Human Resources Specialist

Summary The HR Specialist is responsible for supporting the company's human resources functions, including leave of absence processes, benefits administration, payroll, and compliance. This role ensures compliance, data accuracy, and a high-quality employee experience by serving as a subject matter expert in benefits, leaves, and HR operations. Responsibilities Onboarding Implement and continuously improve onboarding processes to enhance the new hire experience, ensure compliance, and promote integration into company culture Coordinate start dates and onboarding logistics with candidates and hiring managers Prepare, review, and process all new hire documentation, including I-9s, background checks, transcripts, certifications, and other required paperwork Submit and evaluate background check results, identify discrepancies or red flags, and coordinate follow-up actions with department leadership Conduct new hire orientation as needed Benefits Serve as the primary point of contact for employee and management benefits inquiries Process benefit enrollments, life events, terminations, and system updates in HRIS and vendor platforms Track benefit enrollments, audit deductions, reconcile benefit invoices, and resolve payroll or carrier discrepancies Collaborate with benefits vendors to resolve issues and ensure smooth administration Support annual open enrollment in coordination with the People & Culture Generalist, including communications, system updates, and vendor coordination Monitor employee satisfaction with benefits and recommend improvements Ensure compliance with ERISA, ACA, COBRA, HIPAA, and applicable state regulations Support employee engagement initiatives including wellness programs, appreciation events, and team-building activities Timekeeping and Payroll Oversee the timekeeping system to ensure accurate recording of hours and compliance with labor laws Review employee timecards for accuracy, completeness, and policy adherence, coordinating approvals and corrections with managers Monitor and track paid time off and leave balances Prepare, verify, and audit payroll data including hours worked, overtime, bonuses, deductions, garnishments, and final payments Serve as the primary point of contact for payroll-related employee inquiries Leave of Absence Manage all leave requests including FMLA, ADA, PDL, workers’ compensation, accommodations, and company-sponsored leave programs Track leave usage and update records in the timekeeping system Serve as the primary employee contact for leave eligibility, documentation requirements, and return-to-work coordination Partner with payroll to ensure accurate compensation and benefit deductions during leave periods Maintain confidential medical and leave documentation Support managers throughout employee leave processes Ensure compliance with federal, state, and local leave regulations Administration and Compliance Maintain accurate and compliant HR records, ensuring data integrity, confidentiality, and audit readiness Support compliance with federal, state, institutional, accreditation, and internal policies and procedures Generate employee data reports and respond to employment verifications and internal inquiries Manage employee exit processes, including documentation, final pay coordination, benefits communication, and exit data analysis Assign and track annual performance reviews to ensure completion and compliance with timelines Track training certifications, audit training requirements, and assist with scheduling meetings and training sessions Analyze HR metrics and trends to support strategic initiatives related to engagement, retention, and operational efficiency Support the People & Culture Generalist with benefits, engagement initiatives, leave administration, and compliance activities Lead or assist with special HR projects as assigned Champion employee participation in HR programs and serve as a role model for company culture, professionalism, and customer service standards Adhere to CIAT’s compliance requirements to ensure all Federal, State accreditation, and institutional policies and procedures are being met Follow communication guidelines to ensure high levels of customer satisfaction and professionalism Embody CIAT's mission, vision, purpose and values Requirements Bachelor’s degree and HR certifications preferred 2-3 years of progressive experience in Human Resources, with demonstrated expertise in at least two core HR functions Experience with Paylocity and/or Employee Navigator a plus Proficient knowledge of human resource practices and understanding of federal, state and local employment laws and trends a plus Strong written and verbal communication skills; excellent attention to detail and strong planning abilities Strong organizational skills and the ability to manage multiple and rapidly changing priorities to meet the needs and expectations of this position Self-motivated with a strong work ethic; dedicated to quality, quantity, and timeliness of results Able to handle sensitive information with a high degree of confidentiality Possess high ethical standards, being an example of professionalism to others Demonstrated ability anticipate needs and exercise independent judgment Excellent analytical skills, problem resolution skills and general business acumen Proficient skills in MS Office software products, including Outlook, Word, Excel, PowerPoint, and MS Project and ability to learn additional software products Exhibits a high degree of flexibility in adapting to a rapidly changing environment Position may require work responsibilities outside of normal business hours to accommodate business needs and deadlines Must be able to embody CIAT’s mission, vision, purpose and values Position Type and Expected Hours of Work Days and hours of work are Monday through Friday. Occasional weekend and evening hours may be required. Supervisory Responsibility This position does not have supervisory responsibilities. Location This is a remote position. Work must be conducted in locations that have been approved by the company. Company authorization is necessary for relocation or work from other locations, even if temporarily. Physical Demands These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions. Essential functions of this role require sitting for extended periods of time Ability to type, use a computer to search for information and input information while speaking on the phone is required The employee will frequently be required to use the computer, mouse and telephone to conduct the regular tasks of this role The employee will be required to compute simple to simple mathematical calculations as a normal part of this role May require occasional travel to conduct CIAT business Must be able to lift, carry, and transport items up to 15 pounds and handle setup for events as required Work Environment While performing the responsibilities of this remote position, the job holder will work in a home office environment. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job. This role routinely involves using standard office equipment such as computers, phones, and virtual communication tools. Employees are expected to ensure that their home office is a safe and ergonomic working environment, as the company will for employees working on campus. Employees must maintain data security and confidentiality in accordance with company policies and use secure connections for all work-related activities. Expectations regarding work hours, availability, and time tracking will be clearly communicated and must be adhered to. The company is not responsible for maintaining home office environments beyond the provision of reasonable accommodations and necessary work-related equipment. Workers' compensation and liability for injuries that occur in the home office will be covered as per company policy and applicable laws. This remote work policy is designed to comply with all relevant local, state, and federal laws. AAP/EEO Statement California Institute of Applied Technology provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, California Institute of Applied Technology complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. California Institute of Applied Technology expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of California Institute of Applied Technology’s employees to perform their job duties may result in discipline up to and including discharge. Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time, with or without notice. Salary Range The starting salary for the Human Resources Specialist position is $27.00-$30.00 hourly/DOE. We base salary offers on a variety of considerations, such as education, experience, equity and other business and organizational needs. #J-18808-Ljbffr California Institute of Applied Technology