Human Resources Specialist

Full-time

Description

Reports To: Human Resources Manager/ CFO-VP Human Resources

Classification Code: Salary/Exempt

Location: In person at 13th St. Branch location 

Hours: Monday - Friday 8am - 5pm 

General Purpose

Assists in the daily operations of the credit union’s Human Resources department. Performs recruitment and staffing activities to ensure appropriate staffing levels across all divisions. Conducts new-hire orientations and clearly communicates organizational policies and procedures. Supports all assigned areas of Human Resources.

Essential Duties/Responsibilities

1. Develops, prepares, and conducts individual and group training sessions for employees on HR-related topics; creates presentation materials, handouts, and supplemental training resources for staff meetings, orientation programs, and both formal and informal training sessions. 

2. Conducts new-hire orientations on a regular basis, based on company needs. Clearly communicates organizational policies and procedures. Ensures that food and snacks are prepared/arranged for orientation. 

3. Responsible for ensuring credit union adheres to EEO guidelines in hiring practices and job development. Assist with completing/filing the annual EEO-1 Report. 

4. Maintains central employee records, including employee applications and all records pertinent to employment. Ensures that all employee-related documents are kept confidential and all record retention policies are followed.

5. Remains current on changes within the legal, regulatory, economic, and competitive and technology environments, which may affect the human resources function. Ensures human resources materials are in compliance with applicable federal and state regulations. 

6. Assists with processing monthly billings from insurance providers. Reviews billings for accuracy, codes and advances for payment. Resolves discrepancies with carriers, payroll and the company. Completes reports for management as requested. Ensure benefit information in Paylocity is correct. 

7. Reviews health and welfare plans such as medical, dental, vision, basic life, dependent life, flexible benefits for medical and dependent care, including enrollments and terminations. Processes required documents through payroll and insurance providers to ensure accurate record keeping and proper deductions. 

8. Assist with all aspects of Annual Open Enrollment to ensure it is a smooth and accurate process. 

9. Check benefit notifications through Paylocity, health insurance carrier and TruStage to ensure employee’s information and/or benefit elections/changes are correct. 

10. Maintains Drugs Don’t Work Program through monthly newsletters and Annual Certification of program. 

11. Conduct and manage all aspects of onboarding through the Paylocity Onboarding process including but not limited to: tax forms, I-9, benefit enrollment, and PTO, ELB.

12. Ensure new hires Kinetic Checking/Savings Accounts are set up during New Hire Orientation. 

13. Conducts all personnel functions in accordance with applicable statutes (e.g., EEO, OSHA, Fair Labor, etc.). 

14. Maintains employee information in the HRIS (Paylocity) which includes name & address changes, pay codes, salary changes, benefits changes, terminations and resignations, etc. 

15. Assists with annual salary reviews and compiles data for structure recommendations.

16. Ensures the Credit Union’s organizational charts in Paylocity remain accurate and up-to-date. 

17. Assists in the development and maintenance of job descriptions. 

18. Develops and prepares various reports to be used by managers as needed .

19. Manages all aspects of the Recruiting module in Paylocity, including posting open positions to Indeed through the system. Pre-screens applicants by reviewing application information to assess qualifications and suitability. Conducts additional pre-screening steps such as bondability, performing credit and background checks, checking references, and confirming salary expectations.

20. Tracks applicant status in Paylocity, arrange interviews for hiring managers if needed.

21. Using Paylocity prepares employment Job Offer Letter for candidates along with appropriate drug screening paperwork. Ensure that drug screen is taken in appropriate amount of time and confirm/document drug test results. 

22. Maintains contact with candidates while security screening is in progress.

23. Promotes and maintains the Employee Referral Program. Submit invoice to Accounts Payable to ensure employees are awarded their Referral Bonus at appropriate time. 

24. Prepares routine to complex correspondence on a variety of subject matter relating to Human Resources.

25. Emails the daily Call-In Report and accurately administers attendance points per Employee Handbook guidelines.

26. Review Attendance Points and notify managers when their employees need disciplinary action/journal due to amounts of points. Follow up to be sure managers complete a journal. 

28. Using Paylocity to track and maintain reports for the quarterly and annual Perfect Attendance Program. Ensures that winners are announced and rewarded each quarter and annually in accordance with the Perfect Attendance guidelines outlined in the Employee Handbook.

29. Assist with Employee of the Quarter surveys, nominations and awards as needed. 

30. Using Paylocity set up and ensure that managers complete 90 day evaluations for New Hires, Promotions and probationary periods in a timely manner and assist with the Annual Performance Appraisal process

Additional Duties/Responsibilities 

1. Keeps up to date of financial trends by reading pertinent materials and attending appropriate staff meetings. 
2. Process employees’ queries and respond in a timely manner.
3. Completes SAN (Suspicious Activity Narrative) when applicable according to policies and procedures set forth by Kinetic Credit Union, in accordance to BSA/AML regulations, and turns over to appropriate parties in a timely manner.
4. Attend annual training on BSA/AML to remain current on any changes to these policies and procedures and remain compliant.
5. Responsible for completing Information Security Awareness training as directed by management.
6. Responsible for complying with GLBA, Safe Act, Regs B, D, E, CC, Z and other regulatory requirements.
7. Participates in the Community Involvement of the credit union.
8. Perform additional duties as directed by management.

Requirements

• This position requires a four-year college degree 
• 3-5 years of human resources experience that provides an understanding of applicable laws regarding employment actions. 
• Requires a commensurate level of language, math and reasoning skills. 
• Formal training should be supplemented with continuing education. 
• Proficiency in or knowledge of using a variety of computer software applications, especially Excel, Power Point and Microsoft Word software. 
• Ability to maintain a high level of confidentiality.
• High level of interpersonal skills to handle sensitive and confidential situations and documentation. 
• Knowledge of office administration procedures. 
• Ability to operate most standard office equipment. 
• Attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines. 
• Good to excellent spelling, grammar and written communication skills. 
• Excellent telephone and oral communication skills. 
• SHRM or HRCI certification preferred

Supervisory Responsibilities

• None

Technology Requirements

• Employees must have a smartphone (iOS or Android) to access company applications for tasks and security purposes.
• Employees must install and use designated apps for access control, and two factor authentication to access company systems. 

Work Environment/Physical Activities

• This role is primarily sedentary, involving desk-based work, extended periods of sitting, and frequent computer use 
• The job calls for a high degree of mental concentration to interpret and act upon a wide range of situations. 
• The job requires a high degree of attention to details. 
• Job requires access to credit union’s network and core data processing system. 
• Core system roles are assigned by Divisional Vice President