HR Specialist

Job description

Our client is a premier utility company specializing in rapid response and storm chasing to utility companies and contractors in need of a quick reaction force to repair power outages when they need it most. With a commitment to excellence and innovation, we provide reliable and efficient solutions to help our clients restore power quickly and effectively during emergencies and adverse weather conditions while ensuring operational efficiency and financial sustainability. Our customers are our communities, and when they need us, we are there. We are seeking an experienced and dynamic HR Office Admin to oversee Human Resource aspects related to these critical operations. You will play a crucial role in ensuring the compliance and organization of our rapid response and storm chasing services, supporting our mission to provide reliable and effective solutions to utility companies facing emergencies and adverse weather conditions. ### Responsibilities: - **Employee File Management:** - Ensure employee job data is entered timely and maintained in company’s core HRMS system, Paychex Flex with accuracy according to company policy. - Manage various employee forms and ensure appropriate documentation as well as approvals are obtained. - Ensure driver files are created for new employees in a timely manner and all documentation is properly obtained, organized, & maintained. - Ensure appropriate updates are being made or acquired based upon local, state, & federal guidelines as well as company or employee requests. - **Employee Recruitment & Onboarding:** - Oversee end-to-end hiring processes from identifying hiring needs to onboarding of the hired candidate. - Administer the interview process for potential candidates and coordinate with division managers to ensure proper candidate screenings and assessments. - Manage all recruiting platforms and review job postings, candidates, and opportunities with division and senior managers. - Ensure all employee inquiries are organized and filed according to company policy. - Oversee, schedule, and participate in a rotation of employee onboarding outside business hours to support emergency operations. - Ensure activation of new employees in the HRMS system, Paychex Flex - Ensure all DOT driver qualifications are met according to onboarding compliance. - Review employee benefit packages bi-annually and ensure all eligible employees are enrolled or removed timely and accurately. - **Performance Monitoring:** - Establish key performance indicators (KPIs) to measure the effectiveness of employee productivity, storm chasing and restoration efforts. - Monitor KPIs regularly and implement corrective actions as needed to meet performance targets. - Analyze performance data to identify trends and areas for improvement. - Implement an employee evaluation schedule and ensure completion of employee reviews in a timely manner across the organization. - Prepares and maintains special internal and external reports as requested by the Manager and/or Director of Human Resources - **Compliance and Governance:** - Ensure statutory, regulatory, ethical, contractual and policy compliance consistent with applicable federal, state and local laws and regulations, enterprise values and code of conduct, collective bargaining agreements and human resources policies and procedures. - Oversee any human resource internal and external audits, addressing audit findings and recommendations. - Uphold corporate governance principles and ethical standards. - Maintain hiring practice completion in accordance with company guidelines and all legal agency requirements (Federal, State, DOT, OSHA) - Act as a liaison with outside agencies and other human resources functions and company support services throughout the organization. - Develops, revises, and implements HR policies and procedures. - **Reporting and Communication:** - First line of support for field staff and Management related to inquiries regarding workforce data (rate changes, separations, and employee movement) - Communicate with managers, and field staff on employee documentation and onboarding needs. - Ensure all updated local union documentation is obtained as needed and changes are communicated to corresponding parties. - Advises management on the formulation and administration of plans and policies for human resource activities. - Acts as an internal consultant by analyzing and recommending solutions to human resource issues relating to the assigned program or business area. - Reviews payroll information and reporting to ensure timely and accurate payments to employees. - Collaborates with managers and senior leaders on budgets, expenses, and efficiencies related to payroll. ### Qualifications: - Associate degree in Human Resources or related field preferred - Proven experience in accurate and dependable HR functions - Excellent organizational and time management skills - Proficiency in Microsoft Office Suite (particularly Excel) - Ability to maintain confidentiality with sensitive financial and payroll information - Proficient in Payroll operations - Team player mindset - Effective communication - Strong organization skills ### Key Performance Indicators (KPIs): - Recruitment Efficiency: - Time-to-fill: Average number of days to fill open positions from job posting to offer acceptance. - Target: Decrease time-to-fill by X% annually. - Employee Relations Response Time: - Average response time to employee inquiries and concerns. - Target: Respond to employee inquiries within 24 hours. - Benefits Enrollment Rate: - Percentage of eligible employees enrolled in company benefits programs. - Target: >95% benefits enrollment rate during open enrollment periods. - Compliance Audit Pass Rate: - Percentage of HR records and processes compliant with regulatory requirements. - Target: >95% compliance audit pass rate. - Employee Satisfaction: - Employee satisfaction survey results: Average score on HR-related questions in employee satisfaction surveys. - Target: Maintain or increase average satisfaction score year-over-year. - Onboarding Completion Rate: - Percentage of new hire paperwork and onboarding tasks completed accurately and on time. - Target: >95% onboarding completion rate. - Employee Record Retention - Employee files are set up and organized within (3) days and maintained according to internal and external agency expectations. - Target: 98% Employee file Completion & Maintenance - Payroll Processing - Payroll is entered and approved according to internal and external agency expectations. - Target: <1% of payroll runs are late or have errors - Union Fringe Benefit Reporting and Payment: - Union Fringe Benefit Reporting is entered accurately and timely on a monthly basis - Target: Fringe benefits are completed and accurate 100% of the time