HRIS & Benefits Specialist

The HORIBA Group which consists of 47 companies in 28 countries and regions provides analytical and measurement solutions throughout the world. Our business is evolving with our innovative analysis and measurement technologies in the three megatrend fields of Energy & Environment Bio & Healthcare and Materials & Semiconductor which are essential to our lives. Our technologies are employed in various areas including the utilization of hydrogen and other new energy sources carbon dioxide capture research & development and quality control in the pharmaceutical field as well as the advancement of semiconductor manufacturing processes. We believe it is our mission to contribute to creating a sustainable society by offering optimal solutions for customers needs.

With our corporate motto of Joy and Fun we have incorporated the desire to spend our days with more Joy and Fun into our company principle in the spirit handed down since the company was founded. Around the world there are approximately 8900 HORIBARIANs (our term for HORIBA employees) who embody their own unique spirit of Joy and Fun.

HORIBA Instruments Incorporated is looking for an ADP Workforce Now expert to join our team as Human Resources Information Systems & Benefits Specialist at our Irvine CA location. This key position is the lead technical expert and primary administrator for the companys North American ADP Workforce Now platforms initiating system configuration data integrity and user training. This role is responsible for analyzing designing and implementing complex HR technology solutions across multiple jurisdictions while continuously identifying opportunities to optimize processes enhance the user experience and ensure compliance with multi-state employment regulations. This position also ensures the completion and accuracy of online group health insurance enrollments and changes as well as subsequent invoicing from multiple carriers.

Key Responsibilities Include:

ADP System Administration & Maintenance:

• Serve as primary system administrator for ADP Workforce Now maintaining system configuration security settings and user access
• Troubleshoot system issues working directly with ADP support to resolve technical problems and escalate critical issues
• Ensure data integrity through regular audits validation checks and cleanup of duplicate or incorrect records
• Lead HR system configurations by analyzing HR processes and workflows to identify opportunities for automation and efficiency support various HR functions such as performance management benefits and recruiting

Onboarding & New Hire Processing:

• Configure and maintain ADP onboarding workflows for multiple jurisdictions and position types
• Ensure new hire data is processed accurately ensuring compliance with state/provincial requirements and benefit eligibility; identify and address incomplete or delayed onboarding tasks
• Maintain templates for offer letters welcome communications and required documentation within the system

Employee Changes:

• Process all employee status changes including transfers promotions department changes and salary adjustments
• Maintain position management structure ensuring accurate reporting relationships and organizational hierarchy
• Administer leave of absences and returns through ADP ensuring accurate tracking of FMLA state leave laws and company leave policies and ensuring proper benefit continuation during leaves
• Process terminations and resignations in ADP ensuring accurate accrued PTO payouts benefit deductions and benefit termination dates

Reporting & Analytics:

• Develop dashboards for headcount tracking turnover analysis and compensation reporting
• Respond to reporting requests with timely and accurate data extraction
• Ensure data accuracy in reports through validation and reconciliation processes

Training & User Support:

• Provide training to HR staff managers and employees on ADP functionality and self-service features
• Develop and maintain training materials quick reference guides and FAQs
• Develop and maintain written HR Instructions for the various tasks and responsibilities of HR. Use to train cross-train and coach team members.
• Act as the first point of contact for employee and HR team inquiries related to HRIS and benefits

Compliance & Data Integrity & Security:

• Maintain compliance with data privacy regulations including GDPR considerations for international operations
• Ensure proper security protocols are followed for accessing and managing sensitive employee information
• Support internal and external audits by providing system documentation and data extracts
• Stay current on employment law changes affecting system configuration and reporting requirements
• Conduct regular audits of HR data within the system to ensure accuracy completeness and confidentiality
• Prepare data and materials for internal and regulatory compliance audits.
• Stay up-to-date with all relevant payroll and HR laws and regulations. Ensure all system configurations and payroll processes adhere to legal requirements and internal policies
• Conduct regular audits of HR data within the system to ensure accuracy completeness and confidentiality. Prepare data and materials for internal and regulatory compliance audits
• Ensure all system configurations and processes adhere to legal requirements and internal policies.

Payroll Processing Support:

• Serve as primary liaison between HR and Payroll ensuring accurate employee data flows to payroll processing
• Audit pre-payroll reports for accuracy; identify and resolve discrepancies before payroll finalization

Benefit Administration:

• Administer all benefits programs to optimize cost and employee engagement.
• Lead the annual open enrollment process
• Act as a point of contact for external vendors and service providers and resolving issues.
• Serve as the point of contact for answering benefit-related questions including complex inquiries.
• Investigate and resolve any benefits-related issues or discrepancies.
• Administer leave of absences and reasonable accommodations
• Provide managers and HR Business Partner with clear practical guidance on complex or sensitive leave and accommodation cases ensuring they understand compliance requirements company policy and best practices for supporting employees.

Key Requirements Include:

• Excellent customer service communication organizational strategic thinking and problem-solving skills with the ability to build effective relationships at all levels of the organization
• High level of integrity and confidentiality as well as initiative
• Minimum 5 years of hands-on experience with HR technology including ADP Workforce Now as a system administrator or power user with demonstrated expertise in the various ADP modules including Recruiting Employment Performance & Goals and Benefits and working knowledge of Payroll and Time modules
• Advanced proficiency in Microsoft Excel including pivot tables and VLOOKUP
• Bachelors degree in human resources information systems business administration or related field or equivalent experience; relevant certifications a plus
• Strong analytical and problem-solving skills with ability to troubleshoot technical issues
• Experience developing and utilizing ADP reporting and workflow
• Knowledge of federal and state employment laws practices and regulations
• Strong understanding of HR processes (e.g. onboarding performance management learning compensation) and group benefits

Compensation Package:

HORIBA Instruments Incorporated offers a competitive compensation package that includes a 401(k) plan with match; employee group dental vision life and disability (short and long-term) paid for by the company; medical insurance family dental and vision insurance and supplemental life insurance available with reasonable employee contributions; employee assistance program; paid holidays vacation and sick time; flexible spending accounts; and educational reimbursement and commuter benefit programs. Qualified candidates can expect to earn between $35.00 - $45.00 per hour in this role depending on experience.

If you are an individual with a disability and need an accommodation during the application/hiring process please email or call for assistance. HORIBA will provide reasonable accommodations upon request to support individuals with disabilities to be able to participate in the hiring process. HORIBA is committed to making our workplace accessible for individuals with disabilities.

Proud to be an Equal Opportunity Employer EEO/Veteran Status/Disabilities