Workforce Specialist

Location: Jacksonville, FL

Reports To: Sr. Manager, COE and Shared Services

Salary Range: $60,000-$66,000

Position Summary:

This position is responsible for supporting the full cycle pre-boarding, onboarding, and changes in terms of employment and offboarding processes for IEM-US. This role ensures the seamless integration of new employees into the organization. This role prepares letters, manages compliance related tasks, facilitates orientation, and provides critical administrative support to ensure a smooth onboarding experience for new hires. This role rotates between specific functional areas within the Shared Services and Center of Excellence. This includes Preboarding, Onboarding, Changes in Employment and Accelerated Response team. This role is an integral member of the Center of Excellence and Shared Services department for IEM US. This role also involves following guidelines and using standardized forms and processes, performing various data entry tasks, and ensuring accurate documentation to maintain the integrity of HR systems and processes. This role requires exceptional attention to detail and accuracy.

Key Responsibilities:

Onboarding & Orientation Support:

• Draft and issue offer letters and other necessary documentation, ensuring accuracy and compliance with organizational standards.
• Adhere to legal and organizational compliance requirements throughout the onboarding process, including background checks, I-9 verification, and other pre-employment screenings.
• Coordinate and prepare all items required for new hire orientation sessions, including scheduling, logistics, materials, badge distribution, IEM Swag and facility tours.
• Prepare and distribute new hire notifications to internal departments (e.g., IT, Facilities) to ensure resources and access are provided.
• Organize and manage all onboarding documentation, including Employee Handbook, and explain company policies and procedures. 
• Enter and maintain accurate HR-related data in HRIS systems, ensuring timely updates and compliance with audit standards.
• Partner with COE Benefits Specialist to orient new employees to company benefits and assist with enrollment process, ensuring accuracy and timely completion.
• Act as the primary point of contact for new hires, addressing questions and concerns during onboarding and throughout their first 90 days.

Continuously assess and enhance the onboarding experience based on employee feedback and HR best practices.

Changes in Terms of Employment:

• Prepare Personnel Action Forms and distribute for signatures, adhering to policies and procedures.
• Ensure timely input of data into HRIS and other required systems.

Employee Inquiry Management via IEMHR Shared Services Inbox:

• Monitor and manage the IEMHR shared services email inbox, serving as the first point of contact for employees seeking assistance with HR-related questions or issues.
• Efficiently triage, categorize, and prioritize incoming emails to ensure each inquiry is addressed appropriately and in a timely manner.
• Respond to routine questions related to payroll, benefits, attendance, HR policies, and general inquiries, escalating more complex or sensitive matters to the appropriate HR team members. Coordinate responses through COE / Shared Services, or on-site HR resources as necessary to achieve rapid responses to inquiries.
• Ensure alignment with internal service expectations and response timelines, tracking follow-up and resolution as needed.
• Maintain a high level of professionalism and confidentiality in all communications.
• Identify recurring topics or issues from incoming emails to help inform process improvements and FAQ documentation.

Personnel File Management:

• Maintain accurate and organized personnel files in compliance with company policies and legal requirements.
• Ensure all employee records, including hiring, performance, benefits, and disciplinary documentation, are updated in the UKG document management system.
• File all necessary documentation on a weekly basis, ensuring completeness and compliance.
• Assist in retrieving and organizing personnel files for audits, legal inquiries, or internal reviews.
• Always maintain confidentiality and security of sensitive employee records.

Offboarding:

• Support offboarding procedures, including preparing termination letters, revoking system access, collecting assets, and updating records.
• Ensure offboarding steps follow legal, compliance, and organizational policies.

Additional HR Support:

• Assist the HR team with general daily administrative tasks as needed.
• Participate in HR projects and initiatives aimed at improving internal processes and employee experience.
• Perform other duties as assigned by the HR Manager.

COMPETENCIES:

• Communication Proficiency
• Attention to Detail
• Responsive and Approachable
• Organizational and Time Management Skills
• Confidentiality
• Strong Sense of Urgency

Qualifications:

EDUCATION AND EXPERIENCE:

• Minimum of 3 years of experience in a Staffing Coordinator or Human Resources role
• Proven expertise in developing and executing human resources strategies, including hiring, training, and orienting new employees.
• Excellent verbal and written communication skills to interact with all levels of staff and management.
• Bilingual (English/Spanish) is preferred.
• Solid understanding of human resources principles, practices, and standards.
• Highly responsible and reliable, with the ability to handle confidential information with discretion.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• In-depth knowledge of current labor market regulations and relevant legal frameworks