Job Title: HR Operations Specialist
Department: Human Resources
Reports To: HR Manager
FLSA Status: Non-Exempt
Position Summary
The HR Operations Specialist serves as the primary point of contact for employees and managers regarding Human Resources questions, policies, and processes. This role is responsible for addressing general HR inquiries, providing accurate guidance, and routing more complex or specialized issues to the appropriate HR team member. In addition, the position supports a variety of HR operational functions, including payroll backup support, organizational chart management, leave of absence administration, workplace accommodations, workers’ compensation claims, regulatory reporting, and HR data accuracy. The HR Operations Specialist ensures an exceptional employee experience, maintains confidentiality, and supports consistent and compliant HR operations.
Key Responsibilities
Employee & Manager Support
- Serve as the first point of contact for all HR-related questions from employees and managers.
- Provide accurate and timely responses to general inquiries related to HR policies, benefits, timekeeping, procedures, and programs.
- Triage and route complex or specialized questions (e.g., benefits escalations, employee relations matters, compensation issues) to the appropriate HR team member.
- Maintain strong customer service and communication across all levels of the organization.
- Track recurring questions to identify trends and recommend processes or communication improvements.
HR Operations & Data Management
- Maintain and update employee records in the HRIS with a high level of accuracy.
- Manage and publish updates to the organizational chart regularly.
- Prepare and distribute HR reports, dashboards, and compliance documents.
- Support regulatory reporting requirements, including federal, state, and internal HR reporting.
- Assist with compliance with employment laws, company policies, and documentation requirements.
Payroll Support
- Serve as backup to the Payroll Administrator to ensure timely and accurate payroll processing.
- Assist with reviewing timesheets, employee changes, and payroll adjustments.
- Review reports for accuracy and resolve discrepancies prior to payroll submission.
Leave of Absence Administration
- Administer leave programs including FMLA, ADA, personal leave, and company-sponsored programs.
- Issue required notices, track deadlines, maintain documentation, and ensure compliance.
- Serve as the primary contact for employees and managers regarding leave status and requirements.
Workplace Accommodations
- Coordinate the ADA accommodation request process.
- Communicate with employees, managers, and healthcare providers to ensure appropriate documentation and timely implementation of accommodations.
- Maintain confidential records and ensure compliance with ADA requirements.
Workers’ Compensation Administration
- Serve as the primary coordinator for workers’ compensation claims.
- Report claims, maintain required documentation, and communicate with employees, managers, and insurance carriers.
- Track claim progress, return-to-work considerations, and follow-up actions.
- Ensure compliance with relevant workers’ compensation laws and reporting requirements.
Other HR Support
- Assist with onboarding, offboarding, and employee data changes as needed.
- Participate in HR process improvements and cross-functional HR projects.
- Support HR communications, training materials, and employee resources.
