Human Resources Support Specialist

Human Resources Support Specialist

The HR Support Specialist provides critical administrative and operational support to the Human Resources team. This role requires someone who brings a positive attitude, enthusiasm and professionalism to every interaction whether with employees, managers, internal teams or external partners. This role is responsible for day-to-day HR functions such as employee onboarding, recordkeeping, unemployment claims, and compliance tracking. The HR Support Specialist will collaborate closely with Benefits, Payroll Specialists, Client Account Managers, Human Resources, and other departments, to support the seamless delivery of client services.

HR Support Specialists must balance empathy and efficiency, acting as a support / helpdesk for employees and clients. This role is consultative and client service oriented and acts as a gateway to other departments enhancing client experience.

Key Responsibilities

1) Building Relationships & Proactive Client Management

Serve as a welcoming and professional first point of contact for HR-related inquiries, demonstrating a positive, solutions-oriented attitude.

Promote a positive employee experience through timely, respectful, and upbeat communication.

Evolving from processors to trusted advisors who understand the client's unique workforce nuances.

Identify trends (i.e., frequent corrections) and offer proactive solutions.

Coordinate with internal teams to ensure seamless service delivery and collaborate with internal teams to escalate issues or recommend improvements.

2) Communication and Support :

Serve as first point of contact for employees, addressing issues or questions promptly. This can most often be general employee, HR support, and platform issues. They field inbound calls / emails related to employee requests.

Ability to be prompt, accurate, confidential and cordial in assisting employees and clients with questions and problems.

Assist clients and employees with questions or concerns.

3) Pro Software (HRIS) and HR Support

New employee onboarding (employees that come to the PRO offices for onboarding)

Work with clients (self-service) to help them input employee data.

Provide client and employee support, helping with :

• Client Inquiries
• Manager Self Service Navigation Assistance (provide guides to them)
• Employee Inquiries :
• Employee Self Service Navigation Assistance (provide guides to them)
• Employee status changes
• Login / system access issues

4) Recordkeeping, Employee and Client Training / Support

Generate and provide employees with accurate and timely requests

Serve as a subject matter expert in onboarding and employee support tools in Pro Software. Work closely with employees to understand their needs, guide them through system functionalities, and overall employee support.

Maintain accurate and organized records, both physical and electronic, ensuring confidentiality and compliance with data protection laws.

5) Compliance and Regulations :

Ensure all processes are compliant with federal, state, and local tax laws, including tax withholdings, deductions, and reporting.

Calculates all garnishments in accordance with regulations for clients.

Maintain accurate and up-to-date employee records in HR systems and personnel files.

Assist with compliance-related activities such as I-9 documentation, EEO reporting, and labor law poster distribution.

Collaborate with payroll and other departments to ensure accurate employee data flow.

6) Other Duties as Assigned :

Help ensure continuous process improvement in operations to enhance efficiency and accuracy.

Provide general administrative support to the HR department.

Required Position Qualifications :

High school diploma required. Associate or bachelor's degree in accounting, Finance, Human Resources, or a related field is preferred.

Demonstrates a consistently positive attitude and a collaborative, team-first mindset.

Approaches challenges with optimism, flexibility, and a willingness to learn.

Professional, approachable, and empathetic demeanor when interacting with employees and colleagues.

Strong attention to detail and accuracy, excellent organizational skills with the ability to manage multiple priorities and deadlines in a setting with multiple interruptions.

Ability to maintain confidentiality and handle sensitive employee information with discretion.

Demonstrated critical thinking skills - using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.

Customer / client service driven with a proven track record of working well in a team environment with minimal supervision.

Effective verbal and written communication skills with an ability to work in an organized manner.

Proficiency in Word, Excel and Outlook.

Experience with payroll software (e.g. Pro Software, UKG, ADP, or similar platforms) is highly preferred.