Job Description:

The Human Resources (HR) Administrator is an integral part of the Human Resources (HR) team, dedicated to the effective administration of HR processes, policies, and programs. This position is essential for ensuring data accuracy and integrity within HR systems, supporting operations that meet the highest standards of compliance and efficiency.

As the initial contact for HR inquiries, the HR Administrator provides timely and informative responses, enhancing the HR service experience for employees and management alike. This role is responsible for processing employment transactions with precision, contributing to the lifecycle of employee records and improving the employee experience overall.

The HR Administrator plays a crucial role in upholding HR compliance by administering key programs and ensuring adherence to corporate and legal standards. Additionally, the position involves conducting thorough reporting and analysis of employment and program data, offering valuable insights to support strategic HR decisions.

Major Areas of Responsibility (MAR):

HR Administration - 60%

Identify process changes to HR operations process and recommend changes
Support creation and enhancements to comprehensive training and guides for all HR Operations processes and procedures.
Maintain HR operations process guides with direction from the Senior HR Manager
Initiate relocation for all new hires and internal transfers
Complete I-9 process for all new hires ensuring accuracy and providing support for any inquiries.
Administer the employee offboarding process including exit packages, equipment retrieval, exit interviews, access removal, and processing of termination transactions in the HRIS.
Process all temporary resource terminations in IT ticketing system
Process new hires, job changes, compensation changes, transfers, promotions, one-time payments, etc. in the HRIS.
Administer new hire onboarding communications and gift order processing
Maintain onboarding tracker spreadsheet, monitoring/following up for compliance training completion
Coordinate and process all reorganization and position changes in the HRIS to ensure accurate headcount reporting.
Collect and archive all employment documents including job change memos and exit interviews.
Education Assistance Program
- Review and approve all education assistance requests in partnership with HRBP and HR management by applying policy expertise and business knowledge.
- Track and audit overall program administration between HR Operations, Benefits, and Payroll departments.
- Conduct monthly reporting and auditing for program compliance and budget spend.
- Review program effectiveness annually to determine and propose needs for program or process enhancements.
Employee Referral Program
- Track and audit employee referral program activity to ensure program compliance, timely employee payments, and budget alignment.
- Review process for effectiveness, recommend, and implement process enhancements
Relocation Program
- Initiate the relocation process and manage invoicing related to employee expenses (i.e., COLA and home incentive payments).
- Is the initial point of contact regarding relocation paperwork.
- Audit relocation invoices and process steps to ensure compliance.
Recognition & Service Award Program
- Administrator for the recognition and service award programs and Mazda Tribute platform regularly auditing user information, points distribution, and group and messaging activity.
- Is the primary contact for all inquiries and information requests.
- Maintain and administer point budgets in alignment with employee allocation and headcount changes.
- Liaise with vendor and IT on all data issues or inquiries.
Act as the primary Mazda content administrator for communications in the activity newsfeed including content creation, procurement, and posting.

HR Compliance - 20%

Track and maintain Employee Handbook and ensure revisions and version tracking of policies for accuracy and compliance.
Maintain and organize virtual employment files and ensure proper data retention.
Supports the administration of annual compliance process.
Supports the annual labor law change compliance as needed.
Administer the Annual Business Continuity process including internal controls tracking and assessment and delivery of department tabletop exercise.
Act as the primary contact for all audits (internal and external) pertaining to HR Operations processes.
Respond to CPRA data requests and update policy as needed.
Maintain updated labor law posters for all locations and online posting.
Maintain records retention including offsite storage.

Reporting & Analytics - 10%

Compile, produce and reconcile monthly headcount reports. disseminate reports to appropriate stakeholders including HR leadership and Finance.
Track and analyze exit interview data quarterly, reporting key trends and recommendations.
Review and analyze administrator reports monthly/quarterly and provide insights and trend analysis for recognition and service award programs including engagement, activity and redemption.
Provide quarterly reporting on engagement, trends, and budget impact for recognition, education assistance, employee referral and other HR programs as requested.
Provide routine and ad-hoc reports in support of business needs as necessary.

General Service and Support - 10%

Monitor and maintain HR email inbox by responding timely to Tier 1 HR-related questions and inquiries. Refer inquiries to other department teams (Compensation, Benefits, L&D, Payroll, etc.) as appropriate for SME response. Escalate complex and sensitive issues/inquiries to the appropriate HR expert.
Main contact for HR Operations contract maintenance and processing.
Provide general administrative support to other HR functions as needed.
Participate in special projects and initiatives

Qualifications and Other Requirements:

Education (Minimum):

High school diploma or equivalent required.
Associate’s degree in human resources, business administration, or a related field preferred.

Experience:

Minimum of two (2) years of experience in human resources, administration, or a related field required.
At least one (1) year of experience working in the Workday platform as well as administering policies, programs, and projects that span the employment lifecycle (i.e., compliance, talent acquisition, and employee relations) highly preferred.

Training/Certification:

Certification in Human Resources or related areas is a plus.

Knowledge/Skills/Abilities:

Strong commitment to maintaining confidentiality and handling sensitive employee information with discretion and integrity, ensuring compliance with data protection and privacy regulations.
Excellent interpersonal skills, with the ability to interact diplomatically and effectively with individuals from diverse backgrounds.
Demonstrates strong attention to detail, ensuring accuracy and quality in data entry, compliance adherence, and reporting tasks.
Solid understanding of human resources processes, including payroll, HRIS data entry, benefit & compensation administration, recruitment, onboarding, performance management as well as employment law compliance (FLSA, ADEA, EEO, ADA, FMLA etc.) and reporting.
Proficient in workflow management, reporting and analytics
Excellent organizational skills and time management abilities with a proven track record of multitasking and meeting deadlines.
General knowledge of HR federal laws and regulations
Ability to collaborate and work effectively within a team to achieve shared goals.
Strong written and verbal communication skills.
Ability to prioritize competing work assignments timely and integrating information to determine appropriate courses of action and their implications.
Capable to managing projects with limited supervision.
Proficient in extracting, analyzing, and validating data, and preparing reports using advanced Microsoft Excel functions (e.g., pivot tables, formulas).
High proficiency in Microsoft Excel, Word, Outlook, PowerPoint, and HRIS systems, with a commitment to staying current on software updates.

Travel:

May be required 1 – 2 times per year

Pay Range:

$26.50-$36.42

Salary to be determined by education, experience, knowledge, skills and abilities of the applicant, internal equity, and alignment with market data.

Learn more about MNAO’s comprehensive benefits package here