HR Operations Specialist

Overview

The HR Operations Specialist supports the accurate, responsive, and consistent delivery of day-to-day HR operations. Key responsibilities include but are not limited to preparing and issuing approved job offers, supporting staff hiring activities in iCIMS, coordinating background checks and equipment requests, processing Personnel Action Forms (PAFs), and responding to general HR inquiries.

This position also manages HR content on the company intranet (The Airway), and provides backup support for onboarding, new-hire training, and performance management processes, as needed.

Success in this role requires learning fast, exceptional attention to detail, sound judgment, discretion, strong organizational skills, adaptability, and the skills to manage a high volume of time-sensitive work in a fast-paced environment. This role offers opportunities to take on increasing responsibility as skills and tenure develop.

This position is based in the Petaluma, CA office and a minimum of three days per week onsite is required.

• Helps monitor the shared HR inbox, provides timely and accurate responses, and routes complex or sensitive matters to the appropriate HR team member.
• Provides first-level support to employees and managers on HR policies, procedures, forms, and systems.
• Maintains and updates HR content on the company intranet, The Airway, including forms and policies.
• Prepares and issues approved administrative job offers using approved templates.
• Reviews and processes Personnel Action Forms (PAFs) for Admin staff.
• Checks all personnel actions for required approvals, documentation, effective dates, and payroll timing.
• Assists with processing background checks, maintains required documentation, and escalates exceptions
• Supports offboarding and other employee lifecycle changes, including documentation, exit interviews, system updates, and records maintenance.
• Coordinates equipment issuance and return with IT, hiring managers, and employees for hires, transfers, and separations.
• Provides backup support for onboarding, new-hire training, and performance management as needed.
• Creates and organizes standard operating procedures, checklists, templates, and other HR documentation.
• Assists with planning and coordinating employee engagement activities and events
• Processes incoming and outgoing HR mail while onsite, including scanning, routing, and securely filing confidential correspondence.
• Supports other HR administrative projects as assigned, including but not limited to organizational changes, employee-data updates, and compliance activities.

• Three years of experience in HR administration or HR operations roles.
• High school diploma or GED required;
  Bachelor's degree in Human Resources, Business Administration, or a related field strongly preferred.
• At least two years’ experience using an HRIS system;
  Paycom experience strongly preferred.
• Working knowledge of HR practices, company policies and procedures, recordkeeping requirements, and confidential handling of employee information.
• Proficient in Microsoft Office (Outlook, Word, Excel) and general computer applications, with the ability to type accurately and efficiently to manage a high volume of email and documentation.
• Demonstrated ability to quickly master new systems and processes, with strong potential for growth into more advanced HR responsibilities over time.
• Strong organizational skills, attention to detail, and the ability to manage competing deadlines in a fast-paced environment.
• Excellent written and verbal communication skills and the ability to interact professionally with employees, managers, and leaders at all levels.
• Ability to exercise discretion and maintain confidentiality when handling sensitive…