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Key Responsibilities and Required Skills for a Personnel Specialist

💰 $55,000 - $75,000

Human ResourcesAdministrationTalent Management

🎯 Role Definition

The Personnel Specialist, a cornerstone of our Human Resources department, is responsible for the seamless execution of daily HR functions. You will act as a primary point of contact for employees, providing guidance and support across various HR domains including talent acquisition, benefits, employee relations, and compliance. This role requires exceptional organizational skills and a deep commitment to maintaining confidentiality and fostering a positive, productive work environment. You will be instrumental in ensuring our HR operations are efficient, compliant, and aligned with our company's strategic goals.

📈 Career Progression

Typical Career Path

Entry Point From:

  • HR Coordinator
  • Recruiting Assistant
  • Administrative Assistant (with HR focus)

Advancement To:

  • Senior Personnel Specialist / HR Generalist
  • HR Business Partner
  • Benefits or Compensation Manager

Lateral Moves:

  • Talent Acquisition Specialist / Recruiter
  • Employee Relations Specialist

Core Responsibilities

Primary Functions

  • Manage the full-cycle recruitment process for assigned positions, including drafting compelling job descriptions, posting on various job boards, sourcing passive candidates, and screening applicants to build a robust talent pipeline.
  • Coordinate and schedule interviews between candidates and hiring teams, ensuring a smooth and positive candidate experience from initial contact to final decision.
  • Facilitate a comprehensive and engaging onboarding experience for all new hires, ensuring all required paperwork (I-9, W-4, state forms) is completed accurately and submitted on time.
  • Conduct new employee orientations, presenting information on company history, culture, policies, and benefits to ensure a successful integration into the organization.
  • Administer employee benefits programs, including health, dental, vision, life insurance, and 401(k) plans, by processing enrollments, changes, and terminations.
  • Serve as the primary point of contact for employee questions regarding benefits, resolving issues with vendors, and escalating complex cases as necessary.
  • Manage and track all employee leaves of absence, including FMLA, ADA, disability, and personal leave, ensuring compliance with federal and state regulations and company policy.
  • Act as a first point of contact for employee relations issues, providing guidance to both employees and managers, and helping to mediate and resolve minor conflicts in a fair and consistent manner.
  • Maintain accurate and up-to-date employee data in the Human Resources Information System (HRIS), processing new hires, terminations, promotions, and other status changes.
  • Ensure the integrity and confidentiality of all human resource files and records, conducting periodic audits of personnel files and I-9 documentation to ensure compliance.
  • Assist in the administration of the performance management cycle, including tracking review completion, answering employee questions, and providing support to managers.
  • Respond to internal and external inquiries regarding employment verification, employee data, and general HR policies and procedures.
  • Support the offboarding process by conducting exit interviews, coordinating the return of company property, and processing final pay and benefits information.
  • Stay current on changes to federal, state, and local employment laws and regulations to ensure organizational compliance and recommend policy updates as needed.
  • Assist in the development, implementation, and communication of new HR policies, procedures, and programs to employees and managers.
  • Generate and prepare routine and ad-hoc reports from the HRIS on key metrics such as headcount, turnover, time-to-fill, and other data as requested.
  • Process and manage workers' compensation claims, acting as a liaison between the employee, medical providers, and the insurance carrier.
  • Provide essential support for annual HR processes such as benefits open enrollment, compliance reporting (EEO-1), and performance reviews.
  • Collaborate with the payroll department by providing relevant employee information for payroll processing and resolving any pay-related discrepancies.
  • Participate in the planning and execution of employee engagement activities, wellness initiatives, and company-wide events to foster a positive workplace culture.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis to provide insights on workforce trends.
  • Contribute to the organization's HR data strategy and roadmap by identifying opportunities for process improvement and automation.
  • Collaborate with business units to translate their people-related needs into actionable HR initiatives and support.
  • Participate in sprint planning and agile ceremonies if the HR team utilizes agile methodologies for project management.
  • Assist in coordinating company-wide training and development programs, including logistics, scheduling, and material preparation.
  • Provide general administrative support to the HR department, such as managing calendars, processing invoices, and ordering supplies.

Required Skills & Competencies

Hard Skills (Technical)

  • HRIS Proficiency: Strong hands-on experience with Human Resources Information Systems (e.g., Workday, ADP Workforce Now, SAP SuccessFactors, BambooHR).
  • ATS Experience: Demonstrable skill in using Applicant Tracking Systems (e.g., Greenhouse, Lever, iCIMS) for managing recruitment pipelines.
  • MS Office Suite: Advanced proficiency in Microsoft Office, particularly Excel for data manipulation and reporting, Word for documentation, and PowerPoint for presentations.
  • Employment Law Knowledge: A solid understanding of key federal, state, and local employment laws (FMLA, EEO, ADA, FLSA).
  • Benefits Administration: Practical knowledge of employee benefits programs, enrollment procedures, and compliance requirements.
  • Reporting & Analytics: Ability to generate, analyze, and interpret HR data and reports to inform decision-making.

Soft Skills

  • Communication: Exceptional written and verbal communication skills, with the ability to convey complex information clearly and professionally to diverse audiences.
  • Confidentiality & Discretion: Utmost integrity and the proven ability to handle sensitive employee information with a high degree of confidentiality.
  • Attention to Detail: Meticulous organizational skills and a keen eye for detail to ensure accuracy in data entry, compliance, and documentation.
  • Interpersonal Skills: Strong ability to build rapport and effective relationships with employees, managers, and external partners based on trust and empathy.
  • Problem-Solving: Resourceful and analytical approach to identifying issues, evaluating options, and implementing effective solutions.
  • Time Management: Superior ability to prioritize tasks, manage competing deadlines, and work efficiently in a fast-paced environment.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's degree in a relevant field or an equivalent combination of education and professional work experience.

Preferred Education:

  • Bachelor's or Master's degree specializing in Human Resources Management.
  • Professional HR Certification (e.g., SHRM-CP, SHRM-SCP, PHR, SPHR).

Relevant Fields of Study:

  • Human Resources
  • Business Administration
  • Industrial/Organizational Psychology
  • Communications

Experience Requirements

Typical Experience Range:

  • 2-5 years of direct experience in a Human Resources role, such as HR Coordinator or HR Assistant, with exposure to multiple HR functions.

Preferred:

  • Experience working in a fast-paced, high-growth corporate environment.
  • Proven experience handling sensitive employee relations issues and conducting internal investigations.
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