Human Resource and Operations Specialist

Description

Alternatives Overview

Our mission is to inspire young people to create a just future through practices that heal individuals, restore communities, and transform systems. Since 1971, Alternatives has modeled innovative alternatives to the status quo in Chicago's youth services field. Our school and community-based therapy, prevention and leadership development programs support young people to individually and collectively address causes of substance abuse, grief and trauma while building social-emotional, career and social change skills. In addition to working directly with young people, we train, coach and advocate for youth-serving institutions like Chicago Public Schools to be restorative and trauma-informed.

Position Overview: 

The HR Specialist serves as the first point of contact for benefits and payroll inquiries, playing a pivotal role in ensuring seamless administration and reconciliation of employee benefits and accurate payroll processing. This position supports the HR and Operations Manager by handling HR administrative and clerical tasks, supports employee onboarding and offboarding processes, benefits administration, and HRIS system management, ensuring compliance, while serving daily operational support. Manages front office, vendor coordination, inventory, and assists in safety and facility operations.

Requirements

Responsibilities:

Perform the following from a racial, gender, sexuality, and ability equity lens:

Benefits Administration

1. Act as the first point of contact for employee benefits inquiries, providing guidance on enrollment, changes, and plan details.

2. Administer employee benefits, including health insurance, retirement plans, and wellness programs, ensuring accurate and timely enrollment and updates.

3. Reconcile benefits invoices, verifying accuracy and resolving discrepancies with providers.

4. Maintain compliance with benefit regulations and policies, staying updated on changes in benefits legislation.

Employee Engagement and Wellness

1. Support initiatives to enhance employee engagement and satisfaction.

2. Support wellness programs to promote physical, mental, and emotional health.

Payroll Processing

1. Serve as the primary point of contact for payroll-related questions and issues.

2. Process payroll accurately and on time, including data entry and troubleshooting issues, ensuring compliance with federal, state, and local regulations.

3. Collaborate with the HR and Operations Manager to address payroll adjustments, tax withholdings, and employee earnings concerns.

HR Administration

1. Perform HRIS system onboarding and compliance, ensuring accurate and up-to-date employee records.

2. Conduct new hire orientations and intern presentations, ensure completion of onboarding processes and a positive onboarding experience.

3. Prepare and maintain official personnel files, conducting regular audits to ensure compliance with regulatory and organizational standards.

4. Maintain and audit personnel files to ensure accuracy and compliance, including staff certifications, licenses, and background checks.

5. Support offboarding processes, including exit documentation, final paychecks, termination paperwork, and the return of agency property.

6. Assist with the preparation of reports and documentation for audits and grant compliance.

Recruitment and Onboarding Support

7. Assist the HR and Operations Manager with recruitment activities, including posting jobs, screening candidates, and scheduling interviews as needed.

8. Conduct reference checks and employment verifications.9.  Prepare new hire packets and coordinate staff equipment (e.g., laptops, keys, cell phones).

Safety and Compliance Support

1. Monitor and ensure compliance with federal, state, and local employment laws.

2. Participate in safety committee meetings and support the development, implementation, and monitoring of safety policies and procedures.

3. Assist with conducting regular safety audits, documenting findings, and implementing corrective actions.

4. Support the coordination and facilitation of employee safety training sessions.

5. Assist with investigating and documenting safety incidents, ensuring OSHA compliance.

6.  Maintain accurate records of employee leave, including FMLA and other absence programs, in collaboration with the HR and Operations Manager.

7. Support the development, communication, and implementation of HR policies and procedures.

Facilities and Operations

8.  Manage day-to-day office operations, including front desk and office coverage, assisting guests and callers with general program information, mail sorting, supply inventory, and vendor coordination.

9. Monitor vendor maintenance requests and facility calendar.

10. Responsible for the physical appearance and organization of office spaces.

11. Coordinate office supply inventory and procurement.

12. Perform office setups and furniture assembly.

13. Serve as a backup for facilities management tasks, such as office moves and safety inspections.

14. Assist with maintaining relationships with vendors and suppliers to ensure high-quality service and compliance with organizational standards.

15. Maintain office equipment such as fax machines, copiers, and phone systems.

16. Support the organization and maintenance of administrative filing systems and office areas, including the waiting area and conference rooms.

17. Monitor inventory levels and implement control systems to reduce waste and manage costs.

18. Design and distribute training flyers and internal communications.

19. Track operational invoices for accounting.

Collaboration and Development

1. Actively participate in agency meetings, supervision sessions, and professional development opportunities.

2. Collaborate with the HR and Operations Manager to align HR processes with organizational goals.

3. Demonstrate knowledge of organizational policies, practices, and services.

4. Represent the organization at relevant forums and events as assigned.

5. Complete additional tasks as assigned in a timely and efficient manner.

6. Perform other duties as assigned in support of the Human Resource and Operation Department.

Supervision

This position reports directly to the Manager, HR and Operations and collaborates closely with internal teams and external partners to achieve organizational goals.

Qualifications:

1. Bachelor’s degree in business administration, human resources, or 2 years of experience. 

2. Interest and commitment to working in a community-based youth service organization.

3. Experience in communicating with varying levels of audiences.

4. Excellent verbal and written communication skills. 

5. Ability to make recommendations to effectively resolve problems or issues by using judgment that is consistent with the standards, practices, policies, procedures and federal, state, and local regulations.

6. Ability to prioritize and efficiently execute a high volume and broad scope of tasks within tight deadlines, competing demands and changes in the work environment.

7. Ability to deal with frequent interruptions, changes, delays, or unexpected events.

8. Strong sense of business ethics including the ability to appropriately handle confidential information

9. Strong organizational, analytical, and problem-solving skill. 

10. Consistently learning and working within the following frameworks: Anti-oppression, Positive Youth Development, Trauma-informed and Balanced and Restorative Justice.

11. Committed to working in a community-based, youth-centered organization, with flexibility, cultural responsiveness, and a high level of professionalism and confidentiality.

1. The COVID vaccine is mandatory for all employees to the full extent permissible under applicable law.

Alternatives, Incorporated is an Affirmative Action and Equal Opportunity Employer committed to providing reasonable accommodations to individuals with disabilities.

Applicants of the communities we serve are strongly encouraged to apply.