HR Specialist

Company: Jimmys Gourmet Bakery LLC
Location: Clifton
Posted on: May 11, 2022

Job Description:

Job DescriptionGeneral SummaryThe HR Specialist (North) serves to provide the necessary on-site HR support in the areas of employee onboarding, benefit enrolling, employee relations, organization development, leave administration, safety / risk management, and various administrative and planning functions that serve to make Jimmy's a safe and great place to work. Job ResponsibilitiesThe HR Specialist will be responsible for:NEW-HIRE ONBOARDING & OFFBOARDING ADMINISTRATION

• Administer the New-Hire Onboarding function to offer all new North team members a warm and proper welcome and orientation and ensure all necessary FOBs, IT setup, business cards, and training are duly issued. Serve as exclusive initial point of contact for all new-hire setups with outside HR vendor and payroll provider.
• Conduct initial and semi-annual employee file audit to ensure all employee files and related documents are duly maintained, and all terminated employee files are moved accordingly.
• Assist in preparation of Job Offer letters per VP of HR approval; establish all new-hire e-files.
• Prepare necessary data for outside HR vendor to prepare annual EEO-1 filing.
• Administer Employee Separation Checklist for all North activity to properly offboard employees. BENEFITS ADMINISTRATION
  • Administer all new-hire, open-enrollment, or qualifying event employee benefit forms to the benefit carrier and/or broker of record for timely submission. Advising employees on basic plan provisions as set forth in accompanying benefit plan summaries supplied by broker or carrier.
  • Manage the Employee Benefit Master Census file to document all currently active employee activity (e.g., eligibility status, enrollment election details, all waiver confirmations, benefit stipend status, etc.).
  • Report
  • Conduct monthly benefit premium invoice reconciliation to confirm all charged premium align with the Employee Benefit Master Census, and give to VP of HR for invoice approval.
  • Prepare necessary materials for outside HR vendor to prepare annual 1095-C forms.PAYROLL / TIME & ATTENDANCE / HEADCOUNT ADMINISTRATION
    • Administer the hourly employee timeclock: generate reports, track/chart time edit activity, track supervisor time approvals, follow-up with managerial staff on employee time punch activity, prepare bi-weekly approved timeclock files to send to the payroll vendor for processing.
    • Review weekly temp agency invoices to cross-check that approved headcount levels are maintained and adhered to; conduct periodic spot-audits on temp agency timeclock data, supervisor temp agency daily roster sheets, and temp agency invoices to ensure accuracy. HR COMPLIANCE
      • Coordinate with outside HR vendor to identify protected leave scenarios and proceed with guidance on properly documenting and tracking the situation.
      • Coordinate with outside HR vendor and benefit brokers on proper handling of disability claims.
      • Liaison with HR vendor and staff in gathering relevant facts concerning all unemployment claims.
      • Coordinate with outside HR vendor on employee requests for workplace accommodations.CORPORATE CULTURE & EMPLOYEE COMMUNICATION
        • Advising and assisting employees on utilizing the online HR portal to access payroll, PTO balance, and general HR information.
        • Work in conjunction with HR Generalist in preparing org-wide communications and postings, including notices of plant closures, mandatory postings, and other HR-related announcements, posters/signs, paycheck notices, etc.
        • Coordinate time with managerial staff to develop team member recognition and achievement award programs. ORGANIZATION DEVELOPMENT & EMPLOYEE RELATIONS
          • Serve as a welcoming "open door" HR representative for initial employee relation issues and concerns as they arise, including but not limited to employee complaints, claims of harassment or discrimination, safety-related concerns, general complaints/concerns, and payroll check errors or concerns. Communicate concerns to VP of HR for further evaluation.
          • Assist VP of HR in monitoring the calendar of employee evaluations to ensure they are carried out in timely and consistent manner and assist managerial staff in conducting same.
          • Manage Job Description database to ensure all current jobs have an up-to-date Job Description on file, and assist managerial staff in the drafting, formatting, and modification of all currently approved Org Chart Job Descriptions; send all to VP of HR for approval of same.
          • Serve as liaison between Departments and IT, and outside skills training vendors to arrange for necessary job training, skills development, and job-related education.
          • Coordinate with outside HR vendor in assisting management personnel on proper disciplinary action, or other personnel action events, and general Policy Handbook administration.EMPLOYEE SAFETY & RISK MANAGEMENT
            • Assist VP of HR in coordinating and scheduling Safety Program trainings and Safety Committee meetings with managerial staff; type up agenda and take minutes during such meetings, and arrange meeting room and A/V availability
            • Research and coordinate with outside OSHA experts to arrange for up-to-date training materials, required PPE, and on-site or virtual training seminars.
            • Obtain workers' compensation (WC) First Report of Injury claim forms immediately upon occurrence and process same with WC carrier. Coordinate and document post-accident investigations with managerial staff.
            • Coordinating with managers of available light-duty wherever applicable and communicating with employee-claimants as needed.
            • Maintain all applicable claim details to populate and post annual OSHA Logs.
            • Conduct daily site walkaround survey to remain actively looking out for potential safety concerns, and immediately report any questionable observations to managerial staff.RECRUITING
              • Assist HR Generalist in administering internal and external job board postings as needed, conduct phone pre-screening questionnaire with qualified candidates, and prepare score card.
              • Research job fairs, job boards, community organizations, and trade associations for avenues of seeking out new talent; arrange for Jimmy's registration and/or job posting capabilities.
              • Setup (if necessary) and upkeep corporate LinkedIn, Facebook, and Glassdoor.com company sites; conduct semi-monthly review of same and post newsworthy company announcements, track reviews, and report all activity to VP of HR. Essential Skills
                • Excellent written and verbal communication skills in English and Spanish.
                • Possess 3-5 years' experience working in a human resource department for a company employing 50+ employees, and job tasks included exposure to new-hire onboarding, Form I9 compliance, employee relations, recruiting/job posting, benefit enrollments, payroll administration, policy handbook administration, and employee leave of absence administration.
                • Experience with organization development functions highly preferred.
                • Possess excellent MS Excel, internet research, HRIS portal, and MS Outlook skills.
                • Ability to work both independently and in a team environment.
                • Ability to confidently engage in medium-size group public speaking.
                • Ability to effectively balance company and employee interests in a professional, compliant, and compassionate manner.
                • Possess strong time management skills, high user of calendar follow-up tracking, and capable of scheduling group functions across multiple locations or via MS Teams / Zoom.
                • Possess a strong sense of urgency in the desire to create a positive workplace culture and environment.
                • Possess a valid driver's license and automobile, and ability to travel between all Jimmy's worksite locations as needed. Work Environment
                  • Office setting, with infrequent factory floor and warehouse exposure.
                  • Long-periods of sitting and computer use are involved.
                  • Products manufactured in the facility may contain peanuts, tree nuts, and other potential allergens.Jimmy's offers a comprehensive benefit package consisting of mostly paid employee health insurance coverage amongst a variety of plan designs. Also offered is dental and vision coverage which we share equally with our employees. We offer at no cost to our employee's additional short-term disability coverage, long-term disability coverage, life/AD&D coverage, two (2) weeks of PTO to start (prorated thru end of calendar year), and ten (10) paid Holidays. Regular business hours for this position are 830am to 5 pm, and it is Monday through Friday, but additional time may be required to perform all the requirements of the job. Jimmy's is also a casual attire work environment. Disclaimer: This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of an incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of an incumbent. An incumbent may be asked to perform other duties as required for business needs. Employees with disabilities must meet qualification standards that are job-related and consistent with business necessity and must be able to perform the "essential functions" of the position, with or without reasonable accommodation.

Keywords: Jimmys Gourmet Bakery LLC, Clifton , HR Specialist, Human Resources , Clifton, New Jersey