Human Resources Specialist / FT

Position Summary

Under minimal supervision, provides comprehensive administrative and operational support to the Human Resources Department by supporting HR programs and processes. Serves as a primary point of contact for internal and external customers, assisting employees and applicants, responding to inquiries with professionalism, discretion, and a commitment to service excellence. Performs HR-related transactions and administrative duties in a timely and accurate manner, facilitates effective communication between Human Resources and other departments, and supports recruitment, onboarding, employee relations, benefits administration, and other HR initiatives as assigned. Ensures personnel files, employee data, and departmental records are complete, accurate, and maintained in compliance with organizational policies, regulatory requirements, and applicable employment laws.

Job Duties/Responsibilities

• Serves as the primary point of contact for Human Resources, Recruitment, and Occupational Health, providing professional, courteous, and responsive assistance to employees, applicants, contractors, leaders, and external customers.
• Answers incoming telephone calls promptly and professionally, screening, routing, and resolving inquiries while maintaining confidentiality and adhering to Service Excellence standards.
• Greets and assists visitors, employees, and applicants, ensuring a positive customer experience and providing accurate information regarding Human Resources services and processes.
• Receives, sorts, distributes, and processes incoming and outgoing mail and other departmental correspondence in a timely manner.
• Maintains an organized and professional reception area and ensures all HR forms, informational materials, and resources are current and readily available.
• Assists applicants with the online application process and employment-related inquiries, providing guidance throughout the recruitment and onboarding process.
• Creates, issues, and maintains employee and contractor identification badges while ensuring the badge system remains operational and adequately supplied.
• Maintains Human Resources Information System (HRIS) records by accurately entering, updating, auditing, and validating employee information.
• Collaborates with Human Resources, Occupational Health, departmental leaders, and affiliated facilities to ensure seamless employee transitions and workforce support.
• Communicates operational issues, concerns, or barriers to the appropriate supervisor in a timely manner and contributes to the development of effective solutions.
• Performs routine audits of employee records and HRIS data to ensure accuracy, completeness, and data integrity.
• Complies with all organizational safety, security, confidentiality, and injury prevention standards to minimize risk to employees, patients, visitors, and the organization.
• Performs assigned duties accurately, efficiently, and within established timeframes while maintaining a high level of quality and attention to detail.
• Maintains strict confidentiality of sensitive employee, applicant, and organizational information.
• Demonstrates exceptional customer service by promoting a culture of Service Excellence, professionalism, respect, and responsiveness in all interactions.
• Perform other duties as assigned.

Qualifications

Education, Training, Experience and Licenses/Registrations Required: High school diploma or equivalent required. 2 Years College/Associate's Degree preferred. 1-3 years of related experience in Human Resources preferred. Previous confidential office experience preferred.

Knowledge, Skills and Abilities

• Strong interpersonal skills with the ability to establish and maintain positive working relationships across all levels of the organization, including employees, applicants, and visitors.
• Demonstrated knowledge of Microsoft Office applications, including Word, Excel, Outlook, Teams, and other productivity tools.
• Knowledge of customer service principles.
• Demonstrated knowledge of general office administration and etiquette practices.
• Excellent verbal and written communication skills with the ability to convey information clearly and professionally.
• Advanced attention to detail and accuracy in communication, record maintenance and HR transactions.
• Effective problem-solving and critical thinking.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Ability to work independently with minimal supervision while exercising initiative and accountability.
• Ability to manage competing priorities and adapt to changing business needs.
• Ability to promote and model organizational values, professionalism, teamwork, and Service Excellence standards in all interactions.

Physical and Sensory Requirements

• Ability to read and write in English.
• Ability to communicate with patients, families, staff, physicians, support agencies, vendors and others.
• Ability to remain calm under stress.
• Ability to evaluate and interpret information and make independent decisions.
• Bending, lifting (10-20 lbs.), grasping, fine hand coordination, pushing and pulling.