Human Resources Specialist

The Human Resources Coordinator supports the day-to-day operations of the Human Resources function, with a primary focus on employee onboarding, benefits administration, 401(k) enrollment and administration, paid time off and leave tracking, employee records, HR compliance, and employee support.

This position acts as a key resource for employees and managers by providing timely and accurate HR information, maintaining confidential personnel records, coordinating HR processes, and ensuring employee information is accurately reflected across HR, payroll, benefits, and related systems.

The Human Resources Coordinator works closely with employees, management, payroll, benefits providers, and other internal departments to ensure HR processes are completed accurately, efficiently, and in accordance with company policies and applicable requirements.

Essential Duties and Responsibilities

Employee Onboarding & New Hire Administration

• Coordinate the employee onboarding process from offer acceptance through completion of initial orientation.
• Prepare, organize, process, and maintain new-hire paperwork and required employment documentation.
• Ensure required employment forms are completed accurately and on time, including Form I-9, applicable tax documentation, payroll forms, benefits documentation, and other company-required forms.
• Coordinate employee enrollment in applicable company benefit programs and communicate enrollment requirements and deadlines.
• Provide new employees with information regarding company policies, payroll procedures, benefits, paid time off, leave programs, and other HR-related matters.
• Coordinate new-hire orientation and assist employees in understanding company procedures, policies, and workplace expectations.
• Work with managers and other departments to ensure new employees have the necessary equipment, system access, workspace, documentation, and resources.
• Maintain accurate, complete, organized, and confidential employee personnel files.
• Track completion of onboarding requirements and follow up on outstanding documentation when necessary.
• Support employees and managers throughout the onboarding process and address routine onboarding questions.

401(k) & Retirement Plan Administration

• Coordinate employee enrollment in the company's 401(k) retirement plan in accordance with applicable plan eligibility requirements.
• Process and track employee 401(k) enrollment, contribution changes, elections, and eligibility.
• Provide employees with information regarding enrollment procedures, contribution elections, and applicable plan provisions.
• Coordinate with payroll and the retirement plan provider to help ensure employee contribution elections are accurately implemented.
• Maintain accurate records related to employee retirement plan participation.
• Respond to routine employee questions regarding retirement plan enrollment and direct plan-specific questions to the appropriate plan administrator or provider.
• Assist with required retirement plan communications, notices, and related employee documentation.
• Monitor records and coordinate corrections with appropriate parties when discrepancies are identified.

Vacation, Sick Leave & Paid Time Off Administration

• Maintain accurate records of employee vacation, sick leave, and other applicable paid or unpaid leave balances.
• Track employee leave accruals, usage, and available balances within the designated HRIS or employee tracking system.
• Review and process employee leave requests in accordance with established company policies.
• Ensure employee leave records are accurately reflected across applicable HR and payroll systems.
• Respond to employee questions regarding available leave balances, accrual rates, eligibility requirements, and company leave policies.
• Coordinate with managers and payroll regarding employee leave usage, discrepancies, adjustments, and corrections.
• Regularly monitor leave records for accuracy and assist with resolving discrepancies.
• Maintain confidentiality when handling employee leave, payroll, personnel, and other sensitive information.

HR Records & Personnel Administration

• Maintain accurate and up-to-date employee information in Miter and applicable personnel files.
• Enter, update, and review employee information to ensure HR records remain complete and accurate.
• Maintain employee personnel files and other HR documentation in accordance with company recordkeeping practices.
• Assist with employee offboarding and termination procedures, including final paperwork, benefits-related information, and coordination of company property recovery.
• Prepare routine HR reports and maintain documentation necessary for management and compliance purposes.
• Assist with audits involving personnel, benefits, payroll, and employee leave records.
• Identify missing or inconsistent employee information and coordinate necessary corrections.
• Maintain confidentiality and protect sensitive employee, personnel, payroll, benefits, and company information.

Employee Support

• Serve as a point of contact for routine employee questions regarding:
• Employee benefits
• Paid time off and leave balances
• Onboarding
• Payroll-related HR matters
• 401(k) enrollment
• HR documentation
• Company policies and procedures
• Communicate HR policies, procedures, deadlines, and requirements clearly and professionally.
• Provide employees with accurate information and direct employees to the appropriate resource when additional assistance is required.
• Escalate complex benefits, payroll, employee relations, or compliance matters to the appropriate HR or Payroll management personnel.
• Provide general administrative and operational support to the Human Resources function as needed.
• Maintain a professional and service-oriented approach when communicating with employees and management.

Qualifications

• High school diploma or equivalent required.
• 1+ years of experience in human resources, benefits administration, payroll support, or a related administrative position preferred.
• Previous experience supporting employee onboarding and HR documentation preferred.
• Experience working with employee benefits, 401(k) plans, PTO administration, and employee records preferred.
• Experience using an HRIS, payroll system, timekeeping system, or comparable employee management platform preferred.

Key Responsibilities & Performance Expectations

Success in this position will be demonstrated through:

• Accurate and timely completion of employee onboarding and HR documentation.
• Accurate administration and tracking of 401(k) enrollment and employee elections.
• Accurate tracking of vacation, sick leave, and other employee leave balances.
• Timely and professional responses to employee HR questions.
• Accurate maintenance of confidential employee records.
• Effective coordination between HR, Payroll, management, benefits providers, and employees.
• Consistent follow-through on HR documentation and administrative requirements.
• Professional handling of confidential and sensitive employee information.

Timely identification, communication, and escalation of HR-related discrepancies or issues