The HR Support Specialist is a vital member of the Human Resources team, serving as the first point of contact for employees and providing exceptional customer service. This role supports a variety of HR administrative functions and projects, while assisting the HR Leadership Team with scheduling and administrative tasks. The HR Support Specialist plays a key role in enhancing employee satisfaction and ensuring smooth day-to-day operations of the department, especially in areas such as employee benefits, labor relations, employee experience, and payroll.  The HR Support Specialist will report to the Manager of Employee Experience and Retention and provide high-level administrative support to the HR Leadership Team. 

Job duties specific to this position:

• Greets visitors in a professional, welcoming and engaging manner.
• Using independent judgment, answers inquiries and resolves issues appropriately. Answers phones and handles calls professionally. Treats all callers with courtesy and respect. Follows up as needed.  Keeps internal phone directories and staff rosters up-to-date. 
• Addresses routine employee inquiries and provides basic assistance. Directs employees to the appropriate HR staff member for further support when necessary.
• Directs phone calls, schedules meetings and appointments for the team.
• Posts and distributes internal job postings to the job boards on a daily basis.
• Distributes paychecks to employees after confirming identification.
• Updates employee personal information in ADP (phone numbers, addresses, name changes).
• Completes all employment verifications (written and verbal).
• Distributes and tracks employee bus passes.
• Responsible for the production of new employee ID badges and fulfilling replacement requests. Ensuring proper level of supplies at all times.
• Assists the Employee Experience and Retention department with new employee orientation preparation.
• Assists the HR Leadership Team with high-level administrative tasks.
• Orders department supplies and submits purchase orders for approval.
• Distributes departmental mail.
• Administer the 90-day gift card program on a weekly basis informing managers throughout the organization of their employees who are reaching their 90-day employment milestone and distributing card with gift card.
• Performs clerical tasks such as filing, mass mailings, year-end archiving etc., as needed.
• Maintains confidentiality of employee and departmental information.
• Ensure the HR front desk, lobby, break room and supply shelf are kept organized and clean.
• Composes high-level correspondence with professional quality.
• Files paper or electronic information accurately in an easy to retrieve and organized system.
• Coordinates meetings and appointments by scheduling attendees, preparing agendas, confirming attendance, reserving meeting rooms and arranging for catering/refreshments as directed.
• Copies, sorts and distributes documents and information.
• Trouble-shoot basic employee struggles with technical applications: UKG, ADP, Payactiv.
• Keeps office equipment operating by following operating instructions, troubleshooting breakdowns, maintaining supplies, and calling for repairs.
• Performs other duties as assigned.

• Minimum of 3-5 years of experience in an administrative support or secretarial role, including supporting senior managers and or an Associate's degree or comparable education.
• Strong understanding of Human Resources functions and processes.
• Demonstrated organizational skills with attention to detail and accuracy.
• Ability to demonstrate good judgement and work independently.
• Ability to prioritize tasks and work with interruptions.
• Ability to execute and follow complex oral and written instructions.
• Strong interpersonal and customer service skills to deal positively with employees, supervisors, colleagues, families, internal and external customers, including governmental agency employees.
• Ability to interact with ill, disabled, elderly and at times emotionally upset people within the facility in a positive, respectful manner.
• Ability to compose email with a professional tone.
• Expert proficiency with Microsoft Outlook and MS Office and the ability to learn new software applications rapidly.

An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements

Physical Requirements

Walking           10.00% 

Sitting              80.00%

Standing          10.00%

Lifting              nominal, up to 25lbs.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Loretto reserves the right to modify position duties at any time, to reflect process improvements and business necessity.

• Pay Range $22.93 - $25.34 / hour
• Excellent medical, dental, prescription and vision insurance
• Disability coverage
• Tuition Reimbursement Program
• 401(k) Retirement/Pension Plans
• Discounted Gym Membership
• Free Loretto Health Clinic Visits
• Generous Paid Time-Off Accrual
• Fun events for employees
• Convenient locations with free parking
• Employee Coaches - to help you achieve life goals
• Diaper Assistance Program
• Opportunity for career growth and movement within 19 sites!