PEOPLE OPERATIONS SPECIALIST I

Job Title: People Operations I
Department: People Operations
Classification / Level: Non-Exempt / Entry
Reports To: People Operations Supervisor

POSITION SCOPE

The People Operations I is the entry-level role within the People Operations department. This position supports routine employee records, documentation, HRIS updates, file maintenance, employee communication, and administrative People Operations processes. The role is designed to build foundational People Operations knowledge while supporting accurate, timely, and compliant employee lifecycle documentation.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Maintain accurate employee records in HRIS, WellSky, Teams, ADP, and other approved systems according to department procedures.

2. Process routine employee data changes, including EPI updates, W-4 updates, direct deposit updates, COE updates, name changes, and other basic employee record changes as assigned.

3. Assist RCPs with ADP registration, account access, basic system navigation, and self-service resources.

4. Answer routine emails, phone calls, voicemails, and walk-in inquiries for all allocations.

5. Run routine reports, including inactivity reports and COE reports, as assigned.

6. Upload documentation, maintain file naming standards, and support movement of employee files between Active and Inactive folders as directed.

7. Enter non-billables and update COEs on an assigned biweekly or monthly schedule, following established procedures.

8. Maintain accurate notes and documentation of communications in employee profiles.

9. Escalate employee concerns, documentation irregularities, wage concerns, LOA issues, discipline concerns, or compliance concerns to the People Operations Specialist II, Senior People Operations Specialist, or supervisor as appropriate.

10. Additional duties may be assigned to support the organization and families served.

SECONDARY DUTIES

1. Assist with routine separation documentation and employee-record support when needed.

2. Provide administrative support for audits, report preparation, and department projects.

3. Support coverage of routine department tasks during absences or high-volume periods.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED

Qualifications

To perform this job successfully, the individual in this position must be able to perform each essential duty satisfactorily. Maintain consistent and regular attendance and be self-motivated. The requirements listed below are representative of the minimum knowledge, skills, abilities, certifications, and educational experience required.

Required

1. High school diploma or equivalent required; Associate’s Degree in Human Resources, Business Administration, or related field preferred.

2. One or more years of administrative, HR support, customer service, or office experience preferred.

3. Ability to follow established workflows and maintain accurate employee documentation.

4. Ability to handle sensitive and confidential information in alignment with HIPAA and organizational standards.

5. Technological proficiency with Microsoft Office Suite, cloud-based systems, ATS, and HRIS platforms.

6. Excellent written and verbal communication skills.

7. Strong organizational skills and attention to detail.

CERTIFICATIONS, LICENSURE, & REGISTRATION

Possess and maintain a valid driver’s license and maintain valid auto insurance, if travel between locations is required.

LANGUAGE SKILLS

Ability to read and understand correspondence, memos, reports, and employee documentation.

Ability to effectively communicate through written and verbal language.

Ability to effectively present information in one-on-one and small group situations in a professional manner.

Fluent in Spanish and English languages required or preferred based on organizational need.

CORE COMPETENCIES

• Foundational HR Administration

• Employee Records Accuracy

• Routine Employee Support

• Confidentiality

• Follow-Through

• System Navigation

• Escalation Awareness

SCOPE OF AUTHORITY AND ESCALATION

May independently complete routine administrative and records-based tasks using established workflows.

Must escalate matters involving employee relations, discipline, wage disputes, LOA complexity, investigations, Workers’ Compensation, fraud concerns, legal threats, or policy interpretation.

Does not independently issue disciplinary notices, conduct investigations, determine LOA outcomes, or make employment action recommendations.

REASONING ABILITIES

Ability to evaluate situations, identify risk, apply sound judgment, and make appropriate decisions using critical thinking and reasoning. The complexity of reasoning required increases by role level and may include employee relations, compliance, wage/hour, leave, investigations, data analysis, and cross-functional process design.

ENVIRONMENTAL REQUIREMENTS

Must be able to work indoors and outdoors covering a variety of situations. Wide range of physical motion required to include bending, twisting, standing, walking, carrying boxes and supplies, sitting for long periods of time, answering the telephone, using hands to type and enter data, and performing a wide range of office and clerical duties.

SCHEDULING AND AVAILABILITY

Working hours generally are from 8:00 a.m. to 5:00 p.m., Monday through Friday with a one-hour lunch. Employees must be willing to work beyond their normally scheduled hours as needed to accomplish work projects, meet compliance deadlines, support employee matters, and address operational needs. The position is 40+ hours per week.

PHYSICAL REQUIREMENTS

Prolonged periods of sitting at a desk and working on a computer.

Must be able to read, write, and comprehend complex issues.

Must be able to lift up to 25 pounds at times.

Must be able to work across different locations as needed.

Ability to travel by plane, train, or automobile as required.