The HR Specialist (North) serves to provide the necessary on-site HR support in the areas of employee onboarding, benefit enrolling, employee relations, organization development, leave administration, safety / risk management, and various administrative and planning functions that serve to make Jimmy’s a safe and great place to work.
Job Responsibilities
The HR Specialist will be responsible for:
NEW-HIRE ONBOARDING & OFFBOARDING ADMINISTRATION
· Administer the New-Hire Onboarding function to offer all new North team members a warm and proper welcome and orientation and ensure all necessary FOBs, IT setup, business cards, and training are duly issued. Serve as exclusive initial point of contact for all new-hire setups with outside HR vendor and payroll provider.
· Conduct initial and semi-annual employee file audit to ensure all employee files and related documents are duly maintained, and all terminated employee files are moved accordingly.
· Assist in preparation of Job Offer letters per VP of HR approval; establish all new-hire e-files.
· Prepare necessary data for outside HR vendor to prepare annual EEO-1 filing.
· Administer Employee Separation Checklist for all North activity to properly offboard employees.
BENEFITS ADMINISTRATION
· Administer all new-hire, open-enrollment, or qualifying event employee benefit forms to the benefit carrier and/or broker of record for timely submission. Advising employees on basic plan provisions as set forth in accompanying benefit plan summaries supplied by broker or carrier.
· Manage the Employee Benefit Master Census file to document all currently active employee activity (e.g., eligibility status, enrollment election details, all waiver confirmations, benefit stipend status, etc.).
· Report
· Conduct monthly benefit premium invoice reconciliation to confirm all charged premium align with the Employee Benefit Master Census, and give to VP of HR for invoice approval.
· Prepare necessary materials for outside HR vendor to prepare annual 1095-C forms.
PAYROLL / TIME & ATTENDANCE / HEADCOUNT ADMINISTRATION
· Administer the hourly employee timeclock: generate reports, track/chart time edit activity, track supervisor time approvals, follow-up with managerial staff on employee time punch activity, prepare bi-weekly approved timeclock files to send to the payroll vendor for processing.
· Review weekly temp agency invoices to cross-check that approved headcount levels are maintained and adhered to; conduct periodic spot-audits on temp agency timeclock data, supervisor temp agency daily roster sheets, and temp agency invoices to ensure accuracy.
HR COMPLIANCE
· Coordinate with outside HR vendor to identify protected leave scenarios and proceed with guidance on properly documenting and tracking the situation.
· Coordinate with outside HR vendor and benefit brokers on proper handling of disability claims.
· Liaison with HR vendor and staff in gathering relevant facts concerning all unemployment claims.
· Coordinate with outside HR vendor on employee requests for workplace accommodations.
CORPORATE CULTURE & EMPLOYEE COMMUNICATION
· Advising and assisting employees on utilizing the online HR portal to access payroll, PTO balance, and general HR information.
· Work in conjunction with HR Generalist in preparing org-wide communications and postings, including notices of plant closures, mandatory postings, and other HR-related announcements, posters/signs, paycheck notices, etc.
· Coordinate time with managerial staff to develop team member recognition and achievement award programs.
ORGANIZATION DEVELOPMENT & EMPLOYEE RELATIONS
· Serve as a welcoming “open door” HR representative for initial employee relation issues and concerns as they arise, including but not limited to employee complaints, claims of harassment or discrimination, safety-related concerns, general complaints/concerns, and payroll check errors or concerns. Communicate concerns to VP of HR for further evaluation.
· Assist VP of HR in monitoring the calendar of employee evaluations to ensure they are carried out in timely and consistent manner and assist managerial staff in conducting same.
· Manage Job Description database to ensure all current jobs have an up-to-date Job Description on file, and assist managerial staff in the drafting, formatting, and modification of all currently approved Org Chart Job Descriptions; send all to VP of HR for approval of same.
· Serve as liaison between Departments and IT, and outside skills training vendors to arrange for necessary job training, skills development, and job-related education.
· Coordinate with outside HR vendor in assisting management personnel on proper disciplinary action, or other personnel action events, and general Policy Handbook administration.
EMPLOYEE SAFETY & RISK MANAGEMENT
· Assist VP of HR in coordinating and scheduling Safety Program trainings and Safety Committee meetings with managerial staff; type up agenda and take minutes during such meetings, and arrange meeting room and A/V availability
· Research and coordinate with outside OSHA experts to arrange for up-to-date training materials, required PPE, and on-site or virtual training seminars.
· Obtain workers’ compensation (WC) First Report of Injury claim forms immediately upon occurrence and process same with WC carrier. Coordinate and document post-accident investigations with managerial staff.
· Coordinating with managers of available light-duty wherever applicable and communicating with employee-claimants as needed.
· Maintain all applicable claim details to populate and post annual OSHA Logs.
· Conduct daily site walkaround survey to remain actively looking out for potential safety concerns, and immediately report any questionable observations to managerial staff.
RECRUITING
· Assist HR Generalist in administering internal and external job board postings as needed, conduct phone pre-screening questionnaire with qualified candidates, and prepare score card.
· Research job fairs, job boards, community organizations, and trade associations for avenues of seeking out new talent; arrange for Jimmy’s registration and/or job posting capabilities.
· Setup (if necessary) and upkeep corporate LinkedIn, Facebook, and Glassdoor.com company sites; conduct semi-monthly review of same and post newsworthy company announcements, track reviews, and report all activity to VP of HR.
Essential Skills
· Excellent written and verbal communication skills in English and Spanish.
· Possess 3-5 years’ experience working in a human resource department for a company employing 50+ employees, and job tasks included exposure to new-hire onboarding, Form I9 compliance, employee relations, recruiting/job posting, benefit enrollments, payroll administration, policy handbook administration, and employee leave of absence administration.
· Experience with organization development functions highly preferred.
· Possess excellent MS Excel, internet research, HRIS portal, and MS Outlook skills.
· Ability to work both independently and in a team environment.
· Ability to confidently engage in medium-size group public speaking.
· Ability to effectively balance company and employee interests in a professional, compliant, and compassionate manner.
· Possess strong time management skills, high user of calendar follow-up tracking, and capable of scheduling group functions across multiple locations or via MS Teams / Zoom.
· Possess a strong sense of urgency in the desire to create a positive workplace culture and environment.
· Possess a valid driver’s license and automobile, and ability to travel between all Jimmy’s worksite locations as needed.
Work Environment
· Office setting, with infrequent factory floor and warehouse exposure.
· Long-periods of sitting and computer use are involved.
· Products manufactured in the facility may contain peanuts, tree nuts, and other potential allergens.
Job Type: Full-time
Pay: $64,500.00 – $65,000.00 per year
Benefits:
Schedule:
Ability to commute/relocate:
Experience:
License/Certification:
Work Location: One location
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