Human Resources & Administrative Specialist

Job Description

Salary: $18.85-$22.21 per hour DOE

JOB SUMMARY:

The Human Resources & Administrative Specialist supports the organizations people infrastructure by managing core human resources functions, compliance, and HR systems while providing administrative and operational support. This position will be responsible for managing employee onboarding, benefits administration, compliance with HR policies, and maintaining personnel records. Additionally, they will assist with various office management tasks, such as coordinating meetings, handling internal communications, and supporting grant compliance documentation. The ideal candidate is organized, detail-oriented, and passionate about supporting both people and processes, playing a crucial role in fostering a positive work environment and ensuring operational efficiency.

Key Responsibilities:

Human Resources Operations & Compliance

Oversee day-to-day human resources operations and ensure compliance with federal, state, and organizational requirements.

Administer and maintain employee personnel files, ensuring accuracy, completeness, and confidentiality.

Ensure accurate completion and retention of employment documentation, including W-4s, I-9s, background checks, workers compensation claims, unemployment claims, and verification of employment.

Track, monitor, and ensure compliance with required postings, annual renewals, licenses, business registrations, LLC renewals, and property tax exemption filings.

Serve as primary organizational liaison with external HR consultants and vendors.

Coordinate and support grievance and corrective action processes in partnership with leadership.

Employee Lifecycle (Onboarding & Offboarding)

Lead and manage onboarding processes, including new hire paperwork, background checks, system access, employee IDs, and distribution of onboarding materials.

Oversee offboarding processes, ensuring completion of required documentation, system updates, and records retention.

Oversee onboarding and all-staff meeting makeup classrooms and training platforms.

HR Systems & Documentation

Serve as primary administrator and owner of the HRIS and related HR systems.

Maintain and oversee digital filing systems, records retention, and inbox/document management.

Develop, document, and maintain organizational workflows, learning systems, and written procedures for recurring tasks using tools such as Scribe and NotebookLM.

Ensure organizational document updates and version control.

Payroll, Timekeeping & Reimbursements

Own and process payroll accurately and on schedule for all employees.

Maintain payroll records and ensure appropriate documentation, approvals, and internal controls are in place.

Review and approve timesheets, mileage, and reimbursement documentation prior to processing.

Coordinate with finance and accounting to resolve payroll-related discrepancies and support reconciliations.

Employee Benefits Administration

Oversee employee benefits enrollment, changes, and terminations.

Serve as primary point of contact for employee benefit questions and support annual open enrollment processes.

Training & Compliance Tracking

Coordinate, track, and ensure completion of required employee trainings, including sexual harassment, diversity, CPR/First Aid, and other mandated or organizational trainings.

Maintain accurate training records for audits and compliance reviews.

Hiring & Recruitment Support

Coordinate job postings, assist with interviews, and oversee completion of hiring documentation and system entry.

Ensure new employee information is accurately entered into HR systems and access is provisioned appropriately.

Administrative & Office Support

Oversee organizational mail and general office correspondence.

Coordinate contractor and vendor documentation, including W-9 collection and tracking.

Coordinate internal meetings, including all-staff meetings, and track attendance.

Oversee ordering of office supplies and support internal events as needed.

Audit & Reporting Support

Prepare and provide HR-related documentation, payroll records, and training records for audits and funder reporting.

Assist with grant management and billing documentation as assigned.

Qualifications:

Required

Associates degree or higher in human resources, business administration, human services, or a related field OR equivalent combination of education and relevant experience.

Demonstrated interest in human resources, administrative operations, or organizational systems.

Strong interpersonal skills; personable, approachable, and able to build rapport with staff at all levels.

Strong written and verbal communication skills, including comfort leading small group meetings, orientations, or trainings.

High level of attention to detail and accuracy, especially when working with sensitive and confidential information.

Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.

High level of comfort with technology, including ability to quickly learn new software and systems.

Proficiency with Google Workspace and general office technology.

Ability to work independently, take initiative, and exercise sound judgment.

Ability to pass a background check.

Preferred

Experience in human resources, payroll, office administration, or a similar role.

Experience using HRIS platforms (e.g., BambooHR) and digital documentation systems.

Experience in nonprofit, healthcare, or human services environments.

Experience supporting audits, compliance reviews, or grant-funded programs.

Familiarity with developing and documenting workflows and procedures.

Required Within 6 Months of Hire (or ability to obtain)

CCS Volunteer Training (provided by organization)

40-hour Core Advocacy Training Certification (provided by organization)

CPR/First Aid Certification (provided by organization)

Competencies:

Organizational Excellence Effectively manages multiple priorities, maintains accuracy, and meets deadlines.

Communication Communicates clearly and professionally in writing and verbally; able to facilitate conversations and small group meetings.

Confidentiality & Integrity Handles sensitive information with discretion and professionalism.

Technology & Systems Thinking Learns new systems quickly and uses technology to improve workflows.

Initiative & Problem-Solving Anticipates needs and identifies practical solutions.

Collaboration Works well across departments and with external partners.

Adaptability Responds positively to change and shifting priorities.

Work Environment & Physical Requirements

Primarily office-based with frequent computer use.

Occasional travel for trainings or meetings.

Ability to sit or stand for extended periods.

Ability to lift up to 25 pounds occasionally.

OUR COMPANY IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER (M/F/D/V)