Human Resources Specialist

Job Summary

The Human Resources Specialist plays a key role in the HR department by serving as a point of contact for employees and managers regarding HR matters and providing comprehensive support in various HR functions. This position is responsible for a wide range of tasks, including onboarding, offboarding, employee relations, compliance, and other team projects, contributing to the development and maintenance of a positive and productive work environment.

Essential Duties & Responsibilities

• Facilitate a seamless transition for new hires by managing onboarding processes such as drug/alcohol testing, background check, training, employment paperwork, IT equipment, System accesses, and other tasks required to ensure a successful on-boarding are completed accurately and timely.
• Conduct orientation sessions in person or via Teams, flexible to conduct orientations in from early morning to early evening hours and/or weekends as needed to meet the demands of our distributed workforce.
• Up to 10% travel as required for in person orientations – in state or out of state.
• Process promotions and transfers, updating relevant systems to reflect changes.
• Work closely with departments such as IT, Accounting, and Safety to enhance the onboarding red-carpet experience for new employees.
• Provide guidance to employees on HR policies and procedures.
• Maintain direct communication with both internal teams and external partners.
• Handle incoming and outgoing mail, ensuring timely distribution of badges and HR-related correspondence.
• Follow termination procedures, completing offboarding tasks.
• Assist with conducting exit and stay interviews to monitor employee feedback.
• Monitor and respond to inquiries in the internal ticketing queue.
• Review and update standard operating procedures (SOPs) for accuracy.
• Respond to multistate unemployment claims and manage appeal proceedings.
• Process requests for employment verification in accordance with company policies.
• Track and maintain annual trainings requirements.
• Travel as needed (approximately 10%) within the U.S. to attend orientation meetings.
• Participate in team projects as needed.
• Identify training needs and assist in the development of employee training programs.
• Maintain accurate and confidential employee records and HR files.
• Assist in creating, implementing, and communicating HR policies and procedures.
• Provide support to HR Manager and other staff.
• Ensure compliance with federal, state, and local employment laws and regulations.
• Lead project meetings and makes presentations.
• Represent the organization and maintain liaison with individuals and related organizations.
• Contribute to a positive, inclusive, and respectful workplace culture, free from behaviors that undermine morale, productivity, or organizational values.
• Uphold the organization’s standards of integrity, accountability, and respect in all duties and interactions.
• Adhere to all company policies, procedures, and applicable laws and regulations.
• Other duties as assigned or required to meet the business needs.

Qualifications

Knowledge, Skills, & Abilities

• Proficient with electronic communications including e-mail and text as well as standard office applications (i.e., Microsoft Office Suite).
• Advanced oral and written communication skills for effective employee relations at all levels using a customer service approach.
• Applying logical thought processes and organizing resources in order to solve issues and meet commitments.
• Making decisions and seizing opportunities in the context of RailPros business objectives.
• Satisfying internal and external customer expectations and developing customer partnerships.
• Partnering effectively with others in order to achieve results.
• Strong presentation skills including demonstrated proficiency with presentations in front of large groups.
• Strong organizational and analytical skills.
• Basic knowledge of HR concepts with emphasis on staffing processes, internal HR policies, employment law and interviewing techniques or equivalent demonstrated skills and abilities.
• Demonstrated personal computer skills using Microsoft Office, Internet software, and human resources information system (HRIS) and applicant tracking system (ATS) applications.

Required Education And Experience

• Associate’s degree in HR, Business, or related field.
• 3 years’ experience in human resources, including onboarding/offboarding, employee relations, unemployment claims, and compliance.

Preferred Education And Experience

• Bachelor’s degree in HR, Business, or related field.
• 5 years’ experience in human resources.

Additional Qualifications, Certifications, Etc.

• HR certification preferred.

Supervisory Responsibilities

No direct supervisory responsibilities in this position.

Internal Relationships

• Consults with HR manager to improve onboarding plans and programs.
• Works daily with HR team members to solve problems and serve customers.
• Work with hiring managers to ensure a ‘red carpet’ onboarding experience for new hires beyond the initial orientation event.

External Relationships

Works closely with supervisors and managers and others in the organization in support of HR matters.

Work Environment

The work is in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets.

Physical Demands

This is largely a sedentary role; however, some filing may be required. This would require the ability to lift files, open file cabinets and bend or stand as necessary.

Travel

This position may require travel to RailPros headquarters, field offices or client offices, work sites and other project related locations. Up to 10% travel.

Materials, Tools, Equipment

This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets.

Culture and Conduct

• Consistently demonstrating professionalism, integrity, and respect in all interactions.
• Actively contributing to a positive work environment by supporting team objectives, fostering cooperation, and avoiding behaviors that could diminish team cohesion, morale, or trust.
• Communicating clearly, courteously, and constructively, including the ability to give and receive feedback in a professional manner.
• Resolving conflicts through respectful dialogue and adherence to established policies.
• Exhibiting adaptability and a solution-oriented approach when priorities, assignments, or work environments change.
• Supporting the retention and engagement of colleagues by promoting the organization as a positive and rewarding place to work.
• Upholding company policies, procedures, and values at all times, both within and outside the workplace, when representing the organization.

Benefits & Perks

• Health Coverage: Medical, dental, and vision insurance to keep you and your family covered.
• Supplemental Insurance: Options include accident, critical illness, and hospital indemnity plans.
• Life & Disability Insurance: Employer-paid basic life insurance, plus voluntary options. Short-term and long-term disability coverage is also fully paid by the company.
• Retirement Savings: 401(k) plan with employer matching to help you plan for the future.
• Legal & Identity Protection: Access to Legal/ID Shield services.
• Pet Insurance: Coverage for your furry family members.
• Paid Time Off: Generous PTO.
• Wellness Programs: Resources and initiatives to support your physical and mental well-being.
• Exclusive Discounts: Enjoy savings on a variety of products and services.
• Company Merchandise Allowance: Annual allowance for our branded online store.
• Health Savings Accounts (HSA): With employer contributions.
• Health Reimbursement Arrangement (HRA): Employer-funded to help with medical expenses.
• Flexible Spending Accounts (FSA): Available for dependent care.
• Employee Assistance Program (EAP): Confidential support for personal and professional challenges.
• Professional Development: Training programs and career growth opportunities.
• Work-Life Balance: Hybrid work schedule designed to help you thrive both at work and at home.

Join RailPros for a fulfilling career in a thriving and stable industry. Our core values drive us to excel as a team, prioritize customer satisfaction, and adapt to industry changes swiftly. Be part of a passionate and dedicated team that values continuous improvement, trust, and problem-solving. Apply now for an opportunity to contribute to our success.

Equal Employment Opportunity (EEO)

RailPros provides equal employment opportunities to all qualified candidates, regardless of race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic. We are committed to making reasonable accommodations for known physical or mental limitations of qualified employees and applicants with disabilities unless such accommodations would impose undue hardship on our business operations. If you are considering applying for a job and require a reasonable accommodation in accordance with the ADA, please reach out to us at peopleoperations@railpros.com. We value diversity and strive to create an inclusive environment for all employees.

Follow us on Social Media!