Human Resources Specialist

Job Summary

The Human Resources Specialist plays a key role in the HR department by serving as a point of contact for employees and managers regarding HR matters and providing comprehensive support in various HR functions. This position is responsible for a wide range of tasks, including onboarding, offboarding, employee relations, compliance, and other team projects, contributing to the development and maintenance of a positive and productive work environment.

• Facilitate a seamless transition for new hires by managing onboarding processes such as drug/alcohol testing, background check, training, employment paperwork, IT equipment, System accesses, and other tasks required to ensure a successful on-boarding are completed accurately and timely
• Conduct orientation sessions in person or via Teams
• Flexible to conduct orientations in from early morning to early evening hours and/or weekends as needed to meet the demands of our distributed workforce
• Up to 10% travel as required for in person orientations – in state or out of state
• Process promotions and transfers, updating relevant systems to reflect changes
• Work closely with departments such as IT, Accounting, and Safety to enhance the onboarding red-carpet experience for new employees
• Provide guidance to employees on HR policies and procedures
• Maintain direct communication with both internal teams and external partners
• Handle incoming and outgoing mail, ensuring timely distribution of badges and HR-related correspondence
• Follow termination procedures, completing offboarding tasks
• Assist with conducting exit and stay interviews to monitor employee feedback
• Monitor and respond to inquiries in the internal ticketing queue
• Review and update standard operating procedures (SOPs) for accuracy
• Respond to multistate unemployment claims and manage appeal proceedings
• Process requests for employment verification in accordance with company policies
• Track and maintain annual trainings requirements
• Travel as needed (approximately 10%) within the U.S. to attend orientation meetings
• Participate in team projects as needed
• Identify training needs and assist in the development of employee training programs
• Maintain accurate and confidential employee records and HR files
• Assist in creating, implementing, and communicating HR policies and procedures
• Provide support to HR Manager and other staff
• Ensure compliance with federal, state, and local employment laws and regulations
• Lead project meetings and makes presentations
• Represent the organization and maintain liaison with individuals and related organizations
• Contribute to a positive, inclusive, and respectful workplace culture, free from behaviors that undermine morale, productivity, or organizational values
• Uphold the organization’s standards of integrity, accountability, and respect in all duties and interactions
• Adhere to all company policies, procedures, and applicable laws and regulations
• Other duties as assigned or required to meet the business needs

• Proficient with electronic communications including e-mail and text as well as standard office applications (i.e., Microsoft Office Suite)
• Advanced oral and written communication skills for effective employee relations at all levels using a customer service approach
• Applying logical thought processes and organizing resources in order to solve issues and meet commitments
• Making decisions and seizing opportunities in the context of Rail Pros business objectives
• Satisfying internal and external customer expectations and developing customer partnerships
• Partnering effectively with others in order to achieve results
• Strong presentation skills including demonstrated proficiency with presentations in front of large groups
• Strong organizational and analytical skills
• Basic knowledge of HR concepts with emphasis on staffing processes, internal HR policies, employment law and interviewing techniques or equivalent demonstrated skills and abilities
• Demonstrated personal computer skills using Microsoft Office, Internet software, and human resources information system (HRIS) and applicant tracking system (ATS) applications