Human Resources Generalist

Job Responsibilities

Provide support to Human Resources Managers and associates in relation to Employee Relations investigations, Leaves of Absence, Performance Management and New Client Transitions across the region. Reports to Human Resources Manager.

Employee Relations:

• Conduct workplace investigations within the region including the interviewing of complainants, witnesses, & accused when employee relations cases arise.
• Document and maintain clear notes of interviews and circumstances related to employee relations and workplace investigations via use of approved and standard templates
• Respond to Ethics Line complaints, exit interview and onboarding survey concerns as directed by Manager
• Partners with HR Manager to review investigation findings and work together to arrive to resolution
• May be required to review case notes with inside or outside counsel and senior leaders as appropriate and when directed by Manager
• Create and maintain investigative reports at the conclusion of an investigation.
• Provide metrics relative to employee relation cases; timing to close, category of complaint and litigation risk
• When needed work with inside/outside counsel to gather information and other requested materials for litigation
• Track trends in complaints and area of opportunities for training and report those to HR Managers and Engagement Manager

Leaves of Absence:

• Ensure FSR leave procedures and policies are enforced
• Ensure all leave paperwork is complete and in compliance
• Work closely with HR Coordinators to ensure payroll is accurate and timely for associates on leaves of absence.
• Tracking the cycle of each associates' individual leave from start to finish, including placing them on leave and returning them from leave in a timely manner.
• Stay abreast of current leave of absence types, guidelines, & entitlements including company policies, federal leave options, & state specific leave benefits.
• Make improvements as needed to the process and ensure a positive associate experience

Progressive Discipline:

• Coach & Assist Managers in following the FirstService Residential protocol on Progressive Discipline & Performance Management.
• Provide Education to newly hired and newly promoted People Leaders on our process and where the information can be sourced in SimplrHUB.
• Provide recommendations for training opportunities and partner with Training & Development Manager on specialized training plans.
• Provide recommendations for level of discipline up to and including termination of employment.
• Provide termination information to managers and ensure adherence to any state separation requirements on final pay.

Transitions:

• Oversee the process of Associate Transitions from start to finish:
• Respond to New Account Report and/or join Kick-Off Call to inquire about transitioning associates.
• Set up weekly calls with leadership team to remain on transition timeline.
• Continuously follow-up on the completion of the Transition Sheet and open the Requisitions.
• Send Offer Letters and hire associates into ADP.
• Submit IT and Benefit Enrollment tickets.
• Complete Handbook review and Benefits Analysis for site.
• Create FAQ and Transition Orientation.
• Assemble Day 1 Transition Team.
• Be present on site for day 1 transition to onboard associates, complete benefit enrollment, and provide completed documents in Day 1 toolkit.

Miscellaneous:

• Manage Ask HR e-mail box.
• Support Worker's Compensation Manager with any employment related issues that arise from a Worker's Compensation Claim.
• Correspond with associates, managers, and Worker's Compensation Manager on all medical accommodation or Leave of Absence requests that occur as a result of a Worker's Compensation Claim.
• Create & Provide Employment Verifications to active FirstService Residential Associates.
• Work with internal legal counsel on generation of specialized agreements including Separation Agreements and Revocable License Agreements.
• Conduct duties test as needed for proper FLSA status on roles within the organization.
• Run PayScale reports for Managers as needed.
• Participate in onsite Custom Training meetings with Training & Development Manager.
• Review Background Check results and follow proper protocol for questioning candidate, partnering with outside counsel when needed, and making hiring decisions that comply with state statute of limitations and fair hiring practices.
• Respond to and manage all unemployment claims including the coordination of and adherence to court hearing attendance.
• Meet with Insurance Carrier and/or Legal Counsel on any open litigation in which case files, personnel files, e-mails, and any other employment material would need to be reviewed.
• Monitor Onboarding & Exit Surveys including responding to and closing out tickets.
• Conduct HR for Managers on a monthly basis.
• Conduct Missed Punch Training for Managers and Associates, and send Coaching & Counseling template for those out of compliance.
• Analyze ADP business metrics to provide guidance to business partners.
• Connect with Managers on temporary associates employed for over 6 months.
• Pull annual disability reporting for National.
• Provide support to managers on annual performance evaluation process.
• Provide exceptional level of service to our associates by responding quickly and following up on information needed.
• Maintain personnel files with all investigative reports, medical documentation, leave of absence correspondence, and all other relevant information.
• Maintain working knowledge of company Human Resource policies, programs and initiatives.
• Build strong relationships of trust with internal (i.e., peers and on-site/support teams) and external (i.e., developers and board of directors) clients.
• Ensures legal compliance and timely response with all employment-related federal, state, and local government laws.

Additional Duties & Responsibilities

• Practice and adhere to FirstService Residential Global Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

Supervisory Responsibility

• This position does not require any supervisory responsibilities

Education & Experience

• 3+ Years experience in a human resources role in a business of more than 300+ Employees
• Demonstrated customer service and interpersonal skills
• Desire to take ownership and personal responsibility for assignments
• Advanced knowledge of Word. Knowledge of Excel and PowerPoint
• Strong written and verbal communication skills
• Strong demonstrated decision making ability; they have experience having to think through situation, the risk and escalate accordingly
• 2+ years working in an HRIS system, preferably ADP, with a understanding of time and attendance module
• Experience handling leave of absence, workers' comp and benefit administration and communicating these items directly to associates and management.
• Self-motivated; demonstrated interest in taking initiative, anticipating needs, carrying projects through completion with minimal direction, and working with a high degree of urgency
• Detail oriented, with the ability to produce high quality work in a deadline-oriented environment and an ability to multi-task

Knowledge, Skills & Proficiencies

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

• Excellent organizational skills and project management
• Exceptional communication and interpersonal skills.
• Advanced written communication skills.
• Advanced Microsoft Office skills.
• Ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others.
• Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats and in a timely manner
• Ability to conceptualize, plan and organize multiple programs and assignments effectively.
• Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness.
• Skill in developing and maintaining good working relationships.

Tools & Equipment Used

Computer and peripherals, standard and customized software applications and tools, and usual office equipment.

Physical Requirements / Working Environment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and moving objects that can weigh up to 25 lbs or more following appropriate safety procedures. This movement can occur throughout the day. Must also be able to climb several flights of stairs if necessary.
• Must be able to drive - Some local travel by personal vehicle is required
• Must be able to sit and stand for extended periods of time.
• Must be able to communicate both on the phone and in person with our clients in order to resolve issues and manage the business.
• Must have finger dexterity for typing/using a keyboard.
• Must be mobile enough to move around both the office in order to make copies, send mail and faxes and to walk around the property. This could include lengthy walks on uneven areas.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other associates.
• Capable of working extended hours, to include evenings, weekends and holidays as necessary.
• This position may alternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting with variable climate and lighting.
• Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with good reasoning skills.
• Must be able to work on more than one assignment at a time with frequent interruptions, changes and delays. Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances. For safety reasons, employee must remain alert to working conditions and aware of safety, health, and environmental concerns.
• Must be able to work effectively and cheerfully in an environment which may be stressful due to adversarial situations resulting from the proper performance of duties

The work environment characteristics are normal office conditions for the role.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

Travel

Periodically for all-team meetings and for sit visits as needed

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.