Job Description

Job Title: HR Specialist

Job Description

Position Summary:

Under general supervision, as a key HR team member, coordinate and administer HR programs and services for US employees in the areas of recruiting and onboarding, safety, HR compliance, and on-site safety and other safety training programs. This position is a key HR department essential employee for US corporate and multi-state locations and serves as a conduit and resource to employees and managers, providing direction and referrals to HR team leaders. Provide administrative and project support as needed for the HR Department staff. Perform a variety of HR and administrative tasks to support HR operations. Back up other HR Specialists.

Essential Functions/Major Responsibilities:

Reception Desk (5% of Time):

- Respond to controlled entry (doorbell or phone call); greet incoming vendors and visitors, serve as the face of the company.

- Ensure visitors sign the visitor log, issue visitor badges, and arrange for employee escort.

- Assist with vendor deliveries, food and coffee services, and contact the appropriate employee for receipt of packages.

- Sort incoming mail to appropriate departments as needed.

- Sell stamps and movie tickets to employees and maintain inventory.

HR & Employee Services (25% of Time):

- Act as the first point-of-contact on the Human Resources team. Greet, screen, and direct internal and external customers to the appropriate HR staff member. Answer a broad spectrum of HR questions via email, phone, or in-person, and provide forms, information, or point to appropriate resources.

- Share responsibility with HR Coordinator to file employee documents in personnel files and assist with year-end archiving.

- Create FedEx labels to ship overnight packages.

- Prepare purchase orders and process invoices for goods and services for the HR department.

- Coordinate employee recognition programs and ensure gift card supply is maintained.

- Coordinate a variety of programs and drives such as Toys for Tots, Food Drive, and Blood Drives.

- Order employee flowers and plants for significant illnesses, accidents, or bereavement.

- Help coordinate the annual service awards lunch event.

- Own the employee badging system, troubleshoot badge access issues, maintain security access database, and deactivate employee access as needed.

- Coordinate Costco supply orders for the HR department as needed.

- Maintain and update the company telephone list of extensions and cell phone numbers.

- Maintain the company store of logo items, replenish as needed, and create new logo items.

- Review updates and order/post labor law and other legal posters/notices annually.

- Support annual ISO update of documents for HR Poway and support annual EEO and AA filings as requested.

- Update employee bulletin boards regularly.

- Serve as vendor interface on coffee machine, vending machines, and on-site market/kiosk.

Recruiting (30% of Time):

- Maintain Open Position List (OPL) daily to accurately reflect staffing decisions and activity.

- Manage job postings on various platforms.

- Administrator for Applicant Tracking System for job postings and candidate data.

- Review and manage requisitions and new hire notices for regular and temporary positions.

- Primary recruiter for temporary, intern, and designated regular hire positions.

- Manage intern program experience, including recruiting, engagement, evaluations, and transition to full-time or internship end.

- Send out offer letters and new hire packets.

- Coordinate pre-employment and first-day requisites.

- Create and send out New Hire Checklist.

- Send out new hire email with instructions for reporting on the first day.

- Manage internal applicants applying for transfer or promotional opportunities.

- Coordinate the process to convert temp to regular employees.

- Act as point of contact for agencies on temporary workers status and terminations.

Onboarding and New Hire Orientation (5% of Time):

- Prepare new hire packets and new hire gift bags.

- Greet new employees on their first day and facilitate the completion of preliminary paperwork.

- Review online Orientation training process.

- Enter data into badge system, print and issue badges.

- Contact hiring manager to facilitate introduction and hand-off.

Workplace Safety (30% of Time):

Workers Compensation (5%):

- File Workers compensation claims.

- Receive, file, and organize employee accident reports.

- Maintain communication with third-party administrators.

- Receive and distribute yearly State Workers Compensation Posters.

Ergonomics:

- Coordinate and maintain schedules for ergonomic evaluations.

- Maintain related spreadsheets and track work orders for ergonomic supplies.

Safety Council:

- Serve on the Safety Council and maintain safety metrics spreadsheet and graphs.

Communications & Program Support:

- Coordinate safety-related communications and postings.

- Maintain and update safety bulletin boards and first aid information stations.

- Manage safety glasses and shoe vouchers programs.

- Generate monthly reports, including evacuation and disaster.

Compliance + Policy + Administration:

- Work cooperatively with Facilities on compliance and communication for the Poway site.

- Track, maintain, and generate evacuation and disaster reports.

- Maintain and update Safety Manual and related policies.

Area Safety Coordinators (ASCs):

- Serve as lead and liaison to ASCs; provide training and support.

Workplace Safety Training:

- Manage on-line and on-site safety training programs and activities.

- Oversee or deliver mandatory and scheduled annual or biannual safety training.

- Verify that safety training requirements are met.

- Work with Talent Development Partner to ensure follow-up to closure/completion in Oracle for mandatory safety trainings.

- Contract for safety training with outside vendors.

- Support pre-training activities by organizing training logistics.

- Assist in scheduling on-site safety training and meetings.

- Provide support to Talent Development Partner for assigning, following up, and scheduling yearly safety trainings.

Hard Skills

HR experience with an emphasis in recruitment and safety

Job Type

This is a permanent position.

Work Site

This is a fully on-site position in Poway, California.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

+ Hiring diverse talent

+ Maintaining an inclusive environment through persistent self-reflection

+ Building a culture of care, engagement, and recognition with clear outcomes

+ Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

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