HR Data Tracking Specialist

Ibis Healthcare; Tampa (FL); On-site; USD 42,000 - 64,000; Full time

Job summary

Ibis Healthcare is seeking an HR Data Tracking Specialist in Tampa, FL to maintain accurate HR data and confidential records. The role supports workforce management, reporting, and compliance under CHRO guidance.

The ideal candidate will handle HRIS data, audits, and HR metrics with strong attention to detail and integrity in a healthcare setting. This is a full-time on-site position supporting HR leadership and operations.

Qualifications

• High school diploma or equivalent required.
• Associate degree in HR, Business Admin, Data Management, or related field preferred.
• Two+ years in HR data, HRIS, data entry, or records management preferred.

Responsibilities

• Maintain accurate employee information in HRIS and related databases.
• Enter, update, audit, and verify data including hires, terminations, transfers, and changes.
• Prepare routine and ad hoc HR reports for leadership.
• Track recruitment activity from application to hire and onboarding.
• Maintain confidential employee records and ensure data security.
• Assist with audits, compliance, and HR project tracking.

Skills

Attention to detail

Data accuracy

Analytical skills

Communication

Confidentiality

Excel

Outlook

HRIS

Time management

Education

High school diploma

Associate degree in HR/Business/Data Management

Bachelor's degree in HR/Business/Data Analytics

Tools

HRIS systems

Microsoft Excel

Job description

Position Title: Human Resources Data Tracking Specialist
Department: Human Resources
Reports To: Chief Human Resources Officer (CHRO) / Human Resources Manager
Employment Status: Full-Time
FLSA Classification: Non-Exempt
Location: Tampa, Florida

Position Summary

The Human Resources Data Tracking Specialist is responsible for maintaining accurate, timely, and confidential employee data and HR records to support effective workforce management and organizational decision-making at Ibis Healthcare. This position serves as a key resource for tracking employee information, HR metrics, staffing activity, compliance requirements, performance evaluation data, recruitment activity, turnover, attendance, and other human resources-related information.

The HR Data Tracking Specialist will ensure that HR data is entered, maintained, monitored, and reported accurately while adhering to Ibis Healthcare policies, applicable employment laws, confidentiality requirements, and established data-management procedures.

Essential Duties and Responsibilities

HR Data Management

• ·Maintain accurate and current employee information within the organization's HRIS and related HR databases.
• ·Enter, update, audit, and verify employee data, including new hires, terminations, transfers, promotions, status changes, compensation information, and other personnel changes.
• ·Maintain organized electronic and paper personnel records in accordance with company policies and applicable regulations.
• ·Conduct regular audits to identify discrepancies, missing information, duplicate records, or data-entry errors.
• ·Ensure HR records are maintained securely and confidentially.

HR Reporting and Data Tracking

• ·Prepare routine and ad hoc HR reports for HR leadership and management.
• oHeadcount
• oTurnover and retention
• oNew hires and separations
• oVacancies and recruitment activity
• oEmployee status changes
• oAttendance and absenteeism
• oPerformance evaluation completion
• oEmployee demographics and workforce trends
• oTraining and compliance completion
• oOther HR-related metrics as assigned
• ·Maintain HR tracking spreadsheets, dashboards, logs, and reporting tools.
• ·Identify trends, inconsistencies, and data gaps and communicate findings to HR leadership.
• ·Assist with the preparation of monthly, quarterly, and annual HR reports.

Recruitment and Onboarding Data

• ·Track recruitment activity from application through hire.
• ·Maintain accurate records regarding candidates, interviews, offers, background screenings, orientation, and onboarding completion.
• ·Monitor onboarding requirements and communicate outstanding items to appropriate HR personnel.
• ·Assist with tracking employee orientation and required documentation.

Compliance and Employee Records

• ·Assist HR leadership with maintaining records required for audits, regulatory reporting, and organizational compliance.
• ·Track completion of required employee documentation, screenings, certifications, licenses, training, and other employment requirements.
• ·Assist with monitoring deadlines and follow-up requirements.
• ·Maintain confidentiality of employee information and HR records at all times.

Performance Management

• ·Track annual and other required employee performance evaluations.
• ·Maintain evaluation completion records and provide reports to HR leadership and managers.
• ·Assist with monitoring evaluation deadlines and outstanding evaluations.
• ·Support HR initiatives related to employee performance documentation.

Administrative Support

• ·Provide administrative and analytical support to the HR department.
• ·Respond to internal requests for routine HR data and reports within established guidelines.
• ·Assist with HR projects, surveys, audits, and special initiatives.
• ·Develop and maintain standardized tracking tools and reporting processes.
• ·Perform other duties and responsibilities as assigned by the CHRO or Human Resources Manager.

Required Qualifications

• ·High school diploma or equivalent required.
• ·Associate degree in Human Resources, Business Administration, Data Management, or a related field preferred.
• ·Two or more years of experience in human resources, HRIS administration, data entry, reporting, records management, or a related administrative function preferred.
• ·Experience working with confidential employee information.
• ·Strong attention to detail and accuracy.
• ·Strong organizational and time-management skills.
• ·Ability to manage multiple priorities and meet established deadlines.

Preferred Qualifications

• ·Bachelor's degree in Human Resources, Business Administration, Data Analytics, or a related field.
• ·Experience working in a healthcare, behavioral health, nonprofit, or similar regulated environment.
• ·Experience with HRIS systems and electronic personnel records.
• ·Experience with Microsoft Excel, including sorting, filtering, formulas, pivot tables, and basic data analysis.
• ·Knowledge of HR metrics and workforce reporting.
• ·Familiarity with employment laws, HR compliance requirements, and personnel recordkeeping practices.

Knowledge, Skills, and Abilities

• The successful candidate should demonstrate:
• ·Excellent attention to detail and data accuracy.
• ·Strong analytical and problem-solving skills.
• ·Ability to identify discrepancies and resolve data issues.
• ·Excellent written and verbal communication skills.
• ·Strong proficiency with Microsoft Office, particularly Excel and Outlook.
• ·Ability to maintain strict confidentiality.
• ·Ability to work independently while also collaborating effectively with HR leadership and organizational managers.
• ·Ability to organize large volumes of information and meet deadlines.
• ·Professional judgment and discretion when handling sensitive employee information.
• ·Ability to learn and effectively use HRIS and other technology systems.

Confidentiality

This position has access to confidential employee, compensation, personnel, recruitment, and organizational information. The Human Resources Data Tracking Specialist must maintain strict confidentiality and use employee information only for legitimate business purposes in accordance with Ibis Healthcare policies and applicable laws.

Physical and Work Requirements

• ·Ability to work effectively in an office and/or administrative environment.
• ·Ability to sit, stand, walk, and use a computer for extended periods.
• ·Ability to communicate effectively by telephone, email, video conference, and in person.
• ·Ability to manage multiple tasks in a fast-paced healthcare environment.

Performance Expectations

• Performance in this position will be evaluated based on:
• ·Accuracy and timeliness of HR data entry and reporting.
• ·Maintenance of complete and accurate employee records.
• ·Timely completion of assigned HR tracking and reporting responsibilities.
• ·Confidentiality and appropriate handling of employee information.
• ·Responsiveness to HR leadership and internal stakeholders.
• ·Ability to identify and resolve data discrepancies.
• ·Consistent adherence to Ibis Healthcare policies and procedures.

Disclaimer

This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions associated with the position. Ibis Healthcare reserves the right to modify, assign, or reassign duties and responsibilities as organizational needs require.

Ibis Healthcare is an Equal Opportunity Employer.

Employee Acknowledgment

I acknowledge that I have received, reviewed, and understand the responsibilities and expectations outlined in this job description.

Employee Name:______________________________

Employee Signature:___________________________

Date:___________________