HR COMPLIANCE & ONBOARDING SPECIALIST Job at Tagawa Greenhouse Ent. in Brighton

Description:

HR COMPLIANCE & ONBOARDING SPECIALIST

**Internal & External Posting** (Actively accepting new candidates)

Job Title Code: [HRSP02] HR Specialist

Post date: 11/30/2024 (updated 12/20/2024)

Tentative start date: between 1/6/2025 - 1/20/2025

JOB DESCRIPTION SUMMARY:

Status: Full-time Hourly non-exempt (office/admin)

Schedule: Employee is required to be in-person at our Brighton facility Monday through Friday by 8:00AM. Specific schedules and hours are based on seasonal and department needs, but it is anticipated for the hours are approximately 40-45 hours during peak season (December through May) and approximately 35-37 hours per week the remainder of the year.

Department: Human Resources/Staffing

Direct supervisor: HR Staffing & Training Manager

We are currently seeking a detail-oriented office professional to join our Human Resources Department at Tagawa Greenhouses! Tagawa is one of the largest annual bedding plant suppliers in North America, providing vegetative liners, plugs, and prefinished programs to growers, garden centers, and retailers throughout North America.

As part of the HR/Staffing Department, the HR Compliance & Onboarding Specialist supports the organization by tracking information about job applicants, assisting with onboarding paperwork completion, entering key data into our payroll system (Paylocity), and administering the E-Verify and Form I-9 processes for new hires into the organization. This role involves data entry, assisting with new hire training, coordinating with other internal departments as it relates to staffing needs, and ensuring the quality and confidentiality of key personnel information and documents. Conversational fluency in both English and Spanish is highly preferred due to the prevalence of these languages throughout our organization.

An ideal candidate for the role is detail-oriented, with at least 1-3 years’ relevant work experience or equivalent combination of relevant experience and education. The HR Compliance Specialist must have strong communication skills that encourage open dialogue between HR and other departments, while understanding the need for discretion when it pertains to confidential and sensitive employee information. Training is provided to ensure that all work completed must fall within compliance guidelines at all levels (federal, state, local, and agricultural) and the HR Compliance Specialist must complete training to complete and administer the Form I-9 and E-Verify program as outlined by USCIS. Prior knowledge and training pertaining to Form I-9, H-2A/visa administration, or HR compliance is highly preferred, but not required.

ESSENTIAL FUNCTIONS/DUTIES:

Form I-9/E-Verify Compliance: Create and organize new hire onboarding paperwork into both physical and digital personnel files. Ensure compliance with Form I-9 (USCIS) and E-Verify for all new hires within adequate timeframes. Training is provided for the company's Form I-9 and E-Verify process, and must be completed on an annual basis for any HR staff that assist with onboarding or any portion of Form I-9 process.

• All E-Verify must be completed within 3 days of the first day of work for all employees. If unable to be completed, ensure proper documentation of a qualified reason for a delayed or incomplete case, or notify the HR Manager.
• Track awaiting SSN cases (H-2A and local workers) and update Form I-9 and Payroll department when the correct SSN is received.
• Review I-94 for company visa (H-2A) workers, and escalate to the company's H-2A consultant (SCFLC) to engage CBP to deferred inspection of H-2A workers if under an incorrect status (such as a B2 status)
• Follow-up on any tentative non-confirmations (SSA/DHS) and properly document all worker correspondence, signatures, and responses within timeframes outlined by E-Verify.
• Notify HR Staffing Manager and track any Final Non confirmations.
• Record expiring work authorization for all Form I-9, and follow protocols outlined by USCIS to ensure employees unauthorized to work are flagged for termination by the Staffing Manager.
• Maintain Form I-9 documentation and tracking on the HRIS portal, and assist with yearly auditing to ensure proper retention of sensitive documents for active and recently terminated staff. This may include working with HR management to revise or document errors found in an appropriate manner if discovered.

Onboarding:

• Data-entry: Update employee information in the HR payroll system (Paylocity). Process and input information regarding new applicants into Recruitment Trackers for applications received at the HR window.
• Phone Screens/Scheduling: Contact candidates to verify information and schedule interviews with supervisors as instructed by the Staffing Manager. Depending on the type of candidate, this is completed using a variety of methods including phone, email, text, and WhatsApp messaging.
• Assist with the completion of onboarding paperwork with newly hired employees, review key employment and benefit information, and coordinate completion of new hire orientation.
• Orientation: Complete new hire/safety training for both new and existing staff as directed by the HR staffing Manager.
• New Hire Files: Create and organize new hire onboarding paperwork into both physical and digital personnel files.

General HR Admin:

• This position is responsible for opening and closing the Applicant/Employee window onsite during business hours, maintaining postings and information as instructed by management.
• Maintain a positive work atmosphere by acting and communicating with clients, managers, employees, team members, and managers in a respectful and timely manner.
• Collect information and respond to basic questions from potential job candidates, current and prior employees in relation to Human Resources. This position is required to relay pertinent information to the HR Staffing Manager or appropriate party per department guidelines.
• Assist the HR Staffing & Training Manager with conducting or issuing safety training to specified staff, completing injury reports/post-accident reports, taking inventory of safety supplies, or assisting with safety related initiatives.

In addition to the above responsibilities, the HR Compliance & Onboarding Specialist will help with other responsibilities within the Human Resources Team as assigned by the HR Staffing & Training Manager / HR Director.

Requirements:

• Must be at least 21 years of age and eligible to work in the United States
• Must be able to communicate in both oral and written correspondence in English and effectively present information in both spoken and written forms using situation-based language in both one-on-one and group settings. Conversational fluency in both English and Spanish highly preferred.
• Must have the ability to have discretion and maintain appropriate confidentiality while effectively presenting information and responding to questions from groups of managers, clients, customers, and the public.
• Must be able to interpret instructions, data, diagrams, manuals, and statistics and apply information while proposing operation and management strategies. Ability to create visual charts or visual communication preferred but not required.
• Must have intermediate computer skills with proficiencies in Microsoft Office (including Outlook, Word, and Excel.) Experience with HRIS systems, ATS, Power BI, or medical/worker compensation systems highly preferred. Must type speed <50 wpm.
• 1-3 years of work/volunteer experience or equivalent combination of relevant experience and education required for this position. Areas of relevant experiences may include (but are not limited to): recruitment, training, data-entry, compiling/analyzing data using MS Excel, human resources, office administration, H-2A/H-2B administration, safety/risk management, or HR compliance.

All employees must follow the safety guidelines and procedures set by Tagawa Greenhouse Enterprises, use equipment and materials correctly for their intended purpose, and determine appropriate action for dealing with all situations that may arise.

Must be able to regularly lift and/or move up to 10-25 pounds and attend work at the Brighton facility on a regular basis. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, fumes or airborne particles, toxic or caustic chemicals, outside weather conditions, and risk of electrical shock. To prevent injury, employees must abide by the safety procedures set by Tagawa Greenhouse Ent., LLC. The noise level in the work environment is usually moderate.