Human Resources Specialist

General Definition of Work
Performs administrative, or technical human resources assistance for a variety of HR functions. Provides administrative support, which may include data entry; maintaining databases; assisting employees with filling out forms; creating a variety of correspondence, announcements, records, forms, and reports; and performing related activities. Provides technical and administrative support for departmental projects, records, meetings, and daily operations. Prepares related reports; files information; and reconciles and verifies information for accuracy and completeness.

Qualification Requirements
Work requires strong customer service, attention to detail, sound judgment, confidentiality, professionalism, and the ability to manage multiple responsibilities and deadlines. Work is performed under the general supervision of the Human Resources Manager.

The duties listed below are representative of the work performed and are not intended to include every task that may be assigned.

• Serves as the first point of contact for the Human Resources Department by greeting visitors, answering and routing incoming calls, monitoring general email accounts, and responding to routine inquiries.
• Provides professional and responsive assistance to candidates, employees, hiring departments, retirees, vendors, and members of the public.
• Provides information and guidance regarding employment opportunities, application procedures, Human Resources services, employment verifications, and established departmental processes.
• Administers recruitment activities within NEOGOV, including creating and posting job announcements, reviewing applicant information, referring qualified applicants, updating recruitment records, and supporting candidate movement through the selection process.
• Reviews recruitment requests, job postings, applications, and related documentation for completeness, accuracy, and compliance with established requirements.
• Prepares and distributes candidate communications and coordinates interviews, employment assessments, promotional testing, background authorizations, and other selection activities.
• Assists candidates with technical questions related to the online application process and applicant tracking system.
• Coordinates internal and external advertising of employment opportunities and communicates with vendors, educational institutions, community partners, and other recruitment sources.
• Processes employment verification requests and maintains confidential applicant, recruitment, vacancy, and departmental records.
• Tracks and audits recruitment and vacancy information and assists with preparing reports, spreadsheets, correspondence, forms, presentations, and other departmental materials.
• Provides technical and administrative support for meetings, mailings, orientations, training sessions, recruitment events, employee communications, and special projects.
• Creates and maintains templates, forms, process guides, standard operating procedures, frequently asked questions, and other departmental resources.
• Provides backup administrative and customer service support to Human Resources divisions and performs related work as assigned.

Knowledge, Skills and Abilities

Knowledge of:

• General Human Resources and Talent Acquisition practices and procedures.
• Customer service principles and professional communication practices.
• Front desk, telephone, and office reception practices.
• Administrative support, office operations, recordkeeping, and document-management practices.
• Confidentiality requirements associated with personnel, applicant, and departmental information.
• Modern office technology, including word-processing, spreadsheet, database, presentation, email, applicant tracking, and document-management systems.
• Basic data collection, reporting, proofreading, and quality-control practices.

Skill in:

• Providing responsive, professional, and courteous customer service.
• Answering and routing calls and assisting customers with a wide range of questions and needs.
• Organizing and maintaining records, files, schedules, and electronic information.
• Entering, reviewing, tracking, and auditing data for accuracy and completeness.
• Preparing professional correspondence, reports, forms, spreadsheets, presentations, and instructional materials.
• Managing multiple assignments, interruptions, priorities, and deadlines.
• Identifying errors, inconsistencies, and items requiring follow-up.
• Using Microsoft Office applications, applicant tracking systems, shared communication platforms, and related technology.
• Researching information and determining the appropriate staff member, process, or resource to address a customer’s needs.

Ability to:

• Communicate clearly, professionally, and tactfully, both orally and in writing.
• Establish and maintain effective working relationships with candidates, employees, hiring managers, coworkers, vendors, visitors, and members of the public.
• Serve as a professional and welcoming representative of the Human Resources Department.
• Listen carefully, identify customer needs, and provide accurate information or appropriate referrals.
• Interpret and consistently apply policies, procedures, instructions, and established requirements.
• Maintain confidentiality and exercise sound judgment when handling sensitive information.
• Work independently while also contributing effectively as a member of a team.
• Learn new technology, processes, policies, and procedures.
• Maintain attention to detail while working in a fast-paced, deadline-driven environment with frequent interruptions.
• Organize tasks, establish priorities, meet deadlines, and follow through on outstanding items.
• Remain calm, professional, and helpful when working with customers who may be frustrated, confused, or dissatisfied.
• Identify opportunities to improve administrative processes, customer service, and departmental efficiency.

Education and Experience
Associate’s Degree or two years of college in Human Resources, Business Administration, Public Administration, or a related field and one to three years of experience in human resources support or a related field.

Any equivalent combination of training and/or experience that provides the required knowledge, skills, and abilities may be substituted.

Physical Requirements

This work is primarily sedentary and requires little physical exertion. Work regularly requires sitting, speaking, hearing, and using hands to operate telephones, computers, and other office equipment.

The position frequently interacts with visitors and employees at the front desk and may require regular movement within the office. Work may occasionally require standing, walking, reaching, bending, lifting or carrying light materials, arranging meeting materials, and attending recruitment or employment-related events.

The position requires the ability to prepare, review, and analyze written and electronic information; communicate detailed information accurately; respond to telephone and in-person inquiries; and work in a standard office environment that may include frequent interruptions and moderate noise.