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HR Administrative Specialist

2 months ago

Santa Clara, California, United States Hilton Santa Clara Full time

Compensation:
$27 - $28.50 an hour based on experience.

Hilton Santa Clara is in search of a Human Resources Administrative Specialist to enhance our dynamic team and experience the advantages of our vibrant hospitality environment.

The HR Administrative Specialist will play a key role in supporting the HR Director with various administrative functions related to recruitment, onboarding, separations, benefits management, data entry, payroll preparation, workplace safety, and record maintenance.

Candidates should possess 1-2 years of clerical experience in Human Resources and demonstrate proficiency in word processing and spreadsheet applications within a Windows environment.

Availability to work occasional weekends is required.
Benefits Overview:
Medical (Anthem or Kaiser)
Dental (Aetna)
Vision (VSP) and Life (The Hartford)
Voluntary Benefits including Accident, Critical Illness, Hospital Indemnity, Supplemental Life (The Hartford)
401K Retirement Benefits with 4% match and immediate 100% vesting (Transamerica)
Paid time off including vacation, sick leave, and holidays
Complimentary parking at the hotel
Meal stipend
Education Assistance
Discounted room rates with any Hilton Brand Hotel
Additional discounts for select hotels within our portfolio
Two pairs of slip-resistant shoes provided annually
Discounted rates for travel services such as car rentals, theme parks, and more.

Key Responsibilities:


Assist with the recruitment process, including scheduling interviews, conducting background checks, verifying employment references, and creating new hire files, as well as attending job fairs when necessary.

Ensure accurate data entry into the HR software, covering new hires, terminations, training records, benefits, and more.

Support record keeping and reporting for new hires, terminations, benefits administration, workers' compensation, safety, payroll, and locker management.
Assist in benefits administration, enrollment, and health and wellness initiatives.
Contribute to safety program implementation.
Help plan and execute employee engagement events.
Support employee training initiatives.
Assist in creating newsletters and facilitating interdepartmental communication throughout the hotel.
Perform clerical tasks such as copying, filing, and faxing.

Maintain familiarity with operational procedures across all hotel departments, fostering collaboration and a positive atmosphere to ensure guest satisfaction.

Exhibit teamwork and promote a collaborative spirit among staff.
Participate in departmental and inter-departmental meetings in the absence of the HR Director.
Report any relevant information concerning hotel operations, guests, or employee activities to management.
Be knowledgeable about all hotel emergency protocols.
Ensure complete guest satisfaction.
Conduct safety inspections of the hotel.
Update bulletin boards and guest feedback boards.
Assist with locker inspections.
Follow supervisor directives and perform additional duties as assigned.

Manage payroll documentation responsibilities, including reviewing daily payroll edits to ensure all departments have addressed their time entries and made necessary corrections.

Guarantee accurate and timely payroll processing.
Verify that all payroll edits have the required documentation.
Input sick leave, vacation, holiday, or miscellaneous pay into the payroll system.
Balance and input earnings into payroll.
Input new hires into payroll systems, ensuring all information from Personnel Action Forms and direct deposits are included.
Balance deductions and payments to third parties such as garnishments, 401k contributions, and medical insurance.
Prepare paychecks for distribution on payday.
Ensure all paychecks are accurate and acknowledged by associates during each payroll cycle.

Process adjustments and deductions for team members, managing payroll-related benefits such as vacation days.
Ensure eligible team members enroll in benefit plans and communicate any changes; coordinate the annual enrollment process.
Oversee team member benefit eligibility reviews.
Reconcile medical invoices and ensure timely payments.
Initiate the off-boarding process, including benefit terminations.
Ensure team member files and medical records contain the necessary documentation and are securely maintained.
Assist in organizing team member activities (e.g., team member of the month, picnics, etc.).

Qualifications:
Proficiency in speaking, reading, and writing in English is required; bilingual Spanish is a plus.
Experience with UKG is preferred.
Prior payroll experience is mandatory.
Ability to read, comprehend, and write instructions, correspondence, and memos.
Human Resources and/or administrative experience is preferred.
Previous experience in the hotel industry is advantageous.
Strong time management skills, organizational abilities, and the capacity to maintain focus and clarity are essential.
The Hilton Santa Clara is an Equal Opportunity Employer.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability.

If you require accommodation for any part of the application process due to a medical condition or disability, please reach out to us to communicate the nature of your request.