What are the responsibilities and job description for the HR Operations Specialist position at WESTERN STATE BANK?
Grow. Build the Future of Community Banking.
Western is seeking an experienced Human Resources Operation Specialist. At Western, our people drive our ability to help customers, businesses, and communities grow and thrive. The HR Operations Specialist supports that mission by coordinating core HR processes that create a consistent, efficient, and positive experience for candidates, new hires, team members, leaders, and HR partners. This role supports recruiting coordination, onboarding, HR systems, reporting, process improvement, and team member lifecycle administration. The position helps HR scale with accuracy, responsiveness, confidentiality, and a practical service mindset as Western continues to grow.
What You’ll Do
Hiring and Recruiting Coordination
- Coordinate hiring activity from job posting through offer stage in partnership with HR and hiring managers.
- Schedule interviews and manage communication between candidates, hiring managers, and HR team members.
- Maintain and support the applicant tracking process within the HRIS or related recruiting systems.
- Help ensure candidates receive timely, professional, and relationship-driven communication throughout the process.
- Track hiring activity, timelines, pre-hire check process status, and follow-up items to support an organized recruiting workflow.
Onboarding and New Hire Experience
- Coordinate onboarding for new team members across locations and business lines.
- Help new hires feel welcomed, prepared, and connected from day one through the new hire experience.
- Partner with HR, managers, IT, Payroll, Benefits, and other support teams to prepare onboarding steps and materials.
- Support the first 90-day experience so new hires can successfully transition into their roles.
- Identify opportunities to continuously improve onboarding consistency, communication, and experience.
HR Systems, Data, and Reporting
- Maintain HR systems, including HRIS and ATS data, to help ensure team member information is accurate and up to date.
- Support reporting on key metrics such as headcount, turnover, hiring activity, onboarding status, and other HR data points.
- Maintain accurate seat maps, office layouts, or related workforce planning information as team members and locations change.
- Review data for accuracy, identify missing or inconsistent information, and follow up to resolve issues.
- Identify opportunities to improve efficiency through automation, data quality, and better use of HR systems.
Process Improvement, HR Consistency and Audit Controls
- Help document, simplify, and improve HR processes across the team member lifecycle.
- Support consistency in how Western hires, onboards, updates records, and supports team members.
- Partner with HR Business Partners and HR leaders to implement improvements that align with business growth and team member needs.
- Look for practical ways to make HR processes easier to understand, easier to follow, and easier to scale.
Team Member Lifecycle Administration
- Process or coordinate team member changes, including hires, promotions, transfers, job changes, and exits.
- Maintain accurate and timely HR records, documentation, files, and related follow-up items.
- Support coordination with Payroll, Benefits, Compliance, and other teams as team member changes occur.
- Respond to routine process questions and route matters to the appropriate HR resource when needed.
- Maintain confidentiality and handle sensitive information with care, professionalism, and good judgment.
HR Business Partner Support and Special Projects
- Take ownership of administrative and coordination work so HR Business Partners can focus on leaders and teams.
- Maintain regular and predictable in-office attendance to support the operational and service needs of the HR team and other leaders.
- Provide data, reporting, and process support that help HR and business leaders make better decisions.
- Participate in HR projects, process updates, audits, or documentation reviews as assigned.
- Perform other related duties consistent with the role and business needs.
What You Bring
Required Qualifications
- High school diploma or equivalent required; additional education or experience in human resources, business, learning and development, operations, or administrative support may be considered.
- 3 or more years of experience in HR, operations, administrative coordination, recruiting coordination, or a related support role.
- Experience coordinating processes, tracking details, managing follow-up, and supporting multiple stakeholders.
- Experience working with systems and data, including HRIS, ATS, Microsoft Office, or similar tools.
- Strong organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment.
- Clear, professional, and timely communication skills.
- Ability to handle confidential information with discretion, care, and sound judgment.
Preferred Qualifications
- Associate or bachelor's degree in human resources, business, operations, or a related field.
- Experience in banking, financial services, or another regulated, multi-location environment.
- Experience supporting recruiting, onboarding, payroll, benefits, compliance, or team member lifecycle processes.
- Experience improving processes, documenting procedures, creating reports, or using HR technology to improve efficiency.
- ADP Workforce Now Experience
- HR certification or interest in pursuing HR-related professional development.
Why Western State Bank?
Total Rewards
Western offers a competitive total rewards package designed to support team members' financial, physical, and overall well-being.
This position is eligible for:
- Base Salary Range: Competitive salary based on role scope, experience, skills, internal equity, and market location.
- Discretionary Annual Bonus: This role may be eligible for a discretionary annual bonus based on individual performance, company performance, and applicable plan guidelines.
- ESOP: Eligibility to participate in Western's Employee Stock Ownership Plan, subject to plan requirements and vesting provisions.
- Retirement Benefits: 401(k) plan and company contributions, subject to plan terms.
- Health & Welfare Benefits: Health, Dental, Vision, Life, Disability, etc.
- Paid Time Off: Paid time off, paid holidays, and other leave programs designed to support work-life balance
- Additional Benefits: Employee assistance resources, wellness programs, professional development opportunities, banking benefits, and other programs as offered by Western. At
Western State Bank, we combine the strength of a growing community bank with a relationship-driven culture where people matter. Our HR team plays an important role in supporting employees, strengthening processes, and helping create a positive experience from onboarding through everyday support.
If you are ready to join a collaborative HR team and make a meaningful impact behind the scenes, we invite you to apply or connect with us to learn more.