Human Resource Generalist

Job Title: Human Resources Generalist
Department: Human Resources
Reports to: Director of Human Resources
FLSA Status: Exempt


GENERAL SUMMARY
The Human Resources Generalist reports to the Director of Human Resources. As a member of the Support Services team it is essential to consistently represent the team with professionalism respect and excellence in all interactions both internal and external. This role is responsible for managing core HR functions including onboarding offboarding employee data management payroll processing support compliance reporting employee relations reporting and benefits administration. The HR Generalist ensures consistency and accuracy in HR processes and contributes to a positive and inclusive workplace culture.

SUPERVISORY RESPONSIBILITIES
This position does not have supervisory responsibilities.

ESSENTIAL DUTIES
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements below represent the required knowledge skill and/or ability. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. General duties and responsibilities include but are not limited to the following:

Employee Relations & Customer Service

• Provides responsive confidential and professional support to employees and managers regarding HR inquiries and employee relations matters.

• Reinforces and promotes the firms culture and fosters a positive inclusive work environment.

• Supports employee relations investigations and disciplinary actions while maintaining confidentiality and professionalism.

• Offers policy and procedure guidance to employees and managers.

Onboarding & Offboarding

• Serves as the point of contact for new hires and leads onboarding processes ensuring a seamless experience for new hires from offer acceptance through integration.

• Facilitates onboarding for all pre-hires and new hires including new hire orientation ensuring timely and accurate completion of required paperwork and documentation.

• Organizes and leads new hire orientation sessions covering company policies culture benefits and procedures.

• Coordinates and/or provides office tours or virtual introductions.

• Maintains onboarding checklists and tracks completion of tasks across departments (Support Services team and hiring managers).

• Responsible for ensuring new hire gifts and anniversary gifts are sent timely.

• Tracks compliance training completion (harassment prevention etc.).

• Monitors onboarding metrics such as time-to-productivity or new hire engagement.

• Recommends and helps implement improvements to enhance the onboarding and offboarding process and experience.

• Manages the offboarding process including conducting exit interviews and analyzing feedback to enhance employee experience.

HRIS & Data Management

• Ensures accuracy and completeness of employee data in HRIS (Paycom) and accounting systems (Deltek) for both new and existing employees ensuring records and complete and compliant.

• Maintains digital employee files and records in compliance with company policy and legal requirements.

• Processes and maintains I-9 and E-Verify documentation.

• Submits and tracks personnel action forms and payroll changes.

• Reviews bi-weekly draft payroll reports to ensure accuracy and coordinate resolution of discrepancies.

Compliance & Reporting

• Assists with development and maintenance of the firms Affirmative Action Program and ensures EEO compliance.

• Prepares various internal and external reports including technical status and federal compliance reports.

• Responds to employment verification and information requests from internal and external parties.

• Provides support in reviewing and updating the employee handbook and HR policies.

Job Management & Talent Acquisition

• Drafts revises and standardizes job descriptions in collaboration with managers ensuring alignment with roles responsibilities and career progression.

• Maintains an up-to-date job description library and career progression chart.

• Facilitates periodic reviews of job descriptions to keep them current and relevant and identifies gaps inconsistencies or outdated content and recommends improvements to templates.

• Posts job openings supports recruitment and assists with offer letter preparation and approval.

• Helps coordinate internship programs recruiting events and career fairs.

• Maintain and update the companys LinkedIn careers page.

Performance Management and Performance Improvement

• Assists with management of performance management cycle through Paycom including system setup and management assignment.

• Drafts and distributes communication materials related to performance processes (timelines instructions policy updates).

• Schedules and supports performance-related training sessions or resources for employees and managers.

• Ensures all performance documentation is complete accurate and stored in compliance with firm and legal requirements.

• Helps identify and follows up on missing or inconsistent documentation.

• Generates and distributes performance-related reports or dashboards.

• Troubleshoots system issues or escalates technical problems within performance management module.

• Provides administrative support for performance improvement plans (PIPs) and development plans.

Benefits Leaves & Administration

• Enrolls new hires in benefit plans (health dental vision life disability etc.).

• Processes employee change requests due to qualifying life events (e.g. marriage birth divorce).

• Assists with open enrollment processes annually.

• Ensures accurate data entry in HRIS and benefits platforms.

• Coordinates with payroll to ensure correct deductions for benefits.

• Supports employees through claims or coverage issues with insurance carriers.

• Manages and tracks leave programs such as FMLA parental leave short-term/long-term disability and other statutory leaves.

• Communicates leave policies and track time off in relevant systems.

• Reconciles monthly benefit plan invoices resolves discrepancies and ensures accurate recordkeeping through payroll and insurance providers.

• Assists in developing and promoting wellness programs and incentives.

• Supports benefit-related communication strategies to boost employee engagement and participation.

• Ensures compliance with federal state and local benefits laws (e.g. ACA HIPAA COBRA ERISA).

• Prepares and distributes legally required notices and disclosures.

• Assists with audits and prepare required documentation (e.g. 1095-C Form 5500).

• Provides general HR administrative support identifying and implementing process improvements.

Other

• Maintains appropriate communication channels and respects the established hierarchy to ensuring clarity alignment and effective decision-making.

• Processes incoming HR physical and digit mail and responds to or directs correspondence accordingly.

• Tracks and reports on HR metrics including turnover new hires anniversaries time to fill recruitment sources benefits utilization compensation ratios performance management and DEI etc.

• Manages all aspects of business card orders including coordination with vendors and arranging pickup when necessary.

• Oversees the timesheet submission process and handle related communications.

• Tracks and replenishes inventory of employee recognition items such as new hire gifts anniversary tokens and other rewards.

• Coordinates the distribution of baby gifts and milestones.

• Sets up and manages employee profiles in Concur (travel coordination site) for company credit card administration.

• Participates in the firms social committee and plans organizes and leads local office events.

• Maintains confidentiality and professionalism while interacting across all levels of the firm.

• Collaborates effectively with all levels of the firm including senior leadership.

• Supports other HR initiatives and ad hoc projects as assigned.

REQUIRED SKILLS AND ABILITIES

• Bachelors degree in Human Resources or related field.

• Minimum 5 years of experience in an HR Generalist role supporting 250 employees preferably in a professional services or design firm environment.

• Solid understanding of HR principles best practices and compliance requirements.

• Strong planning time management and organizational skills with keen attention to detail.

• Excellent written verbal and interpersonal communication skills.

• Ability to self-manage projects with oversight; adept at prioritizing and multitasking in a fast-paced environment.

• Proven critical thinking and problem-solving abilities.

• Demonstrated ability to build and maintain trusted relationships.

• High proficiency in Microsoft Office (especially Excel Word and PowerPoint).

• Proficiency in HRIS systems required; Paycom experience preferred.

• Familiarity with Deltek is a plus.

• Experience with AAP and federal compliance reporting is a plus.

• Ability to work in-office at least 4 days per week with 1 remote day.