What are the responsibilities and job description for the Human Resources Compliance Specialist position at Confidential?
Position Summary
The Human Resources Compliance Specialist is responsible for ensuring that the organization’s HR policies, practices, and processes are compliant with federal, state, and local employment laws and regulations. This role partners closely with HR leadership, managers, and legal teams to monitor compliance, conduct audits, mitigate risk, and provide training. The HR Compliance Specialist is a subject matter expert who ensures the company maintains a culture of integrity, accountability, and legal adherence while supporting overall business goals.
Key Responsibilities
Policy & Regulatory Compliance
- Develop, implement, and maintain HR policies, procedures, and employee handbooks in compliance with federal, state, and local laws.
- Monitor legislative and regulatory changes (EEOC, DOL, OSHA, FMLA, CFRA, ADA, FEHA, wage & hour, etc.) and advise leadership on necessary updates.
- Ensure consistent enforcement of company policies across departments and locations.
Audits & Reporting
- Conduct internal audits of HR files, I-9 forms, EEO records, timekeeping, wage and hour practices, and employee documentation.
- Partner with payroll and benefits teams to ensure compliance with compensation, benefits, and leave regulations.
- Prepare compliance reports for leadership and external agencies (EEO-1, OSHA logs, ACA reporting, etc.).
Wage & Hour Compliance
- Monitor and audit employee timecards for compliance with wage and hour regulations, including overtime, shift differentials, and rest periods.
- Identify and escalate discrepancies related to payroll accuracy, missed punches, and manual adjustments.
- Partner with payroll and supervisors to resolve wage and hour issues promptly.
Meal & Break Compliance
- Track, monitor, and document meal and rest break compliance in accordance with California and federal labor laws.
- Generate compliance reports and follow up on violations, including entering justifications for exceptions.
- Provide supervisors with guidance on corrective action when repeated violations occur.
Disciplinary Actions & Documentation
- Draft, process, and maintain disciplinary action forms (verbal, written, final, and termination notices) in coordination with HR leadership.
- Ensure disciplinary actions are consistent with company policy, legally defensible, and properly documented.
- Track and maintain disciplinary records within HRIS or employee personnel files.
Compliance Coordination & Reporting
- Support HR leadership during internal audits of wage and hour, timekeeping, and employee relations cases.
- Maintain compliance trackers and logs related to corrective actions, policy exceptions, and break violations.
- Assist in preparing compliance metrics and reports for leadership.
Employee & Manager Support
- Serve as a resource to employees and managers regarding compliance questions, timekeeping policies, and disciplinary action standards.
- Provide coaching to supervisors on documentation standards and compliance protocols.
- Assist with training programs on compliance topics (meal and rest breaks, timekeeping, attendance, etc.).
Qualifications
Education & Experience
- Bachelor’s degree in human resources, Business Administration, or related field required.
- 3–5 years of HR experience with strong focus on compliance or policy administration.
- Professional HR certification (PHR, SPHR, SHRM-CP, SHRM-SCP) preferred.
- Strong knowledge of federal and California employment laws (if position is based in CA).
Skills & Competencies
- Detail-oriented with strong analytical, auditing, and reporting skills.
- Excellent knowledge of HR policies, practices, and compliance requirements.
- Strong communication and interpersonal skills with ability to train and influence stakeholders.
- Ability to manage sensitive and confidential information with discretion.
- Proficiency in HRIS systems (ADP, Workday, or similar) and Microsoft Office Suite.
Job Type: Full-time
Pay: $58,100.00 - $79,600.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Tuition reimbursement
- Vision insurance
Work Location: In person
Salary : $58,100 - $79,600
