Description

Human Resources Specialist

The Housing Authority of Jackson County (HAJC) is seeking a Human Resources Specialist to support the agency across a wide range of HR responsibilities.

In this position, you will provide comprehensive operational and administrative support across all core human resources functions to ensure compliant, efficient, and employee-centered HR services. The role oversees personnel records, HR systems, benefits, leave administration, safety, and compliance activities, ensuring accurate documentation, data integrity, and consistent application of policies and regulatory requirements. It serves as a primary point of coordination with employees, managers, and vendors while managing complex, overlapping HR processes and sensitive matters. The position also supports recruitment and onboarding, contributes to process improvements, and helps maintain effective, responsive HR operations across the organization.

HAJC is committed to fostering a supportive and effective team that advances our mission of delivering safe, affordable housing to the community. The Human Resources Specialist plays a key role in this mission by managing the consistent and accurate delivery of essential HR functions, helping to create an engaged and well-supported workforce.

General Statement of Responsibilities

The Human Resources Coordinator Specialist performs a wide range of administrative and technical functions to support the day-to-day operations of the Human Resources Department. This position ensures the accurate, timely, and compliant execution of core HR processes, including recruitment and onboarding, personnel records management, benefits and COBRA administration, leave and accommodation coordination, HRIS and data management, safety and compliance tracking, and required reporting and documentation.

Minimum Qualification:

Bachelor’s degree in Human Resource Management, Organizational Behavior or Development, Business or Public Administration, the Applied Behavioral Sciences, Industrial Relations, or a job-related course of study determined by the appointing authority; AND

· Two (2) years of progressively responsible administrative support that includes organizing/coordinating multiple, concurrent activities, including recruitment and selection experience.

· A valid SHRM Certified Professional (SHRM-CP) or PSHRA-CP certification substitutes for one year of professional human resources experience.

OR

Valid Certication as a Professional in Human Resources awarded by the Human Resource Certication Institute, AND

· Three (3) years of progressively responsible administrative support that includes organizing/coordinating multiple, concurrent activities, including recruitment and selection experience.

OR

Experience Only

· Four (4) years of progressively responsible administrative support that includes organizing/coordinating multiple, concurrent activities, including recruitment and selection experience.

· A valid SHRM Certified Professional (SHRM-CP) or PSHRA-CP certification substitutes for one year of professional human resources experience.

Salary Range: Step 1= $4,731 through Step 7 = $6,238

Placement on the salary scale is based on an individual’s relevant experience and qualifications; however, most new hires typically begin between Step 1 and Step 3 of the salary range.

Essential Duties & Responsibilities:

The following table and duty summaries outline the primary responsibilities of the position; however, they are not exhaustive. Additional duties may be assigned as necessary to meet organizational needs or to ensure the effective operation of the Human Resources Department.

HR Specialist

Total % Duty Category Functions Included

25% PERSONNEL RECORDS & EMPLOYEE ACTIONS Personnel records; process employee actions, payroll documentation, compliance requirements, and performance-related activities.

40% LEAVE ADMINISTRATION & ADA ACCOMMODATIONS FMLA, OFLA, Paid Leave Oregon, ADA administration; employee education; certifications, claims, tracking, and integrated leave coordination. HRIS, ATS & DATA MANAGEMENT HRIS and ATS administration; onboarding/offboarding, data integrity, audits, performance-cycle tracking, system troubleshooting, automations, and records retention.

30% POLICY MAINTENANCE, COMPLIANCE TRACKING, DOCUMENTATION AND WORKFLOW SUPPORT Policy, compliance tracking, audits, HR metrics, records retention, regulatory communications, and training tracking. SAFETY OSHA compliance, safety training coordination, injury case management, return-to-work support, emergency response, and safety committee participation. BENEFITS ADMINISTRATION Open enrollment coordination, benefits administration, COBRA compliance, data audits, employee support, vendor coordination, and total compensation reporting.

5% RECRUITMENT, SELECTION & ONBOARDING Recruitment support, job posting and ATS coordination, applicant communications, temp staffing coordination, onboarding workflows, and new-hire orientation.

Personnel Records & Employee Actions: Provide administrative support for HR operations by maintaining secure and compliant personnel and medical records, coordinating annual DMV record checks, and managing retention schedules in accordance with public records requirements. Prepare, track, and process personnel actions, performance-cycle documentation, payroll corrections, step increases, and performance check-ins to ensure accuracy, timeliness, and compliance with policies.

Leave Administration & ADA Accommodations: Administer and coordinate FMLA, OFLA, Paid Leave Oregon, and other statutory leave programs by educating employees on eligibility and requirements, processing certifications and claims, tracking leave usage and deadlines, and communicating leave status and return-to-work expectations. Provide administrative and coordination support for ADA reasonable accommodations and manage integrated cases involving overlapping leave, workers’ compensation, and disability processes to ensure compliance, accuracy, and consistent application of policy.

HRIS, ATS & Data Management: Administer HR systems by managing onboarding and offboarding workflows, employee records, benefit elections, performance-cycle tracking, LMS assignments, and system content to ensure accurate and timely data. Conduct system audits, troubleshoot access issues, coordinate vendor support, implement approved automations, and maintain organized digital records in compliance with retention and regulatory requirements.

Policy Maintenance, Compliance Tracking, Documentation & Workflow Support: Maintain and track employee policy and handbook acknowledgements, required workplace postings, and compliance records, and produce routine HR metrics and audit reports to support regulatory requirements. Coordinate compliance-related communications, training tracking, records retention, and archiving or destruction activities in accordance with Oregon public records law and agency standards.

Safety: Coordinate OSHA-required training programs, maintain safety records, and prepare and submit required OSHA reports to ensure regulatory compliance. Manage workplace injury cases, support modified duty and

return-to-work processes, respond to safety incidents or emergencies, and participate in the agency’s Safety Committee.

Benefits Administration: Coordinate and administer open enrollment by managing communications, timelines, data audits, system updates, payroll deductions, vendor coordination, and employee support to ensure accurate and timely benefit elections. Provide ongoing benefits and COBRA administration by maintaining records, processing qualifying events, ensuring compliance with required notices and testing, serving as the primary escalation point for enrollment issues, and preparing annual total compensation statements.

Recruitment, Selection & Onboarding: Support recruitment operations by assisting with outreach to community-based recruitment resources, maintaining job postings, monitoring ATS activity, and coordinating applicant communications and temporary staffing placements. Coordinate onboarding by ensuring completion of HRIS workflows, training requirements, orientations, and benefits enrollment, while providing responsive support to new hires to ensure a smooth and welcoming onboarding experience.

Required Knowledge, Skills, and Abilities:

Qualified candidates for this position will demonstrate the education, experience, and competencies necessary to perform the essential functions of the role with a high degree of accuracy, professionalism, and integrity.

Knowledge

•  Principles and practices of human resources administration, including recruitment, onboarding, benefits, leave administration, and personnel records management
• Applicable employment and labor laws and regulations, including FMLA, OFLA, ADA, OSHA, COBRA, HIPAA, and public records requirements
• HRIS, ATS, LMS, and benefits administration systems and standard HR workflows
• Records retention standards, confidentiality requirements, and data privacy practices
• Workplace safety requirements and incident reporting processes
• Equity, accessibility, and inclusive practices in recruitment, onboarding, and employee services

Skills

• Accurate data entry, recordkeeping, and audit preparation across multiple HR systems
• Clear written and verbal communication with employees, managers, vendors, and external agencies
• Ability to explain HR processes, benefits, and leave requirements in an understandable and supportive manner
• Organization and time-management skills to track deadlines, certifications, and compliance requirements
• Problem-solving and troubleshooting skills related to HR systems, documentation, and process workflows
• Proficiency with office productivity tools (e.g., spreadsheets, databases, document management systems)

Abilities:

• Ability to maintain confidentiality and exercise discretion when handling sensitive and protected information
• Ability to manage multiple HR processes simultaneously while meeting accuracy and timeliness standards
• Ability to interpret policies, procedures, and regulations and apply them consistently
• Ability to coordinate across overlapping HR programs (e.g., leave, benefits, accommodations, workers’ compensation)
• Ability to work independently within established policies and procedures
• Ability to provide responsive, professional customer service in a fast-paced public-sector environment

Availability and Accessibility

This position requires regular on-site attendance for effective collaboration with staff, managers, and the public, and to access confidential records and job-specific systems. The standard schedule is 40 hours per week during normal business hours, with occasional early mornings, evenings, or weekends as needed to meet deadlines or support agency events. Attendance at required meetings and trainings is expected. Flexible or alternative work arrangements may be considered in accordance with HAJC policy and applicable laws.

Physical Demands and Working Conditions

The physical demands and working conditions described below are representative of those required of an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job duties, in accordance with the Americans with Disabilities Act (ADA) and applicable state law.

Physical Demands

• Ability to remain in a stationary position (e.g., seated at a desk or workstation) for extended periods while using a computer, telephone, or other office equipment.
• Ability to move within the office environment, attend meetings in other parts of the building, and occasionally travel to off-site locations (e.g., trainings, agency events, or partner sites).
• Ability to consistently operate a personal computer, office equipment, and standard software with a high level of accuracy and attention to detail.
• Ability to read, analyze, and process a variety of written documents, including forms, reports, policies, correspondence, and legal or technical materials.
• Ability to communicate effectively and professionally in person, over the phone, and through written and electronic correspondence, including responding to complex inquiries or sensitive matters.
• Occasional ability to lift or move items such as files, small boxes, office supplies, or equipment weighing up to 20 pounds.
• Occasional bending, reaching, kneeling, or stooping may be required to retrieve documents, file materials, or access stored supplies.
• Ability to maintain focus and professional conduct in situations involving stress, ambiguity, or interpersonal conflict, contributing to a respectful work environment.

Working Conditions

• Primary work is performed in a standard indoor office environment with moderate noise and frequent interruptions.
• Work is typically conducted during regular business hours; however, some early morning, evening, or weekend hours may be required.
• Occasional off-site work (e.g., site visits, communicatory meetings, training sessions) may be required, including travel within Jackson and Josephine Counties.
• This role requires regular use of digital technology, including virtual meeting platforms, databases, and cloud-based systems.
• Dress and grooming should reflect a professional, respectful, and public-facing agency environment in alignment with HAJC dress code policy.

Driving & Travel:

License: Possess a valid driver’s license and have a satisfactory driving record that meets the required driving criteria. New employees establishing resident status in the State of Oregon must obtain an Oregon driver’s license within 30 days. (ORS. 807.020)

Due to the specific nature and scope of this position’s job responsibilities outside of the office, reliance on public transportation or rides from other people may be insufficient to meet this position’s requirements and expectations.

This position requires driving a personal or agency-owned vehicle on behalf of the Housing Authority to fulfill job duties. The job may also require attending work-related appointments outside of the office, even during morning, afternoon, or evening hours. Infrequent travel may also be necessary for site visits, meetings, trainings, and conferences, some of which may require traditional modes of transportation, including airline travel, and overnight stays away from home.

Equal Employment Opportunity Statement

The Housing Authority of Jackson County (HAJC) is an equal opportunity employer committed to fostering a workplace that embraces diversity, equity, and inclusion. We prohibit discrimination against any employee or applicant for employment based on race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, genetic information, marital status, or any other protected characteristic under applicable federal, state, or local law.

Veterans’ Preference:

HAJC honors and applies veterans’ preference in accordance with Oregon state law. We strongly encourage veterans and disabled veterans to apply. To be considered for preference, please include your DD214 or other official documentation with your application materials.

ADA Accommodation Statement:

If you require a reasonable accommodation to participate in the application or hiring process, please contact our HR Manager at 541-779-5785. We are committed to ensuring an inclusive and accessible recruitment process for all individuals, including those with disabilities.

Encouragement for Women, People of Color, and Underrepresented Groups:

Studies show that women and people of color are less likely to apply for jobs unless they meet every qualification. We are committed to finding the best candidate for this role—and that person may come from a less traditional background. If you meet the key qualifications and believe you would be a great fit, we encourage you to apply!

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