Human Resources Specialist

Northwest-Children; Lewiston (ID); On-site; USD 52,000 - 68,000; Full time

Job summary

Northwest-Children in Idaho seeks an HR Specialist to coordinate with supervisors and employees, ensuring compliance with state and federal laws and agency policy. This role will manage personnel files and agency leave processes while maintaining accurate job descriptions and conducting regular reviews.

Ideal candidates will support workplace safety, assist with training requirements, and collaborate to foster a positive, compliant work environment for staff and clients.

Qualifications

• One year of experience in HR or related position.
• Possess a valid state issued license.
• Legally authorized to work in the United States and provide verification.
• Able to pass required Background Checks.
• Able to complete and maintain all training requirements per agency policy and procedures.

Responsibilities

• Coordinate with supervisors and employees to ensure legal compliance.
• Oversee personnel file management and leave processes.
• Maintain accurate job descriptions and conduct regular reviews.
• Assess workplace safety as it relates to personnel.
• Support managers with progressive disciplinary actions and documentation.
• Facilitate termination processes with supervisors and departments.
• Respond to requests for verification of employment.
• Support HRIS data entry and payroll changes as needed.

Skills

Verbal communication

Written communication

Interpersonal skills

Negotiation skills

Organizational skills

Time management

Analytical skills

Problem solving

Adaptability

Prioritization

Employment laws knowledge

MS Office

HRIS

Education

Bachelor’s degree in HR

SHRM-CP or SHRM-SCP

Tools

HRIS

Microsoft Office

Job description

RESPONSIBILITIES

The Human Resources (HR) Specialist will coordinate with supervisors and employees, ensuring compliance with in accordance with applicable state and federal laws, as well as agency policy and procedure. This position will oversee personnel file management and agency leave processes. The HR Specialist will work with supervisors to create a supportive work environment through maintaining accurate job descriptions, conducting regular reviews and actively assessing workplace safety as it relates to personnel.

MINIMUM QUALIFICATION

• One year of experience in Human Resources or related business position.
• Possess valid state issued license.
• Legally authorized to work in the United States and provide verification.
• Able to pass required Background Checks.
• Able to complete and maintain all training requirements per agency policy and procedures.

PREFERRED QUALIFICATIONS

• Bachelor’s degree in Human Resources or related field.
• SHRM-CP or SHRM-SCP certification.

REQUIRED SKILLS & ABILITIES

• Excellent verbal and written communication skills.
• Excellent interpersonal and negotiation skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to adapt to the needs of the organization and employees.
• Ability to prioritize tasks.
• Thorough knowledge of employment-related laws and regulations.
• Proficient with Microsoft Office Suite or related software.
• Ability to quickly learn the organization Human Resources Information System (HRIS).

Essential Functions (for illustrative purposes):

1. Support the maintenance and upkeep of HRIS system to include user support and data entry.
2. Monitor and maintain up to date required license and certification documentation for applicable employee personnel files including professionals and trainers.
3. Create and submit status change updates for payroll, accounting and benefits.
4. Maintain an employee roster and distribute to designated staff on a monthly basis.
5. Maintain an agency phone extension list and distribute to staff on a monthly basis.
6. Respond to requests for verification of employment.
7. Support managers with the progressive disciplinary action process to include all required documentation.
8. Facilitate full cycle termination process with applicable supervisors and departments.
9. Collect exit interview data from terminated employees and provide data to Administrative team for review as necessary.
10. Maintain terminated employee personnel records and create a schedule for destruction of records per policy (7 years).
11. File documentation, audit and monitor active employee files to ensure compliance with licensing and accreditation standards.
12. Facilitate the Extended Illness Benefit (EIB) approval process.
13. Facilitate the Bereavement approval process.
14. Participate as a member of the Safety Committee.
15. Compile and distribute updated agency policies and procedures to all employees, collecting all required electronic signatures.
16. Support the Operations Director in formatting and storing agency policy and procedure updates.

COMPLIANCE

1. Prepare annual EEO-1 survey report for submission to the U.S. Equal Employment Opportunity Commission.
2. Prepare annual OSHA300 log for agency records.
3. Process the approval and usage of employee leaves including but not limited to Leaves of Absence and Family Medical Leave Act (FMLA) in accordance with applicable state and federal laws as well as agency policy and procedure.
4. Support the process of disability accommodation requests in accordance with the Department of Labor Americans with Disabilities Act (ADA).
5. Conduct annual satisfaction surveys for all agency departments.
6. Provide a departmental data for Board of Directors as requested.
7. Maintain agency job descriptions, conducting regular reviews and updates with supervisors to ensure accuracy and Fair Labor Standards Act (FLSA) adherence.
8. Conduct an annual FLSA compliance assessment and make recommendations for changes as needed.
9. Facilitate annual evaluation process for entire agency, coordinating with supervisors to ensure effectiveness of evaluation.
10. Coordinate with the Human Resources department to maintain the agency employee handbook and propose revisions as needed.
11. Coordinate with the Human Resources department to ensure the organizations compliance with federal, state, and local employment laws and regulations and recommended best practices; propose revisions to policies as needed.
12. Review all employee injury reports and safety concerns, conduct reviews of reports and collaborate with appropriate managers to resolve concerns.
13. Submit worker’s compensation claims and create modified work duty offers for employees with work restrictions.
14. Other applicable duties as assigned.

ADDITIONAL REQUIREMENTS

1. Occasional moving of heavy objects (up to 25 pounds).
2. Sitting for prolonged periods of time.
3. Prolonged periods of keyboard and telephone use.
4. Occasional moving and positioning self to complete tasks.
5. Ability to operate and utilize objects, tools, equipment, supplies and controls.
6. Must be able to effectively communicate with clients, co-workers, and other third parties in person, in writing, and remotely and must be able to use technology to review information and enter/retrieve data.

WORKING CONDITIONS

1. Trainings, meetings and other duties occasionally occurring in various buildings on agency property.
2. Ability and willingness to work occasional weekends and evenings to facilitate and attend meetings and events.
3. Occasional supervised interaction with clients with various mental and physical conditions, including clients who could potentially be carrying an infectious or communicable virus, pathogen or disease.
4. Occasional supervised interaction with clients who may act out physically, verbally or otherwise.
5. Ensuring proper cleaning and sanitization that may involve the use of chemicals.
6. Work completed primarily indoors.

The requirements and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. If requested, reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of the job, absent undue hardship.