HR Operations Specialist

PURPOSE

The HR Operations Specialist supports day-to-day HR operational activities and serves as a key partner to the HR team to ensure accurate, compliant, and timely execution of core HR processes. This role plays an important role in delivering a positive employee experience while maintaining strong operational controls, documentation, and compliance with federal and state requirements. This role offers broad exposure to the operational backbone of HR and provides opportunities to learn and develop across HR disciplines.

ESSENTIAL DUTIES/RESPONSIBILITIES

Immigration

• Support immigration-related processes by coordinating documentation, communications, and case tracking with internal teams and external legal counsel.
• Maintain accurate immigration records and assist with the preparation of job descriptions and supporting documentation for active cases.

Compliance

• Execute pre-employment and recurring background screening processes, including criminal, credit, and motor vehicle record (MVR) checks.
• Review background screening results, identify discrepancies or issues, and escalate issues in accordance with internal procedures.
• Verify and maintain employee records like SSNs, name changes, driver's license, and auto insurance documentation within Dayforce (HRIS).
• Conduct monthly Driving Program audits and manage related employee communications and follow-up.
• Serve as the liaison between compliance and the employees and management.
• Audit, track, and issue compensation plans for internal employee changes.
• Support recurring compliance audits and regulatory reporting requirements (e.g., EEO-1, OEWS, CA Pay Data, license renewals, etc.).
• Review, maintain, and ensure accuracy of Labor Law posters for all office locations using an online system for tracking.
• Assist with ad hoc ESG surveys and legal requests for data and recordkeeping.
• Maintain organized compliance documentation, trackers, and audit records.

Onboarding

• Support end-to-end onboarding for employees, contractors, and employee conversions.
• Assist with HRIS onboarding activities, including document tracking, I-9 completion, and background check coordination.
• Support onboarding communications, welcome activities, and surveys as needed.

General HR Support

• Provide general administrative and operational support to the HR team across a variety of HR functions.
• Monitor shared HR inboxes and other queues to ensure timely responses, appropriate routing, and follow-up.
• Assist with labor and final payment tracking as requested for terminations for accounting
• Support ad hoc HR department projects, audits, and process improvement initiatives as needed.

REQUIRED KNOWLEDGE/SKILLS/ABILITIES

• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience with an HRIS preferred.
• Basic knowledge of HR and or Recruiting processes across onboarding, compliance, and employee record management.
• Strong attention to detail and organizational skills.
• Ability to adapt to quickly changing environment and work at a consistent fast pace.
• Strong service orientation.
• Effective interpersonal and communication skills at all levels of the organization.
• Strong problem-solving skills.
• Ability to handle sensitive and confidential information with discretion.

QUALIFICATIONS/EDUCATION

• Bachelor's Degree or equivalent experience.
• Minimum of 2 years previous HR or Recruiting experience in an Administrative support, Operations, or Coordination role.
• 1 year of HRIS or ATS experience, preferred.
• Working knowledge of Microsoft Office (i.e. Word, Excel, PowerPoint).