Job Identification

• Job Title: Specialist, Human Resources
• Department: Human Resources
• Reports to: Director, Human Resources
• Location: Alexandria, VA
• Grade: 17
• FSLA Status: Non-exempt

Statement of Purpose

To provide support to the Senior Vice President and CFO, Administration and Management, Director, Human Resources, Manager, Learning and Development, Program Director, Human Resources, and other members of the Human Resources department on administrative and other projects. The Specialist, Human Resources functions as the back-up to the Senior Specialist, Payroll.

Business Communication

• Employees in Other Divisions Regularly
• Supervisory Personnel Regularly
• Associated Agency Personnel Regularly
• Federal and/or State Government Agencies Occasionally
• Third Party Vendors and Contractors Frequently

Education

An associate’s degree from a regionally accredited university or college is preferred but not required. An equivalent combination of education and experience may also be acceptable.

Training and Specialized Knowledge

• Strong writing and proofing skills
• Experience in and demonstrated ability to coordinate multiple tasks; meeting deadlines, initiative and follow through
• Knowledge of payroll and HRIS systems, preferably Paycom
• Exceptional customer service focus, including attention to producing quality results
• Ability to anticipate needs beyond general completion of assigned tasks
• Ability to exercise considerable discretion and independent judgment

• Strong proficiency in MS Office, including Outlook, Word, Excel, and PowerPoint

• Strong written and verbal communication skills
• Self-directed, detail-oriented, and problem solver

Core Competencies

• Accountability
• Communication Skills
• Ethics/Integrity
• Customer Care
• Job Knowledge/Technical Skills
• Process Improvement

Experience

Three (3) to five (5) years of human resources-related experience.

Travel

Up to 5 percent to support NIB-related annual conferences and special events

Specific Duties and Responsibilities

Human Resources

• Provides support to the Director, Human Resources in the talent acquisition initiatives of the organization.
• Drafts and reviews correspondence and internal communications materials for Senior Vice President and CFO for accuracy and clarity
• Supports Senior Vice President and CFO and Director, Human Resources with the development and execution of human resources strategic initiatives
• Analyze various information and reports. Drafts reports and presentations for the Senior Vice President and CFO
• Revise weekly HR reports for regular submission to leadership and provide quarterly updates to Agency Executives
• As a member of the Onboarding Team, will maintain and update employee directories, external and internal organization charts, and obtain contact information for business cards
• Maintain the ISO9001 Organizational Chart process
• Research and report on human resources trends
• Support, as needed, recruitment databases, archives and information files through the Paycom System
• Process Paycom changes by submitting Personnel Action Forms for tracking and documentation
• Maintain data on employee demographics, analyze and create compensation analysis reports for internal and external hiring
• Generate offer letters for internal promotions, obtain signatures from employees, and document the process in the employee file
• Assist with On-Boarding program including Orientation and Agency Visits
• Provide administrative and logistical support for Human Resources Forums and New Executive Orientation (NEO)
• Reconcile travel reimbursement for Senior Vice President and CFO and Learning and Development Manager
• Monitor job descriptions and contribute to the ongoing job description project to obtain updates from management
• Assist the front desk by answering NIB phone calls when needed in the absence of the receptionist
• Assist NIB personnel by addressing questions or providing direction as required
• Organize and distribute information for HR meetings
• Collect and distribute mail for the Human Resources Department
• Monitor retention agreements and provide Finance with updated reports
• Collaborate with HRIS Lead and meet with Paycom representatives to maintain good relations and establish continuous improvement

Payroll

• Support Senior Specialist, Payroll with NIB’s bi-weekly payroll when needed
• Process payroll and staff changes within the Paycom payroll system
• Prepare bi-weekly salary reports for Senior Vice President, CFO Administration and Management and Director, Human Resources
• Support maintenance of timekeeping functions in Paycom, NIB’s payroll and human resources platform
• Provide salary and census information reports as needed:
  • Human Resources department
  • Outside vendors as necessary
  
  

Performance Management

• Assist the Program Director, Human Resources in creating Performance Review and set up performance review rating scale annually
• Test the process for efficiency and address any issues that arise during the performance review period
• Coordinate training for Mid-Year and Year-End Performance Reviews
• Monitor all Performance Reviews and ensure follow up actions are taken
• Assist with the implementation of a comprehensive instructional guide for all employees to follow when completing and reviewing performance reviews
• Collaborate with Senior Specialist, Payroll to set up compensation transactions in Paycom

Special Projects

• Assists with logistics at NIB-sponsored conferences, forums, and meetings
• Support the Learning and Development Manager in Employee of the Year functions by monitoring submitted forms, generating a report for the selection committee, and reconciling reimbursements for EOYs and agencies. Help as an alternative to the Learning and Development Manager

• Generate and dispatch certifications to Agency Employees of the Year, ensuring accuracy and an acceptable design for distribution
• Supervise processes and revise standard operating procedures as needed
• Responsible for SOP-15 organizational charts and job descriptions. Provide support during internal and external audits to ensure compliance

Learning Management

• Provide support in the assessment and implementation of the Learning Management System (LMS)
• Act as Co-Administrator and designated successor
• Proofread and format correspondence for Learning and Development Manager
• Monitor training progress and record employees who have finished courses using the LMS
• Assist Learning & Development Manager in reviewing courses and assigning training to employees through the LMS

This job description does not imply that these are the only duties to be performed. The incumbent in this position will perform such other tasks as may be required for the effective operation of the Division/Department upon receipt by his/her supervisor.

NIB IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER

NIB is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, or protected Veteran status.