorities while recognizing matters requiring leadership review. SHRM-CP, PHR, or similar certification preferred but not required; event production, hospitality, operations, or project-based workforce experience is a plus. Physical Requirements & Work Environment This position primarily operates in a professional office environment but may require interaction with employees in warehouse, event, venue, and other operational environments. The employee must be able to operate standard office equipment, communicate in person and electronically, attend meetings and training, move throughout company locations, and lift up to 25 pounds with or without reasonable accommodation. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. Full-Time Employee Benefits Eligible full-time employees may participate in company-sponsored benefit programs in accordance with applicable plan documents and company policies. Work Schedule The standard schedule for this position is Monday through Friday, 9:00 AM to 6:00 PM. Due to the nature of human resources and OPAV's operations, occasional work outside normal business hours may be required for employee matters, payroll deadlines, investigations, onboarding, terminations, company events, or other time-sensitive business needs. EEO & ADA OPAV provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment in accordance with applicable federal, state, and local laws. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. At-Will Employment Disclaimer This job description describes the general nature and level of work assigned to this position and is not a comprehensive inventory of all duties, responsibilities, or qualifications. Responsibilities may change based on company needs. Employment with OPAV is at will and may be terminated by either the employee or the company at any time, with or without cause or notice, subject to applicable law. #J-18808-Ljbffr