HR Specialist - Onboarding & HR Operations

Job Title: HR Specialist – Onboarding & HR Operations

Status: Non-Exempt

Reports To: HR Manager

Supervisory Responsibilities: N/A

Job Summary: The HR Specialist – Onboarding & HR Operations supports the day-to-day functions of the Human Resources department with a focus on onboarding coordination, employee data integrity, compliance tracking, and internal communication. This role plays an important part in delivering a smooth and consistent employee experience by managing applicant tracking logistics, supporting new hire and offboarding processes, maintaining personnel records, and executing recurring administrative HR tasks. As a primary point of contact for employee questions, this position ensures timely, accurate support while contributing to the overall efficiency and responsiveness of the HR team.

Essential Functions:

Job Specific:

• Coordinate onboarding activities, including job posting setup, initial candidate screening, background and reference checks, new hire checklists, orientation scheduling, personnel file creation, and introductions to key team members. Ensure new employees receive essential tools and information for a smooth and welcoming start.
• Maintain the applicant tracking system (ATS), ensuring job postings, candidate records, and hiring statuses are current and accurate.
• Prepare new hire materials and ensure a seamless onboarding experience in partnership with hiring managers.
• Facilitate offboarding processes by processing terminations in the HRIS system, sending and collecting exit interview questionnaires, reviewing final employment details with departing employees, and confirming completion of all required steps and documentation.
• Manage employee data changes in HR systems (e.g., address, name, job status, supervisor changes) to ensure accurate and up-to-date records.
• Execute recurring HR operations such as timecard approval reviews, vacation balance communications, and five-consecutive-day audits.
• Assign and track mandatory employee trainings and annual acknowledgments (e.g., harassment prevention, handbook sign-offs).
• Support the tracking and coordination of training programs, development opportunities, and employee education records.
• Act as the first point of contact for employee inquiries, delivering helpful and timely support while escalating complex matters to the HR Manager as needed.
• Collaborate on the preparation of monthly staff newsletters and other internal HR communications.
• Provide administrative support for employee engagement, recognition, or wellness initiatives as directed by the HR Manager.
• Prepare and submit required government reports (e.g., EEO-1) and help maintain compliance-related documentation.
• Ensure that employee personnel files are accurate, complete, securely stored, and maintained in alignment with company practices throughout the employee lifecycle.
• Maintain well-organized and compliant HR file systems and documentation.
• Coordinate thoughtful employee acknowledgments for key life events, including weddings, bereavement (e.g., memorials, flowers), and first-time parent celebrations, ensuring timely and respectful recognition in alignment with company practices.
• Serve as a primary contact for assigned HR vendors and assist with vendor-related tasks as needed.
• Assist with department projects and initiatives as assigned to support HR operations.

Bank Specific:

• Exhibit professionalism in appearance and attitude, maintaining confidentiality and ethical behavior at all times.
• Provide timely assistance and support to both co-workers and customers, ensuring exceptional service and accurate information.
• Demonstrate a commitment to The First State Way by upholding First State’s customer service standards in all interactions, fostering positive relationships with both external customers and internal team members.
• Adhere to regular attendance, punctuality, and break schedules.
• Take responsibility for personal actions and be accountable for performance.
• Promote and cross-sell company services while participating in training opportunities as required.
• Remain vigilant and knowledgeable about crisis procedures, including emergency protocols such as robbery.
• Comply with all bank policies, procedures, and regulations, and report any concerns to Human Resources or upper-level management immediately.

Knowledge, Skills, and Abilities (KSAs):

• Proficient in Microsoft Office and general office machinery.
• Attentive to detail with a high degree of accuracy.
• Self-motivated and capable of working independently.
• Effective at interacting with customers, management, and other employees.
• Strong critical thinking, problem-solving, and analytical skills.
• Excellent customer service orientation and communication skills, both verbal and written.
• Flexible and able to work under pressure, prioritize tasks, and meet deadlines.
• Well-organized with a courteous and diplomatic approach.
• Demonstrates sound judgment and strong organizational skills.
• Able to hear and communicate effectively with customers, co-workers, and external contacts.
• Proficient in reading and writing.

Qualifications:

• Bachelor’s degree in Human Resources, Business Administration, or a related field preferred.
• 1–3 years of experience in human resources or a related administrative role with exposure to core HR processes preferred.
• Prior experience in banking and insurance is not required but considered a plus.
• HR certification (e.g., SHRM-CP, PHR) is a plus.
• Valid motor vehicle driver’s license required.

Physical Demands:

• Engage in routine physical activities such as walking, standing, sitting, stooping, bending, pushing, and pulling.
• Ability to read reports and use a computer effectively.
• Lift and carry items up to 30 pounds daily, including file boxes and office supplies.

Work Environment:

• Primarily indoors in an environmentally controlled setting.
• Occasional travel by car to visit other company locations may be required.
• Flexibility for occasional evening and weekend work to achieve established goals.

Note: The statements herein are intended to describe the general nature and level of work being performed by the employee assigned to this position.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of the employee.