Human Resource Specialist

Job Description

Job Description

Human Resources Specialist Position Summary

The Human Resources Specialist is responsible for the operational administration of Human Resources programs and processes, ensuring accurate employee records, regulatory compliance, and efficient HR operations throughout the employee lifecycle. This role serves as the primary administrator for offboarding, benefits, leave administration, HR systems, personnel records, compensation verification, incentive administration, workers' compensation and unemployment claim administration, reporting, and HR audits.

The Human Resources Specialist coordinates and tracks HR processes, maintains documentation, ensures compliance with company policies and applicable employment laws, and serves as a key liaison between Human Resources, Payroll, Information Technology, Finance, managers, and external vendors.

This position is administrative and operational in nature and does not have responsibility for workplace investigations, employee relations, disciplinary decisions, corrective action plans, or formal performance improvement plans.

Essential Duties and ResponsibilitiesOffboarding and Knowledge Transfer

Lead and coordinate the organization's comprehensive employee offboarding process by:

• Managing resignation and termination workflows and checklists.

• Confirming final employment dates.

• Meeting with managers to develop structured transition plans.

• Establishing timelines, responsibilities, and completion deadlines for all offboarding activities.

• Coordinating operational knowledge transfer between departing employees and managers.

• Ensuring transfer of projects, recurring duties, vendor relationships, reports, calendars, shared inboxes, and system responsibilities.

• Confirming managers identify essential responsibilities, deadlines, contacts, and pending work requiring reassignment.

• Ensuring departing employees prepare or update standard operating procedures, workflow documentation, trackers, and knowledge-base materials.

• Confirming company files are organized within approved storage locations.

• Coordinating with Information Technology regarding account access, ownership changes, data preservation, and access removal.

• Coordinating equipment return and preservation of company records.

• Notifying Payroll, Finance, Licensing, Credentialing, Information Technology, and other applicable departments.

• Coordinating benefit separation notifications and final payroll communication.

• Conducting or coordinating exit interviews and identifying employee-relations trends for leadership review.

• Auditing personnel records following separation.

• Verifying completion of all offboarding requirements.

Personnel Records and HR Compliance

Maintain accurate, complete, and compliant employee records by:

• Establishing personnel file documentation standards.

• Maintaining official employee personnel files.

• Conducting routine personnel file audits.

• Monitoring missing, expired, or incomplete documentation.

• Maintaining document retention schedules and confidentiality requirements.

• Controlling access to confidential employee records.

• Tracking employee classifications, employment status, and exempt/nonexempt designations.

• Maintaining HR compliance trackers.

• Tracking required training and policy acknowledgments.

• Preparing records for internal and external audits.

• Identifying documentation deficiencies and coordinating corrective actions.

• Maintaining required federal and state employment notices.

• Coordinating workplace postings and electronic notices.

• Preserving records associated with audits, investigations, legal holds, and administrative claims.

Employment Eligibility Administration

Maintain employment eligibility documentation by:

• Maintaining federal employment eligibility records.

• Monitoring work authorization documentation and required reverifications.

• Coordinating electronic employment verification requirements where applicable.

• Conducting periodic eligibility documentation audits.

• Escalating missing or questionable documentation.

Human Resources Information Systems (HRIS)

Administer and maintain HR systems by:

• Maintaining accurate employee data.