HR Systems and Reporting Specialist

Job Description

Job Description

HR Systems & Reporting Specialist

TOTE Resources | Tacoma, WA

Department: Human Resources
Position Type: Full-Time, Non-Exempt
Schedule: Hybrid Schedule, 4 Days In Office / 1 Day Remote (Following Successful Onboarding & Training) | Standard Business Hours

TOTE Resources is seeking a detail-oriented, analytical, and technology-driven HR Systems & Reporting Specialist to join our Human Resources team in Tacoma, Washington.

In this role, you will serve as a key administrator and subject matter expert for Human Resources systems, reporting, and data management . You will support the integrity, maintenance, and optimization of HR technologies while partnering with HR, Payroll, Benefits, IT, Finance, and business leaders to ensure accurate employee data, regulatory compliance, and effective reporting.

This position is ideal for a professional who enjoys working with HR technology, reporting and analytics, process improvement, and cross-functional collaboration . You will play a critical role in helping TOTE Resources leverage HR systems and workforce data to support strategic decision-making and enhance the employee experience.

At TOTE Resources, we are committed to our core values of Safety, Operational Excellence, Customer Experience, and Colleague Experience .

If you thrive in a data-driven environment and enjoy improving systems, solving problems, and supporting business operations through technology and analytics, we encourage you to apply.

• Administer, maintain, and support HR systems including ADP, Cornerstone, AwardCo , and other HR technology platforms.
• Partner with IT teams, vendors, and business stakeholders to troubleshoot system issues and implement enhancements.
• Support system upgrades, testing activities, integrations, and new functionality implementations .
• Manage HR system configurations and help ensure optimal performance across platforms.
• Maintain data feeds and automated interfaces between HR, Payroll, Benefits, and other business systems.
• Provide technical support and guidance to HR system users across the organization.

• Ensure the accuracy, consistency, and integrity of employee data across multiple HR systems.
• Perform regular audits and data validation activities to identify and resolve discrepancies.
• Maintain high standards for data governance and quality assurance .
• Partner with internal stakeholders to investigate and correct system and data-related issues.
• Support initiatives focused on improving data accuracy and operational efficiency .

• Generate, analyze, validate, and distribute recurring and ad hoc HR reports .
• Develop reporting related to workforce metrics, compliance requirements, and organizational initiatives .
• Support reporting requirements related to:
  • EEO Reporting
  • VETS Reporting
  • ACA Reporting
  • Employee Engagement Surveys
  • Workforce Demographics
  • Talent and Organizational Metrics
• Translate workforce data into meaningful insights that support decision-making and strategic planning .
• Assist in identifying trends, opportunities, and areas for process improvement.

• Maintain accurate physical and electronic employee records in accordance with company policies and regulatory requirements.
• Support compliance efforts related to federal, state, and local employment regulations .
• Ensure adherence to data privacy, confidentiality, and security standards , including HIPAA requirements .
• Assist with record retention practices and audit preparation activities.
• Support compliance reporting and documentation requests.

• Partner with Benefits, Payroll, Finance, and IT teams to support HR operational processes.
• Assist with annual Open Enrollment preparation, testing, and system updates.
• Coordinate new hire incentive and employee referral bonus administration .
• Validate employee and organizational data supporting payroll processing.
• Review payroll-related information for accuracy and assist with issue resolution.
• Support ongoing benefit and HR system administration activities.

• Provide exceptional customer service and end-user support for HR systems and processes .
• Communicate system updates, process changes, and HR technology enhancements to employees and stakeholders.
• Develop and maintain user documentation, training materials, and process guides.
• Facilitate HR communications across business units and operating companies.
• Support special projects and continuous improvement initiatives within Human Resources.

• 3-5 years of experience in HRIS administration, HR operations, HR technology, or a related field.
• Experience administering and supporting HR systems and technology platforms .
• Strong analytical, problem-solving, and reporting skills.
• Experience generating and validating HR reports and workforce metrics .
• Advanced attention to detail with a strong focus on accuracy and data integrity .
• Strong data entry and auditing experience .
• Knowledge of HR compliance regulations, including EEO, ACA, VETS, and HIPAA requirements .
• Ability to manage multiple priorities while maintaining accuracy and meeting deadlines.
• Strong verbal and written communication skills.
• Ability to work independently and collaboratively across departments.

• Bachelor's degree in Human Resources, Business Administration, Information Systems , or a related field, or equivalent combination of education and experience.
• PHR certification preferred.
• Experience with ADP, Cornerstone, AwardCo , or similar HR technology platforms.
• Experience supporting a multi-entity or multi-business-unit environment .
• Advanced Microsoft Excel skills, including reporting, data analysis, and spreadsheet management.
• Experience with workforce analytics, dashboarding, or data visualization tools .
• Exposure to project management, process improvement, or system implementation initiatives .
• Experience supporting employee engagement surveys and related reporting .

The ideal candidate will demonstrate:

• Strong knowledge of HRIS administration and HR operations
• Experience working with HR, Payroll, Benefits, and Talent Management systems
• Advanced reporting, analytics, and data management capabilities
• Strong understanding of HR compliance and data privacy requirements
• Excellent attention to detail and commitment to data accuracy
• Strong organizational and project coordination skills
• Ability to identify trends and provide actionable reporting insights
• Exceptional problem-solving and troubleshooting abilities
• Strong customer service and stakeholder support skills
• Proficiency in Microsoft Excel, Outlook, Word, and PowerPoint
• Ability to quickly learn and support new technologies and platforms
• Commitment to continuous improvement and operational excellence

Salary Range: $54,487 - $95,378

Anticipated Hiring Range: $33.65 - $36.00 per hour ($70,000 - $75,000 annually)

Compensation is based on factors including education, experience, skills, internal equity, market data, and other job-related qualifications.

TOTE Resources offers a competitive benefits package including:

• Medical, Dental & Vision Insurance
• 401(k) with Company Match
• Paid Time Off & Paid Holidays
• Tuition Reimbursement
• Life & Disability Insurance
• Employee Assistance Program (EAP)
• Parental Leave Benefits
• Annual Discretionary Bonus Eligibility

At TOTE Resources, we offer more than just a job. We provide an opportunity to build a rewarding career while supporting the people, systems, and operations that drive our organization forward.

• Career Growth and Development Opportunities
• Exposure to enterprise-level HR systems and technology
• Opportunity to influence process improvements and operational efficiencies
• Collaborative and supportive team environment
• Competitive compensation and benefits package
• Meaningful work supporting employees across multiple operating companies
• Stable and well-established organization
• Commitment to innovation, continuous improvement, and employee success

This position operates primarily in a professional office environment.

• Regular interaction with HR, Payroll, Benefits, Finance, IT, vendors, and business leaders .
• Fast-paced environment requiring strong organizational and prioritization skills.
• Moderate noise levels typical of an office setting.
• Occasional visits to operational locations, marine terminals, or vessels may be required based on business needs.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

• Regularly required to communicate verbally and listen effectively.
• Frequently required to sit and use hands to operate computers, calculators, telephones, and other office equipment.
• Occasionally required to stand, walk, reach, and perform duties in operational environments, including marine terminals or aboard commercial vessels .
• Must occasionally lift and/or move up to 25 pounds .
• Requires close vision and the ability to adjust focus when reviewing reports and working at a computer workstation.

• Regular use of computers and technology platforms.
• Frequent use of spreadsheets, reporting tools, HR systems, and databases .
• Ability to prepare reports, analyze workforce data, maintain records, and support administrative functions with a high degree of accuracy.

TOTE Resources is an Equal Opportunity Employer, Affirmative Action Employer, and VEVRAA Federal Contractor . We are committed to fostering a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other status protected by applicable law.

TOTE Resources is a drug-free workplace and participates in the E-Verify Employment Verification Program .