HR Specialist, Systems & Talent

Position Summary

The HR Specialist, Systems and Talent supports the day-to-day administration of HR operations and systems, with a focus on delivering efficient HR processes. This role is responsible for maintaining accurate employee data and personnel files, administering HR systems, and coordinating key employee lifecycle activities, including onboarding, offboarding, and performance management. The position also supports recruiting activities, HR reporting, and process improvement initiatives to ensure accurate, consistent, and efficient HR operations. Working closely with the HR team, managers, IT, and external vendors, the HR Specialist serves as a resource for employees and managers while supporting the overall effectiveness of HR programs and processes.

Key Responsibilities

HR Systems Management and Support:

• Administer and maintain HR systems, including the HRIS, ATS, LMS, and other HR-related platforms, ensuring accurate employee data and system functionality.
• Process employee changes in UKG, including new hires, promotions, transfers, compensation adjustments, employment status changes, and terminations.
• Conduct regular system audits and data reconciliations to ensure data integrity and accuracy.
• Serve as the primary point of contact for HR system and timecard inquiries, providing user support, troubleshooting issues, and managing UKG cases and service requests.
• Partner with HR, IT, and system vendors to identify and implement process improvements, system enhancements, workflows, and integrations.
• Support HR system training, vendor coordination, and the evaluation of new HR technologies.

Reporting and Analytics:

• Generate and maintain HR reports and dashboards to support HR operations, compliance, and decision-making.
• Prepare monthly reporting for the parent company, including headcount reporting and workforce planning data, and assist with ad hoc reporting requests.

Onboarding, Offboarding and Employee Lifecycle Support:

• Coordinate new hire onboarding, including background checks, orientation scheduling, stakeholder meet-and-greets, and completion of onboarding requirements.
• Administer the Form I-9 process, including new hire verification, reverification when required, record maintenance, and periodic compliance audits.
• Participate in new hire orientation, including presenting assigned HR topics and assisting employees with onboarding systems and tasks.
• Partner with HR, hiring managers, and IT to coordinate onboarding checklists, system access requests, and other new hire activities.
• Coordinate employee offboarding activities, including separation checklists, system access removal, required documentation, and communication with HR, IT, and Payroll.
• Calculate accrued, unused vacation payouts in accordance with company policy and applicable state law; assign and track exit interview surveys.

Performance Management and Goal-Setting Support:

• Administer annual performance review and employee goal-setting processes in UKG, including workflow setup, task assignments, and tracking completion.
• Coordinate communications, reminders, and deadlines; provide status reports and follow up on outstanding tasks.
• Provide system support to employees and managers, maintain accurate performance records, and identify opportunities for process improvement.

Employee Personnel Files and Records:

• Maintain accurate, complete, and confidential employee personnel files in accordance with company policies and applicable recordkeeping requirements.
• Conduct periodic personnel file audits, resolve missing documentation, and ensure appropriate handling of sensitive employee records.

Additional HRIS and HR Operations Support:

• Maintain HRIS workflows, approval routing, security roles, and employee self-service resources.
• Support system testing, release updates, integrations, and process documentation; help communicate changes and train end users.
• Assist with recruiting coordination, including applicant tracking, interview scheduling, candidate communications, and offer/onboarding handoffs.
• Prepare recurring headcount, turnover, and compliance-related reports and support HR projects and employee communications as needed.
• Administer and track required employee training and compliance activities through the LMS, including course assignments, completion reporting, reminders, and follow-up on outstanding training.
• Support additional HR activities as needed, including recruitment, employee benefits administration, employee communications, and recurring reporting.

Qualification & Experience

• Bachelors degree in Human Resources, Business Administration, or a related field preferred.
• Minimum of 3 years of experience in Human Resources, including HR operations, HRIS administration, or employee lifecycle processes.
• Hands-on experience with HRIS platforms required; UKG experience strongly preferred.
• Experience supporting employee lifecycle processes, including onboarding, offboarding, employee records management, and HR reporting.
• Familiarity with performance management processes, including employee goal-setting and annual reviews, preferred.
• Working knowledge of HR principles, policies, practices, and applicable employment laws and regulations.
• Familiarity with applicant tracking systems and recruiting processes.
• Strong problem-solving skills, including the ability to troubleshoot HRIS issues, resolve data discrepancies, and identify process improvements.
• Ability to generate and analyze HR reports and dashboards to support data accuracy and HR decision-making.
• Strong attention to detail and understanding of HR recordkeeping requirements, data integrity, and confidentiality.
• Excellent organizational and time management skills, with the ability to manage multiple priorities, coordinate across departments, and meet deadlines.
• Strong communication and interpersonal skills, with the ability to effectively support employees, managers, HR colleagues, IT, and external vendors.