HR SPECIALIST

The Management Trust
Position Title: Human Resources Specialist
Department: Human Resources
Location: Irvine, CA or Bothell, WA
Reporting To: Director Of People Operations, Human Resources
Status: Non-Exempt, Full-Time
Salary Range: $28.85 - $31.25

COMPANY PROFILE:
The Management Trust is a community association management and property services company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients’ needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community and property management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.

EMPLOYEE OWNER POSITION SUMMARY
As a Human Resources Specialist, you will manage a variety of administrative tasks, including new hire information, changes in employee data, rates, or status and terminations, while ensuring accuracy, consistency, and compliance in HRMS data entry. This position serves as the primary point of contact for Benefit-related inquiries that are not managed by our Benefits vendor. Ownership of the company’s new employee experience, including onboarding and scheduling new hire orientation. The role also involves maintenance of the learning management system, maintaining employee files and contributing to HR department projects. You will stay informed on HR best practices and regulatory changes to ensure compliance and efficiency. This position requires a high level of confidentiality, excellent communication and organizational skills along with the ability to multi-task.

JOB DUTIES AND RESPONSIBILITIES:
• HRMS Updates
o Conducts general HRMS functional updates, including but not limited to processing various employee transactions (hires, employee changes, terminations, etc.), ensuring accurate data entry in HRMS and compliance.
o Make recommendations on process and procedural improvements.
o Assists in HRMS releases, including but not limited to testing and developing training outlines.
o Draft and edit HR-related emails, letters, and documents.
o Back up HRIS Analyst on report requests.

• Employee Onboarding
o Owner of new hire experience, maintains and distributes welcome materials, guides, and resources to help new hires acclimate to the company culture.
o Schedules New Hire Orientation.
o Back-up to conduct New Hire Orientation.
o Maintain overall understanding of company organizational structure, resources, and materials to direct new hire communications appropriately.

• Employee Support
o Through telephone or email support, serving as the first point of contact to answer Benefit-related inquiries, not managed by Benefits vendor.
o Use fundamental HR administrative knowledge to research and resolve employee issues.
o Works with HR team members to resolve inquiries and/or escalates, as appropriate.
o Using excellent communication, customer service and negotiating skills; providing employees accurate, consistent and timely responses and explanations.

• Learning Management System (LMS) Administration
o Owner of the maintenance administration of the company’s LMS (currently UKG.)
o Supports and maintains all elements related to LMS functionality, including but not limited to LMS curriculums, learning path and/or course assignments, rules, notifications, security, and reporting.
o Schedules and assigns required training sessions for new and current employees, including company policies (e.g., safety, anti-harassment), technical systems, and job-specific training.
o Collaborates with instructors and content managers to maintain the LMS content quality, access to learning, and high-quality user experience.
o Maintains and schedules live course instruction in the LMS.
o Serves as the go-to subject matter expert for LMS, understanding system functionality, best practices and configuration options.
o Develop consistent LMS reporting templates and respond to ad-hoc requests for training records and compliance metrics.

• Employee Record Management
o Creates, maintains and updates employee personnel files.
o Organizes and maintains department records, ensuring accuracy and confidentiality.
o Perform periodic audits of HR data and employee files to ensure our process is consistently applied and accurate data is in the system in accordance with document retention guidelines.
o Performs additional HR tasks and/or special projects, as assigned.

QUALIFICATIONS:
· Associate’s degree (AA) or equivalent from two-year college or technical school preferred.
· Minimum one year of HR experience; Benefits experience is a plus.
· Minimum two years’ customer service experience.
· UKG Pro experience preferred.
· Prior experience with learning management tools.
· Intermediate knowledge of Microsoft Outlook, Excel, Word and PowerPoint.
· Ability to comprehend and interpret HR and/or corporate policies and procedures.
· Demonstrates strong customer service skills with ability to respond to common inquiries or complaints from employees, leaders, and/or co-workers, as well as ask clarifying questions to ensure understanding.
· Ability to comprehend and create instructions and correspondence.
· Demonstrates organizational, prioritization, multi-tasking and follow up skills.
· Strong technical acumen with ability to learn and use technology to perform job requirements.
· Ability to meet deadlines and address time-sensitive issues.
· Ability to maintain confidentiality and composure during complex situations.
· High degree of attention to detail and accuracy.
· Ability to manage workflow amid shifting priorities.

SPECIAL POSITION REQUIREMENTS:
· None

ESSENTIAL FUNCTIONS:
· Use standard office equipment, including computer, phone, copier/scanner, etc.
· Ability to be stationary for long periods of time, up to 8 hours per day.
· Ability to be in motion for periods of time, up to 4 hours per day.
· Ability to lift and relocate up to (25) pounds.

SUPERVISES OTHERS
· Does not supervise others.

SCHEDULE & TRAVEL:
· Monday-Friday from approx. 8:00 am-5:00 pm
· This position may require occasional long hours to meet business needs.

The Management Trust is an Equal Opportunity employer. We celebrate and support diversity.

TMT reserves the right to modify this job description at any time based on based business need.