HR Systems & Learning Specialist

The HR Systems & Staff Development Specialist supports accurate HR information, consistent processes, and staff learning across United Community Center (UCC). This position maintains employee data in Paycom, processes approved personnel changes, reviews data quality, and develops practical procedures and resources for employees and supervisors. 

Working with the Human Resources Director and program leaders, the Specialist coordinates training and staff development activities, supports employee surveys, and prepares reports that help HR identify needs and track progress. The position exercises judgment in resolving data and process issues and brings matters requiring approval to the appropriate leader.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

HR Systems, Personnel Changes & Data Quality

• Maintain accurate and current employee information in Paycom, including position, department, supervisor, employment status, and other assigned HR records.

• Process approved Personnel Action Forms (PAFs), promotions, transfers, compensation changes, and other personnel updates; verify approvals, effective dates, and supporting documentation before entry.

• Coordinate with HR, supervisors, and Payroll to resolve discrepancies and communicate changes that affect employee records or payroll processing.

• Audit employee files and Paycom records for accuracy, completeness, and consistency, including job title, salary or pay rate, department, supervisor, employment status, and effective dates; verify information against approved supporting documentation and follow up on discrepancies.

• Complete the final audit of each new hire file after all responsible team members have completed their assigned steps. Verify required documents and approved employment information against Paycom; coordinate corrections and sign and date the audit checklist once outstanding items are resolved. The sign-off documents completion of the review and does not replace required personnel or compensation approvals.

• Prepare and validate recurring and requested HR reports; summarize trends, discrepancies, and follow-up needs for the Human Resources Director.

• Help employees and supervisors use assigned Paycom functions; troubleshoot routine issues and coordinate additional support when needed.

• Support testing and implementation of approved HR system changes and workflows; document updates and communicate instructions to affected users.

 Staff Training & Development

• Partner with the Human Resources Director and supervisors to identify training needs using employee feedback, survey results, recurring process issues, and organizational priorities.

• Coordinate the staff development calendar, training registrations, facilitators, materials, logistics, and employee communications.

• Track assigned and required training, attendance, completion records, and renewal dates; follow up with employees and supervisors on outstanding requirements.

• Develop and update training guides, job aids, and presentations; facilitate instruction on assigned HR systems and processes and support other learning activities as appropriate.

• Collect training feedback, assess understanding or application when appropriate, and recommend improvements to future learning activities.

Employee Surveys & Follow-Up

• Coordinate employee surveys, including approved questions, system setup, testing, distribution, reminders, and response tracking.

• Prepare summaries of results and key themes for HR review; handle responses according to the survey’s approved privacy settings and confidentiality commitments.

• Maintain records of approved follow-up actions, responsible parties, and timelines; provide progress updates to the Human Resources Director.

 

HR Processes, SOPs & Documentation

• Document and maintain HR standard operating procedures (SOPs), process maps, forms, checklists, and employee and supervisor resources.

• Review workflows for recurring errors, delays, and inconsistent practices; recommend improvements and implement changes approved by the Human Resources Director.

• Maintain current HR resources and support approved handbook and procedure updates. As a shared HR team responsibility, file and archive documents related to assigned work and assist with departmental filing and archiving as needed, following established recordkeeping procedures.

• Protect confidential employee information, follow established access and recordkeeping procedures, and report data or process concerns promptly.

• Collaborate with HR team members and program leaders.

 Performs other duties and responsibilities as assigned by their supervisor.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong attention to detail, data validation, analytical thinking, and problem-solving skills.

• Ability to explain systems and procedures clearly and create practical training materials and SOPs.

• Excellent written, verbal, and interpersonal communication skills in English and Spanish.

• Proficiency in Microsoft Office, including Excel for data review, reporting, and reconciliation.

• Ability to manage multiple priorities, meet deadlines, follow through on outstanding items, and work independently and collaboratively.

• Sound judgment, discretion, and a strong commitment to employee confidentiality and service.

 

Physical Requirements:

 Extended computer use and occasional movement between UCC locations. Occasional lifting of materials up to 15 pounds. Essential functions may be performed with reasonable accommodation.

Qualifications

Associate degree in Business Administration, Human Resources, or a related field required; bachelor’s degree in a related field preferred.

• At least three years of relevant HR experience, including HR systems, employee records, or personnel transactions.

• Experience coordinating staff training and documenting or improving processes.

• Experience with HR information systems; Paycom experience preferred.

• Bilingual in English and Spanish, spoken and written, required.

 

Working Conditions:

 Primarily office-based work in a moderate-noise environment, with travel to UCC locations and participation in training or events. Schedule flexibility is required as needed. A valid driver’s license and access to a vehicle are required for travel between locations.