HR Admin Support Specialist

Job Purpose

The HR Admin Support Specialist will provide essential administrative and operational support to the HR Department by fully utilizing the company’s HRIS software, managing employee records, engaging in recruitment efforts, supporting employee onboarding and offboarding, and assisting employees with HRIS software. 

This role will also provide support to the Human Resources Manager in other areas of HR including but not limited to employee relations, performance management, learning management, employee engagement activities, payroll, and special HR projects.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

KEY RESPONSIBILITIES

• Administrative Responsibilities/Support:
• • Responsible for running background checks for potential new hires.
  • Responsible for ordering and distribution of convenience store uniforms/name tags and coding invoices for these items.
  • Responsible for ordering and distributing convenience store uniforms and name tags and coding invoices for these items
  • Support Annual compliance filings.
  • Provide general administrative support to the HR department, including supporting or leading employee events, supporting Benefits Specialist with benefit and open enrollment activities.
  • Prepare reports and presentations as needed. 
  • Complete required documents for Unemployment, Verification of Employment, Employee letters.
  • Engage in the process of software research and implementation that will help promote efficiencies within the organization, such as Learning Management Systems (LMS) and Performance Management Systems, automating UKG, and supporting various initiatives.
  • Identify legal requirements and government reporting regulations affecting human resources functions ensuring policies, procedures, and reporting are compliant.

• Employee Records Management:

• • Maintain accurate and up-to-date employee records, both physical and electronic. 

• • Prepare and manage HR documents, including employment records, onboarding guides, training documents, and other relevant paperwork. 

• Employee Onboarding and Offboarding
• • Assist with the onboarding process for new hires, including preparing paperwork, coordinating introductions, and participating in new hire orientations. 

• • Support the offboarding process for departing employees, ensuring all necessary paperwork and procedures are followed. 

• Recruitment and Staffing:

• • Engage in recruitment and staffing efforts, including posting job openings, screening/interviewing, reference checks, coordinating interviews, preparing job offer letters and onboarding new hires.

• Employee Relations:

• • Assist with employee inquiries and concerns, providing information and guidance as needed. 

• • Support employee relations initiatives, such as special employee events, employee surveys, and feedback sessions. 
  • Engage in the coordination of and facilitation of employee training.

• Payroll Support:

• • Serve as payroll backup.
  • Assist with payroll processing, including data entry and reconciliation. 

• • Support the preparation of payroll reports. 

SUPERVISORY RESPONSIBILITIES

None

QUALIFICATIONS

Must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and abilities required.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

EDUCATION AND/OR EXPERIENCE                    

• Associate’s degree from four-year College or university; or three years related experience and/or training; or equivalent combination of education and experience 

• Minimum of three years of experience in Human Resources

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Maine Driver’s License
• PHR / SPHR (if not currently certified willing to become certified within 24 months from hire date)

OTHER REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• A strong background in UKG or HRIS software and payroll processes is preferred.
• Must be able to maintain confidentiality and handle sensitive information. 
• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to work independently and as part of a team.
• A desire to work in a fast-paced environment 

• Highly motivated, self-driven, and eager to learn and apply new skills 
• Flexible and driven to meet tight deadlines, handle multiple projects and prioritize them appropriately. 
• Must be knowledgeable and stay current regarding HR laws, policies and procedures, HR trends, and best practices and how these could be utilized to deliver better value to our customers and employees.

LANGUAGE SKILLS

Must be able to read and analyze professional journals, general business periodicals, technical procedures, safety and operations manuals, financial reports, legal documents, and government regulations. Ability to write reports, business correspondence, and procedure manuals.   Ability to respond to common inquiries or complaints from employees, customers, regulatory and legal agencies, or members of the business community.  Ability to effectively present information and respond to questions from groups, top management, clients, customers, boards of directors, and the public. 

MATHEMATICAL SKILLS

Must be able to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Able to interpret and compute rates, ratios, and percentages.   

REASONING ABILITY

Must be able to define problems, collect data, establish facts, and draw valid conclusions.  Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

 COMPUTER SKILLS

Must be proficient in Microsoft Office Suite (Word, Excel, PowerPoint), HRIS and Payroll software.

Experience with Project Management Software a plus.

Benefits:

• Competitive wages
• Medical Insurance
• Dental Insurance
• Life Insurance
• Short and Long-term disability Insurance
• Voluntary Benefits to include Accident, Critical Illness, and Whole Life/Long-term Care
• Retirement Plan with Match
• Paid Time-off
• Fuel and Service Discounts

Our team is dedicated to providing high-quality services where we make a difference and build trust within our community and organization. Our team members are committed to fostering a positive work environment and use their strong problem-solving skills to mutually collaborate across departments.  Don't miss out on this rare opportunity to join our team!

R. H. Foster is an equal opportunity employer and does not discriminate on the grounds of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability, genetic information, veteran status, or any other legally protected status.