Human Resources Specialist

JOB DESCRIPTION

Position Title: Human Resources Specialist

Department: Human Resources

Reports to: Vice President, Human Resources and Benefits

Salary: $66,560 - $67,560

FLSA Status: Exempt

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General Summary:

Responsible for foundational Human Resource (HR) functions and processes. Representing ISYS’ HR and company interests in a careful, thorough and timely manner, and with keen attention and adherence to legal regulations and company policies. Conducts essential Human Resource Department functions, related tasks and special assignments in a confidential, sensitive, proactive and detailed manner.

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Essential Job Functions:

Recruiting, Onboarding and Offboarding:

• Performs recruiting activities as assigned, which may include daily monitoring of Applicant Tracking System and “working” email in-box, posting/monitoring job ads, screening, interview scheduling, and corresponding with perspective candidates. May also participate in interviews.
• Communicates clearly and promptly with candidates, new hires and departing employees on behalf of ISYS. Represents the ISYS’ HR interests as well as the ISYS brand and value of excellence in each interaction.
• Routine onboarding and offboarding tasks, including but not limited to VOEs/reference/background checks, documentation, filing, data entry, orientation, equipment inventory, prompt actions and communication, etc. Ensures prompt and accurate completion of VOEs for current employees and new hires.
• Administers Onboarding process for all new hires. Coordinates and schedules onboarding and orientation, including ensuring required paperwork is provided and completed, orientations are proactively arranged and that HR is making the appropriate impression and preparations. This includes but may not be limited to: travel arrangements, timely and accurate VOEs/reference/background checks, documentation,conducting the HR orientation meetings and ensuring all HR related matters are addressed professionally and with appropriate emphasis during orientation.
• Manages and monitors ISYS’ HR online presence, profiles and communications on job sites, social media accounts, and on the company website. Alerts VP, HR of any issues related to ISYS’ online presence which could impact recruiting efforts.

Benefits, Safety, and Time-Off Management:

• Acts as designated ISYS Safety Officer. Leads annual safety meetings, organizes content and flow of meetings, and presents safety information to employees. Ensures safety equipment is up to date and fully stocked.
• Processes any potential workers compensation claims in compliance with law, and promptly informs VP of HR of claims as soon as they are received.
• Provides routine employee ergonomic training. Conducts ISYS In-house Ergonomic Evaluations and related discussions and follow-up. Ensures general employee safety and prevention measures. Provides helpful ergonomic feedback and guidelines based on HR ergo training and ISYS internal protocols.
• Assists with time off requests and provides approval or denial to staff on ISYS’ behalf, when appropriate and in compliance with policy and protocol. Escalates any unique time off requests requiring special consideration. Maintains record of requests and ISYS’ responses. Calendars and monitors time off and communicates other types of attendance matters to appropriate supervisors.
• May assist with administering ISYS’ Employee Benefits and provides backup and coverage to Benefits Administrator. Conducts tasks related to benefits handling and open enrollment, ensuring accuracy of information, and cross-checking deduction calculations. Communicates accordingly with ISYS’ benefit broker.
• May provide backup or coverage to manage the leave of absence process in accordance with law and as directed by VP of HR.

Company Events:

• Leads event planning and coordination, including but not limited to, research and facilitation of meetings, luncheons, gatherings or other event types of various sizes and locations. Compares and contrasts venues and presents related information for consideration. Maintains proactive communication with event space vendors and provides HR representation and/or presentations at events to ensure successful outcomes. Monitors event flow and ensures a successful outcome. Collaborates with HR team and ISYS leadership in both the event planning execution process.

Employee Relations, Performance and Documents Management:

• Acts as HR administrator on the company portal, making routine announcements. Monitors the HR aspects of the ISYS Portal, ensuring appropriate language, tone and brand identity. Makes timely posts of current events and takes advantage of opportunities to build culture through the Portal site by posting regularly and demonstrating enthusiasm and engagement.
• Administers ISYS’ annual Performance Review process, providing HR instruction, input, approval, and edits, as well as performance information, suggestions and appropriate wording/language edits related to the evaluation process. Maintains performance files and provides objective and clear performance summaries and feedback. Coordinates follow-up trainings and performance intervention meetings when needed. Ensures all Performance Reviews are done in accordance with ISYS annual timeline. Also completes HR approval and edits on other performance related documents or disciplinary actions such as Performance Improvement Plans or Warnings and ensures those documents are done objectively in alignment with standards, and only when appropriate.
• May assist with scheduling annual review of job descriptions and updates in accordance with protocol and cooperation with department heads.
• Leads HR related presentations and may speak in front of large employee groups and at company events.
• Addresses general employee relations matters and basic HR issues, including ensuring related documentation and compliance with policies and regulations. Responds to employees making general inquiries of HR and acts as an ambassador of the organization in that process, upholding ISYS’ brand and culture in all interactions. Consistently communicates in a professional, polite and responsive way. Responds promptly to employee inquiries while keeping ISYS’ best interest in mind. Exhibits assertiveness and leadership when appropriate to ensure desired HR outcomes.
• Documents HR relevant conversations in an objective and timely manner.
• Confidential filing and management of personnel files in accordance with policy and regulations (maintains separate files, as mandated by law); both hard files and electronic files. Maintains confidential personnel records, other confidential or general information and documents. Ensures all filing is completed within 5 business days, or sooner, depending on the urgency of the documentation.

Employee Training and Education:

• Back up assistance and coverage in maintaining and monitoring professional development information and resources based on potential training needs of ISYS employees, including coordination of the Annual Supervisor/Harassment training(s). Makes professional development recommendations based on performance knowledge and communication with the appropriate supervisor or manager. Maintains accurate employee training documentation and provides routine reporting to department leaders on employee training engagement and compliance.

Exec/Admin Assistance and Other:

• Provides as needed assistance or essential coverage to the VP of HR.
• Completes executive errands as needed for essential functions and/or upon request from the VP of HR.
• May be required to undertake special assignments or additional tasks and projects in support of ISYS’ corporate/executive department or at the request of executive leadership.
• Responsibly handles monetary HR tasks as needed, making purchases on ISYS’ behalf and ensuring cost containment and confidentiality of ISYS credit card information. Arranges appropriate travel accommodations, orders pre-approved general or unique office supplies, HR supplies, food/meals, or other items authorized by the VP of HR. Also, retains receipts and submits to finance department routinely in compliance with policy.
• Performs special assignments in support of ISYS’ corporate/executive department or at the request of executive leadership.

• Attends 1-2 job related educational classes/seminars per year (Pre-approved by the VP of HR).

* Duties may vary or rotate within the HR Department and be reassigned as needed to meet corporate office functions/executive business needs.

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Knowledge, Skills, and Abilities:

• Strong computer skills/literacy, and internet proficiency
• Excellent time management and organization
• Attention to details with a strong focus on avoiding errors
• Completes tasks in a timely manner with minimal supervision and high level of proactivity and accountability
• Demonstrated ability to work autonomously with minimal supervision
• Good knowledge of ISYS company policy, the various department protocols and best internal practices
• Demonstrated ability to maintain complete confidentiality and handle “sensitive” matters and documents with a very high degree of caution and care
• Good knowledge of the department’s Human Resource functions and the willingness to learn and obtain more specialized knowledge as needed, including legal and compliance knowledge.
• Outstanding, courteous and professional communications in all situations.
• Excellent English skills with strong writing and speaking ability, and excellent presentation skills
• Detailed knowledge of Company policy as stated in the current ISYS Employee Handbook, and the ability to enforce and explain policy.
• Proficient research and excellent problem solving skills
• Excellent ability to prioritize and manage time efficiently
• Trustworthiness in all areas
• Ability to handle financial responsibilities with caution and attentiveness
• Ability to effectively manage processes and changing priorities
• Familiarity with Company history, Brand identity, and culture, including Mission, Vision and Values
• Ability to drive a motor vehicle and current Driver’s License.
• Ability to work evenings, weekends or travel by plane and overnight on rare occasions
• Willingness to learn and grow