HR Specialist

The HR Specialist role provides critical administrative, analytical, and documentation support to the Human Resources, Payroll, and Safety departments. This position ensures accurate payroll processing, timely completion of required safety training, and consistent employee documentation across the workforce. The role supports HR functions including onboarding, employee records, compliance, and employee relations, while also managing payroll-related administrative processes to ensure employees are paid accurately and on time. This role is ideal for someone who is detail-oriented, organized, and able to manage multiple administrative workflows that directly support safe operations, payroll accuracy, and a consistent employee experience. Key Responsibilities Human Resources Responsibilities Assist with new hire onboarding, including documentation, orientation scheduling, and safety/HR policy acknowledgment. Maintain accurate employee files, training records, certifications, and compliance documentation. Help coordinate workforce training (safety, HR, compliance, leadership). Assist with recruiting logistics: posting jobs, screening applicants, and scheduling interviews. Support HR in administering company policies, benefits communication, and employee engagement initiatives. Provide frontline employees with guidance on HR processes, forms, and resources. Payroll Responsibilities Process weekly payroll accurately and timely for all employees. Maintain payroll records and ensure employee pay data, tax withholdings, direct deposit information, and deductions are current and accurate. Review timesheets, attendance records, PTO usage, and payroll exceptions for accuracy prior to payroll submission. Coordinate with managers and supervisors to resolve payroll discrepancies, missing time, and compensation adjustments. Support garnishments, wage attachments, child support orders, and other required payroll deductions in compliance with federal and state regulations. Assist with payroll audits, reporting, and reconciliation of payroll-related records. Support benefits deductions, 401(k) contributions, and payroll-related compliance requirements. Maintain confidentiality of employee compensation and payroll records. Safety Responsibilities — Administrative Focus Track, analyze, and report safety metrics (training completion, incident trends, leading indicators, audit findings). Maintain safety databases, LMS records, and compliance dashboards. Monitor training completion percentages; follow up with supervisors on overdue or upcoming requirements. Prepare weekly/monthly safety reports for leadership, including data summaries and trend analysis. Maintain and organize safety-related documentation (JSAs, inspections, certifications, incident records). Support OSHA recordkeeping, injury/illness logs, and regulatory reporting accuracy. Assist with incident documentation, corrective action tracking, and ensuring closure of assigned actions. Coordinate scheduling for safety training, new employee onboarding, and compliance renewals. Maintain PPE inventory records, fit testing documentation, and equipment certification logs. Support internal audits by preparing documentation packets, checklists, and follow-up summaries. Qualifications 2–4 years of experience in payroll administration, HR support, safety administration, or operations support. Strong data analysis and reporting skills; ability to interpret trends and identify gaps. High attention to detail and strong documentation discipline. Experience with payroll systems, HRIS platforms, LMS systems, and Microsoft Excel. Familiarity with OSHA regulations and safety documentation requirements. Working knowledge of wage and hour compliance, payroll deductions, and garnishment administration. Ability to maintain confidentiality and handle sensitive employee information. Bilingual (English/Spanish) a plus. Documentation Accuracy — ensures records are complete, timely, and audit-ready. Payroll Accuracy — ensures timely and precise payroll processing with strong attention to detail. Data Literacy — comfortable with spreadsheets, dashboards, reporting, and trend analysis. Follow Through — closes the loop on overdue training, payroll discrepancies, corrective actions, and documentation gaps. Collaboration — works effectively across HR, Payroll, Safety, and Operations. Communication — clear, concise, and audience-appropriate. Confidentiality & Professionalism — handles HR, payroll, and safety records with discretion. Physical & Work Environment Requirements Primarily office-based with occasional field visits. Ability to lift up to 25–40 lbs as needed for training materials or PPE. Travel between sites may be required. Two+ years of experience in a human resources administrative role. Additional Information · Required to maintain a valid driver’s license. · Will be subject to the Company’s background check, MVR, and drug screen programs. · PLEASE NOTE: This is a fully on-site position, located at our main office in Kansas City, MO Work Authorization Must be authorized to work in the United States. EEO Statement Mainline Services LLC is an equal opportunity employer. Employment decisions are based on merit and business needs and not on race, color, citizenship status, national origin, ancestry, gender, sexual orientation, age, weight, religion, creed, physical or mental disability, marital status, veteran status, political affiliation, or any other factor protected by law. Company Offered Benefits Benefits start first day of the month following hire - Medical, Dental, Vision, Disability Paid time off - Accrual starts Day #1 401k with generous company match Mainline observes eight holidays: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Friday After Thanksgiving, Christmas Eve, and Christmas Day Employee Assistance Program Employee Referral Program If you’re excited and ready to join our team, then click on the Non-DOT link to fill out your application. Our team will reach out to you and discuss the next steps in how to become our next team member. Your Premier Railroad Service Partner Providing Customized Solutions for Every Need #J-18808-Ljbffr