HR Specialist

HUMAN RESOURCES SPECIALIST Department: Human Resources Reports To: Emergency Management and EHS Manager Location: Oxnard Classification: Full-Time, Confidential, Non-Bargaining Unit, Non-Exempt Starting Salary: $31.51 - $35.29 Hourly Full Salary Range: $31.51 - $49.59 Hourly Job Summary: The Human Resources Specialist is an entry-level or early-career HR position that provides reliable, employee-focused support across workers’ compensation, wellness, safety, policy administration, and day-to-day HR operations. Working under the guidance of the Emergency Management and EHS Manager, the Specialist coordinates assigned programs, maintains accurate records, prepares communications, supports employees through established processes, and helps ensure work is completed consistently and on time. This role is designed for a new graduate or candidate with limited professional HR experience who brings strong organization, sound judgment, discretion, and a willingness to learn. It does not independently own regulatory decisions, complex employee relations matters, claim determinations, or final accommodation decisions. Specific Job Duties Workers’ Compensation Support Receive reports of work-related injuries or illnesses and promptly notify the appropriate HR and safety contacts. Provide employees and managers with approved claim forms, instructions, and information about established reporting procedures. Enter and maintain claim information, incident records, medical notes, work-status updates, and related documents in designated systems. Coordinate routine communication among employees, managers, the claims administrator, medical providers, and internal partners. Track appointments, restrictions, modified-duty documentation, claim milestones, and required follow-up. Support return-to-work and transitional-duty coordination using approved processes and under HR leadership guidance. Prepare routine claim-status reports, assist with record audits, and elevate delays, disputed claims, legal notices, or complex cases. Protect confidential medical and claim information and maintain records in accordance with established retention practices. HR Operations and Policy Support Respond to routine employee questions and route sensitive or complex matters to the appropriate HR leader. Maintain confidential files, trackers, forms, calendars, and other HR records in accordance with established practices. Draft routine updates to handbook, contract, procedure, and template language for leadership review and approval. Provide administrative support for the accommodations process, including intake, scheduling, document collection, status tracking, and follow-up under HR leadership guidance. Assist with onboarding, training coordination, audits, reporting, and other recurring HR processes as assigned. Support projects that reduce routine workload on HR leadership and improve service consistency. Safety and Preparedness Support Assist the Emergency Management and EHS Manager with employee-facing Safety Program activities. Coordinate Safety Committee meetings, agendas, materials, attendance, minutes, and action-item follow-up. Support safety, wellness, and preparedness campaigns, training reminders, drill rosters, and participation tracking. Help schedule training and site activities and communicate logistics to employees and managers. Consolidate records and prepare routine summaries while escalating compliance questions and incidents. Travel to organizational locations as needed to support programs, events, and training. Program Administration Develop and maintain project plans, calendars, task lists, and program documentation. Coordinate with HR, managers, committees, vendors, and employees to keep assigned work moving. Identify missed deadlines, unclear ownership, or emerging risks and promptly elevate them. Use available systems and standard office tools to enter information, organize records, and produce reports. Recommend practical improvements to communications, workflows, and employee participation. Perform other related duties as assigned. Role Boundaries and Decision Authority The Specialist May Coordinate approved programs, routine workers’ compensation administration, and established processes. Draft communications and routine policy or contract updates for review. Collect information, schedule meetings, maintain trackers, and follow up on action items. Answer routine questions using approved resources. Recommend process and program improvements. The Specialist Escalates Final accommodation determinations and legal or policy interpretations. Complex employee relations, investigations, complaints, and disciplinary matters. Workers’ compensation claim determinations, compensability decisions, settlement authority, litigation, and complex return-to-work matters. Regulatory or compliance decisions, OSHA/Cal-OSHA determinations, and ownership of formal safety plans. Final approval of handbook, contract, policy, and procedure changes. Matters involving significant risk, confidentiality concerns, or exceptions to established practice. Minimum Qualifications Bachelor’s degree in human resources, business administration, organizational development, public administration, communications, or a related field; an equivalent combination of relevant education and experience may be considered. Zero to two years of HR, administrative, workers’ compensation, program coordination, customer service, internship, or related experience. Working knowledge of Microsoft 365 or comparable office productivity tools and ability to learn HR, workers’ compensation, and safety systems. Clear written and verbal communication skills. Ability to organize multiple assignments, meet deadlines, maintain accurate records, and follow established procedures. Ability to handle confidential information with discretion and demonstrate sound judgment about when to seek guidance. Ability to travel locally to support programs, meetings, events, and training as required. Physical Requirements The position requires the ability to work independently and possess the mobility necessary to work in a standard office setting and use standard office equipment, including a computer. This is primarily a sedentary office classification. The position also requires grasping, repetitive hand movement, finger dexterity, and fine coordination when preparing statistical reports and data using a computer keyboard and calculator. Additionally, the position requires near, far, and color vision to read correspondence, statistical data, and computer screens. Hearing and speech are required to communicate in person, before groups, and over the telephone. Employees must possess the ability to lift, carry, push, and pull materials and objects necessary to perform job functions. The employee must frequently lift and/or move up to 10 pounds and occasionally up to 20 pounds. The position also requires standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. Work is performed in an office setting with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may encounter upset individuals over the phone and/or in person. Each of these physical tasks is considered an essential function of the position. Benefits Health insurance Paid time off Dental insurance Vision insurance Life insurance Retirement plan Referral program Flexible spending account Employee assistance program LCSW Supervision hours program #J-18808-Ljbffr