Human Resource Specialist

Job Description

Job Description

Description:

The Human Resources Generalist coordinates day-to-day human resources activities for a nonprofit Urban Indian Organization providing healthcare, behavioral health, substance use treatment, and community services. The position supports recruitment, onboarding, employee relations, benefits administration, performance management, training, personnel records, and HR-related compliance support for the organization's Indian Health Service (IHS) Title V Federal Acquisition Regulation (FAR) contract.

The HR Generalist works with leadership and supervisors to maintain consistent employment practices and a respectful workplace. This position supports the organization's mission of improving the health and well-being of American Indian and Alaska Native people and other individuals served by the organization.

Essential Duties and Responsibilities Workforce Planning and Compensation

· Partner with the CEO and program directors to identify current and future staffing needs, retention priorities, and succession planning needs.

· Maintain job descriptions and organizational staffing information; help leadership assess role changes and position classifications.

· Research compensation and benefits benchmarks and recommend salary ranges and compensation structures for leadership approval in coordination with finance and available funding.

· Support consistent documentation of approved compensation decisions and performance or merit criteria.

Recruitment and Onboarding

· Coordinate job postings, applicant screening, interviews, reference checks, and approved employment offers.

· Work with supervisors to maintain accurate job descriptions and identify staffing needs.

· Coordinate required background checks and other pre-employment screenings according to organizational policy and position requirements.

· Complete new-hire paperwork, employment eligibility verification, benefits orientation, and onboarding schedules.

· Enter and update employee profiles in the HR information system and maintain onboarding checklists.

· Coordinate with the IT vendor and supervisors to request approved email, computer profiles, and remote access; arrange approved equipment through established purchasing procedures.

· Coordinate orientation to organizational mission, confidentiality, workplace policies, safety, and culturally responsive service.

· Coordinate employee separations, exit interviews, and offboarding with IT and supervisors.

Employee Relations

· Serve as a resource for employees and supervisors on HR policies, workplace concerns, and employment procedures.

· Support fair and consistent application of personnel policies.

· Receive and document employee concerns; conduct or support investigations within assigned authority and escalate sensitive matters to leadership.

· Assist supervisors with coaching, corrective action, and performance improvement plans.

· Participate in disciplinary meetings and employee separations with supervisors and leadership; maintain factual, timely documentation and follow-up.

· Maintain discretion and protect confidential information while sharing concerns with appropriate decision-makers.

Benefits and Leave Administration

· Administer benefit eligibility, enrollments, qualifying life event changes, and coverage terminations in coordination with benefit providers and plan rules.

· Distribute enrollment materials, explain plan provisions, and respond to employee and supervisor inquiries; refer plan interpretation questions to the appropriate administrator.

· Coordinate annual open enrollment communications, deadlines, and confirmation of employee elections.

· Administer Federal Employees Health Benefits (FEHB) / Tribal Federal Employees Health Benefits participation and timely entries in the applicable Tribal Insurance Processing System (TIPS), where used by the organization.

· Support 403(b) retirement plan enrollment and employee questions about plan changes and contribution elections in coordination with the plan administrator.

· Provide benefit plan and annual rate information to finance for budgeting and reconciliation; maintain accurate benefits records.

· Track paid time off and coordinate leave requests, supporting documentation, required notices, and return-to-work processes.

· Coordinate protected leave and continuation-of-coverage processes, when applicable, with leadership and benefit administrators.

· Coordinate accommodation requests with leadership and designated advisors.

· Maintain accurate employee information in the HR information system.

Personnel Records Policies and Reporting

· Maintain complete, accurate, and secure personnel records, with sensitive records stored separately as appropriate.

· Help develop and update the employee handbook, HR policies, forms, and procedures; communicate approved changes and track employee acknowledgments.

· Maintain records according to retention schedules and authorized access procedures; respond to approved employment verification requests.

· Monitor changes in employment requirements and HR practices; recommend policy revisions and seek specialized advice when needed.

· Monitor deadlines for evaluations, required training, and employee documentation.

· Support applicable employment requirements and refer complex questions to leadership or legal counsel.

· Prepare workforce reports, including staffing, vacancies, turnover, benefits participation, and training completion.

· Provide authorized HR documentation for audits, grant reviews, and accreditation activities.

Healthcare and Program Workforce Support

· Coordinate with clinical and compliance personnel to track required professional licenses, certifications, background checks, and renewal dates.

· Maintain assigned employee qualification and training documentation for medical, behavioral health, residential treatment, and community programs.

· Support workforce documentation for applicable funder and accreditation requirements.

· Coordinate employee health documentation with designated clinical personnel while protecting confidentiality.

· Notify supervisors of missing or expiring requirements and help coordinate timely resolution.

IHS Title V FAR Contract and Other Grants and Agency Requirements

· Support compliance with personnel-related requirements in the organization's executed IHS Title V FAR contract, statement of work, incorporated clauses, and subsequent modifications.

· Work with leadership and the designated contract administrator to identify HR obligations, maintain a personnel compliance checklist, and track required documentation and deadlines.

· Maintain records demonstrating that assigned employees meet contract staffing and qualification requirements, including education, experience, professional licenses, certifications, and position-specific screenings where required.

· Coordinate required background investigations and suitability documentation for covered positions, including positions involving contact with children when applicable under the contract and governing requirements.

· Track required orientation, training, confidentiality acknowledgments, and employee policy acknowledgments for staff supporting IHS-funded services.

· Coordinate with program leadership to document staffing changes, vacancies, and proposed key personnel substitutions; support contract-required notifications and approvals through the designated contract administrator.

· Support employment-related contract clauses, required workplace notices, and personnel reports to the extent applicable to the executed contract and current governing requirements.

· Prepare authorized personnel documentation for IHS monitoring visits, contract reviews, and audits; protect confidential records and track completion of assigned HR corrective actions.

· Assist with employee acknowledgment and return of government-furnished equipment, when applicable, in coordination with the designated property custodian.

Workplace Safety and Employee Support

· Coordinate with the safety committee, compliance personnel, and program leadership on employee safety orientation and required workplace training.

· Support timely reporting and documentation of employee injuries, occupational exposures, and workplace safety concerns through designated procedures.

· Coordinate workers' compensation follow-up and return-to-work arrangements with the designated parties.

· Connect employees with available assistance and wellness resources while protecting confidential information.

Performance Training and Workplace Culture

· Coordinate annual and introductory-period performance evaluation schedules, reminders, and completed documentation.

· Work with directors to identify training needs and arrange learning opportunities that support employee development and service quality.

· Help supervisors develop measurable job expectations and employee development plans.

· Coordinate training on respectful workplace practices, confidentiality, safety, cultural responsiveness, and other organizational priorities.

· Support employee recognition, engagement, and retention efforts.

· Promote respectful communication and awareness of the diverse cultures and experiences of American Indian and Alaska Native communities.

· Perform other related duties consistent with the position.

· Bachelor's degree in human resources, business administration, or a related field.

· At least two years of progressively responsible human resources experience.

· Experience with recruitment, employee relations, benefits administration, and confidential personnel records.

· Working knowledge of employment practices and the ability to identify matters requiring specialized advice.

· Proficiency with Microsoft Office and HR information systems.

· Strong written communication, organization, problem-solving, and interpersonal skills.

· Ability to manage competing priorities, meet deadlines, and handle sensitive matters with sound judgment.

· Ability to conduct impartial fact-finding, resolve employee concerns, and collaborate with supervisors across multiple programs.

· Commitment to the mission of an Urban Indian Organization and culturally responsive service.

Preferred Qualifications

· Experience in a nonprofit, healthcare, behavioral health, or human services organization.

· Experience working with American Indian and Alaska Native communities.

· Experience with Paylocity or a comparable HR information system.

· Three or more years of human resources and benefits administration experience.

· SHRM-CP, SHRM-SCP, or PHR certification.

· Experience administering FEHB / Tribal Federal Employees Health Benefits, TIPS, and 403(b) retirement benefits.

· Experience supporting workforce documentation for grants, audits, healthcare credentialing, or accreditation.

· Familiarity with IHS Title V contracts, FAR personnel requirements, and contract monitoring documentation.

· Experience supporting employees at multiple program locations.