Human Resources Specialist

Position Overview:

Human Resources Specialist

Position Type: Full-Time, Non-Exempt

Compensation: $28.90- $32.12

Position Overview

The HR Specialist provides administrative and coordination support across recruiting, onboarding, HRIS transactions, people data, employee and manager intake, reporting, and compliance tracking. The role maintains accurate records, coordinates orientation and HR programs, and follows up across departments to complete assigned work. The Specialist answers routine questions using established guidance and refers matters requiring interpretation, approval, or specialized expertise to the appropriate HR lead.

Essential Duties

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Recruiting coordination Post approved vacancies, screen applications against established qualifications, coordinate or conduct initial screenings, schedule interviews, and maintain applicant tracking records and candidate communications.
• Hiring administration Prepare approved offer letters; coordinate preemployment screening and documentation; track outstanding items. Support seasonal hiring and internship schedules, records, and communications with departments and host organizations.
• Onboarding and orientation Coordinate new-hire paperwork, Form I-9 and E-Verify processing, and required activities. Schedule and help deliver orientation; arrange presenters, space, materials, attendance, and manager handoffs.
• Employment changes and offboarding Coordinate approved promotions, transfers, status changes, and separations. Track documentation, benefits handoffs, system access requests, equipment needs, and property return with managers, IT, Payroll, and other departments.
• HRIS transactions and records Process authorized employee changes after verifying approvals, effective dates, and supporting documentation. Maintain personnel files and resolve missing, inconsistent, or duplicate data in coordination with HR and Payroll.
• Employee and manager intake Receive and log requests, gather relevant information, explain established processes, and route matters to the appropriate owner. Track deadlines and follow up until completion or a confirmed handoff; escalate sensitive, complex, or overdue matters.
• Benefits and HRIS assistance Answer routine benefits, forms, and employee self-service questions. Support enrollment, open enrollment, leave, workers’ compensation, and disability administration under the responsible HR lead; route payroll or system issues for resolution.
• Reporting and compliance tracking Prepare recurring workforce reports and update HR dashboards. Validate source data, flag discrepancies, and track required documentation, acknowledgments, training, and assigned compliance deadlines. Compile records for audits and reporting, including Affordable Care Act tracking.
• HR program coordination Maintain the training calendar and coordinate communications, materials, attendance, and follow-up for training, performance management, surveys, referral programs, recognition, and service awards.
• Communications and departmental support Maintain job descriptions, forms, templates, and approved HR intranet content. Coordinate HR meetings, career fairs, and assigned program logistics; track action items and support HR projects, process improvements, and other assigned duties.

Required Qualifications

• Bachelor’s degree and at least two years of HR administrative or operational support experience required.
• Bilingual Spanish required.
• Experience maintaining employee records and coordinating HR processes required.
• HRIS system experience required.
• Recognized HR certification, such as PHR or SHRM-CP, preferred.
• Proficiency in English and Spanish; clear written and verbal communication and a responsive customer service approach.
• Strong organization, accuracy, prioritization, and follow-through across competing requests and deadlines.
• Proficiency in Excel, Word, PowerPoint, and Outlook, including spreadsheet tracking, data validation, and routine reporting.
• Familiarity with HRIS and applicant tracking systems; Paycom and Paycor experience preferred.
• Working knowledge of HR processes, employment requirements, and recordkeeping practices relevant to assigned duties.
• Sound judgment, confidentiality, and the ability to apply procedures, recognize escalation needs, and collaborate across departments.

Work Environment

This position operates primarily in an office setting with frequent interruptions and routine computer and phone use. Duties include seated computer work, communication with employees and visitors. The role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. The work environment is generally quiet, with frequent interruptions.

Physical Requirements

• While performing the duties of this job, the employee is regularly required to sit for extended periods, talk, hear, and use hands to type or handle objects.
• The employee must occasionally lift and/or move up to 25 pounds, with reasonable accommodation as needed.
• Visual acuity to read and interpret documents and computer screens is required.

This description summarizes the role; duties may change based on organizational needs.

Benefits

• 403(b) Retirement plan with employer matching
• Employee recognition at 5 years of service
• Monthly employee events
• Employee referral program
• On-site Library
• Discount on Public Event Tickets
• Discount in the Mount Vernon Shops
• Discount at the Mount Vernon Inn and The General’s Canteen
• Free parking
• Health, Vision, and Dental insurance
• Short Term Disability, Long Term Disability, and Life Insurance
• Paid leave for sick time, vacation, and Holidays
• Flexible spending account for medical care

Mount Vernon is dedicated to creating an inclusive environment for all employees. As an Equal Opportunity Employer, we are committed to building and retaining a team that represents a variety of skills, experiences, and perspectives. All employment decisions are based on business needs, job requirements, performance, and qualifications without regard to race, religion or belief, national or ethnic origin, gender/sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital or domestic partnership status, veteran and military status, family or parental status, or any other status protected under federal, state, or local law. Mount Vernon will not tolerate discrimination or harassment based on any of these characteristics.