Job Abstract

Working at Northern Virginia Family Service (NVFS) means doing work that matters every day because of the difference you will make in the lives of children and families in Northern Virginia. NVFS’ breadth, depth and scope of services offer the resources and support to ensure that everyone in need, at every stage of life, maximizes their potential and fully contributes to a thriving community. At NVFS, we value the diversity of backgrounds, experience, perspectives, and skillsets that we collectively provide to our community, clients and coworkers. We celebrate and thrive on our differences and welcome everyone’s unique contributions.

Join the NVFS Family: We are looking to hire a HR Operations Specialist to join the Human Resources team! As the HR Operations Specialist, you play a crucial role in ensuring smooth and timely program operations and providing high levels of customer service to employees. As the Specialist, you will be primarily responsible for employment records management and retention, data entry, processing and tracking background checks, reporting, program preparation and document production, and ensuring compliance with applicable legal requirements in all activities and responsibilities. You will work in a hybrid work environment.

The ideal candidate, you will be collaborative, process and customer service-oriented, analytical, highly organized and have strong relationship building skills.

Benefits and Compensation: We want you to be well, have work/life flexibility, grow your career with us, and have the resources and support you need. Check out our comprehensive benefit offerings here in support of various dimensions of your wellbeing.

This position has a starting salary of mid 40s.

In this role, you will:

HR Data, Records, and Compliance:

• Maintain a strong, functional understanding of HRIS (human resources information system).
• Enter employee information into HRIS; process and perform quality assurance review of employee information and changes entered into HRIS to ensure accuracy.
• Process and track background checks for employees; ensure timely communication and running of checks upon hire and yearly per program requirements; reconcile and process background check bills.
• Ensure compliance of employment records for program audits and perform pre-audit file reviews. Serve as primary point of contact for audits, including representing HR for audits when requested.
• File all employee documents and records accurately and in a timely manner (personnel, medical, and background files).
• Rotate terminated files from HR > Onsite storage > Offsite storage quarterly.
• Retain I-9 files according to USCIS (U.S. Citizenship and Immigration Services) regulations; maintain complete and accurate Agency Employment Authorization Records.
• Ensure all required federal and state posters are distributed and displayed as required to maintain compliance.
• Conduct monthly reporting and corresponding activities:
• Employee Birthdays: Pull monthly reports for upcoming employee birthdays and post on NVFS SharePoint.
• Employee Milestone Awards: Pull monthly reports for employee anniversaries and post on NVFS SharePoint; prepare and mail milestone anniversary letters; collaborate with payroll to ensure accurate and timely anniversary award processing.
• Employee Referrals: Pull reports of employee referrals; prepare and send employee referral emails; prepare bonus check requests and collaborate with payroll to ensure accurate and timely processing.
• Background Checks: Pull ongoing and timely reports of employee background check expirations; assure compliance with Agency and licensing standards by coordinating, processing, and tracking the receipt of background check forms from employees and background check agencies.
• Employment Authorization Renewals: Pull reports of employee employment authorization expirations; assure compliance with federal laws by coordinating process of obtaining updated documentation demonstrating employee’s renewed authorization to work in the United States; notify HR Team of any employees who have not turned in new documentation within a week of expiration date.

Onboarding and Offboarding:

• Process all HR administrative activities related to employee onboarding, including but not limited to, collecting, monitoring and processing new employee onboarding documents for timely completion and accuracy; performing follow-up as required for missing or incomplete items.
• Monitor and ensure timely submission of new employee acknowledgment of Employee Handbook.
• Create new hire employment files in a timely manner, including but not limited to personnel, medical, background check, center files, etc.
• Process all HR administrative activities related to employment terminations, including but not limited to, changing employee status in HRIS in a timely manner, sending relevant offboarding information to appropriate stakeholders (e.g., employee, supervisor, Benefits Team, IT, etc.).

Other:

• Process Employee Appreciation and Recognition nominations, awards and gift cards.
• Assist with preparation and materials for trainings and HR-related events.
• Consider policies, processes, communications, and practices with equity, diversity and inclusion (EDI) lens.
• Work with HR Team to continuously evolve the employee life-cycle at NVFS, including the new employee experience.
• Regularly communicate with supervisor.
• Maintain working knowledge on NVFS programs, employment regulations, HR best practices and employment law.
• Maintain awareness of current trends in HRIS with a focus on product and customer service development, delivery and support.
• Recommend process improvements, innovative solutions, policy changes and utilize change management skills during implementation.
• Complete other projects as assigned.

Supervisory Responsibilities:

• May be assigned to supervise, train, support, and/or collaborate with volunteers and/or interns.

Your Background: We understand that you may obtain skills through a variety of professional, personal, educational, and volunteer experiences.

• Bachelor’s degree preferred but not required
• At least one (1) year of related experience in administrative support role (may include internships and/or volunteering)
• Must be able to learn and master HRIS; prior experience working in any HRIS (specifically UKG Pro) preferred; willingness to learn and explore new systems
• Ability to maintain a high level of confidentiality, work independently and collaborate effectively with team members
• Excellent writing, communication, and interpersonal skills with customer service orientation
• Highly organized and detail-oriented; strong attention to detail and accuracy in data entry and recordkeeping
• Knowledge of principles and practices of human resources preferred.
• Oral and written fluency in English; additional language skills a plus
• Consider policies, processes, communications, and practices with equity, diversity and inclusion (EDI) lens
• Digital and technical proficiency; working knowledge of Microsoft Office Suite
• Must be able to demonstrate and live the organizational values of Communication, Integrity, Respect, Collaboration, and Accountability

Additional Requirements:

• Successful completion of background checks required upon hire

NVFS is committed to advancing equity, embracing diversity, and promoting inclusion and is an equal opportunity employer. NVFS is an E-Verify participant and drug-free workplace.

NVFS values diversity in our workforce. We strongly encourage all interested individuals to apply, including people of color, all genders and gender identities, people of all abilities, LGBTQ+ individuals, other members of marginalized communities, veterans and national service alumni.