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Key Responsibilities and Required Skills for a People Operations Specialist

💰 $65,000 - $95,000

Human ResourcesPeople OperationsHR Generalist

🎯 Role Definition

A People Operations Specialist is the heart of the People team, a crucial role dedicated to creating and maintaining a seamless and positive experience for every employee. Moving beyond traditional HR administration, this position focuses on the operational excellence that underpins the entire employee lifecycle. From a new hire's first day to their last, the People Ops Specialist ensures that all processes are efficient, empathetic, and effective. They are the go-to resource for team members, a steward of company culture, and a key driver in making the organization a great place to work by managing HR systems, administering benefits, and ensuring compliance with a human-centered approach.

📈 Career Progression

Typical Career Path

Entry Point From:

  • HR Coordinator
  • Recruiting Coordinator
  • HR Assistant or Administrative Assistant with HR responsibilities

Advancement To:

  • Senior People Operations Specialist
  • People Operations Manager
  • HR Business Partner (HRBP)

Lateral Moves:

  • Talent Acquisition Specialist
  • Compensation & Benefits Analyst
  • Learning & Development Specialist

Core Responsibilities

Primary Functions

  • Manage the complete employee lifecycle from onboarding to offboarding, ensuring a consistent, high-quality, and welcoming experience for all new hires and a smooth, respectful transition for departing employees.
  • Serve as the primary administrator and subject matter expert for the Human Resources Information System (HRIS), responsible for maintaining data integrity, processing employee changes, and generating insightful reports for leadership.
  • Act as the first and main point of contact for all employee inquiries regarding benefits, payroll, leave policies, and other HR-related matters, providing timely, accurate, and empathetic guidance.
  • Administer all employee benefits programs, including health, dental, vision, and retirement plans, by managing enrollments, qualifying life event changes, and supporting the annual open enrollment process.
  • Support the payroll function by meticulously reviewing and processing employee data changes, such as new hires, terminations, compensation adjustments, and promotions, ensuring accuracy and timeliness.
  • Maintain comprehensive and confidential employee records, both digitally within the HRIS and in physical files, ensuring full compliance with data privacy laws and company policies.
  • Assist in the development, revision, and implementation of company policies and procedures, effectively communicating updates to the organization to ensure understanding and adherence.
  • Oversee and administer all leave of absence requests, including FMLA, short-term/long-term disability, and parental leave, guiding employees and managers through the process with compassion and clarity.
  • Provide foundational support for employee relations issues by conducting initial intake, documenting concerns with discretion, and escalating complex situations to senior HR team members as appropriate.
  • Champion a positive and inclusive workplace culture by actively participating in and supporting employee engagement programs, wellness initiatives, and Diversity, Equity, and Inclusion (DEI) efforts.
  • Ensure organizational compliance with federal, state, and local employment laws and regulations by managing I-9 verification, EEO-1 reporting, and maintaining required workplace postings.
  • Partner closely with the Talent Acquisition team to facilitate a seamless transition from candidate to new hire, including offer letter generation and pre-employment background checks.
  • Conduct engaging and informative new hire orientation sessions, introducing new team members to the company's culture, values, policies, and benefits.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis to provide insights on workforce trends, turnover, and other key HR metrics.
  • Contribute to the organization's data strategy and roadmap by identifying opportunities to improve data collection and reporting capabilities within HR systems.
  • Collaborate with business units to translate data needs into engineering requirements, working with technical teams to build or refine HR dashboards and tools.
  • Participate in sprint planning and agile ceremonies within the People team to manage ongoing projects and process improvement initiatives.
  • Assist with the administrative aspects of the performance management cycle, including system setup, communication tracking, and reporting on completion rates.
  • Coordinate and provide logistical support for internal trainings, company-wide events, and employee recognition programs.
  • Handle all incoming verification of employment requests and other inquiries for employee data with a strict adherence to confidentiality and company protocol.
  • Continuously research and propose improvements to People Operations workflows and systems to increase efficiency and enhance the employee experience.

Required Skills & Competencies

Hard Skills (Technical)

  • HRIS Proficiency: Hands-on experience with at least one major HRIS platform (e.g., Workday, BambooHR, SAP SuccessFactors) for data management and reporting.
  • Benefits Administration: Deep understanding of employee benefits plans (health, retirement, etc.) and the processes for enrollment and administration.
  • Knowledge of Employment Law: A strong working knowledge of key federal and state employment regulations, including FMLA, ADA, FLSA, and COBRA.
  • Data & Analytics: Ability to gather, analyze, and present HR data in a clear and actionable format using tools like Excel, Google Sheets, or data visualization software.
  • Payroll Systems Knowledge: Familiarity with the inputs and processes of payroll systems (e.g., ADP, Gusto, Paychex) and the ability to ensure data accuracy.
  • G-Suite / Microsoft Office: High proficiency in standard office software, particularly for creating documents, spreadsheets, and presentations.

Soft Skills

  • Discretion and Confidentiality: The ability to handle sensitive and personal information with the utmost integrity and confidentiality is non-negotiable.
  • Empathy and Interpersonal Skills: A genuine desire to help others and the ability to build rapport and trust with employees at all levels.
  • Meticulous Attention to Detail: An exceptional eye for detail to ensure accuracy in data entry, compliance, and employee communications.
  • Problem-Solving: A proactive and resourceful approach to identifying issues, analyzing solutions, and implementing improvements.
  • Exceptional Communication: The ability to communicate complex information (like benefits or policies) clearly and concisely, both verbally and in writing.
  • Adaptability: Thrives in a dynamic, fast-paced environment and can effectively manage shifting priorities and ambiguity.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor’s Degree or equivalent practical experience in a related field.

Preferred Education:

  • Master’s Degree in a relevant field or an HR certification (e.g., SHRM-CP, PHR).

Relevant Fields of Study:

  • Human Resources Management
  • Business Administration
  • Psychology or Sociology

Experience Requirements

Typical Experience Range: 2-5 years of progressive experience within a Human Resources or People Operations function.

Preferred: Experience in a high-growth or tech-oriented environment, with exposure to multi-state employment law and process improvement projects.

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