Human Resources Associate

Description

ORGANIZATION OVERVIEW:Loving the game is what drives you to compete at your best. And that is what’s driven us to create state-of-the-art equipment for 130 years for athletes. Under the ownership of Sumitomo Rubber Industries Ltd., Cleveland Golf, Srixon, XXIO, and Dunlop Racket Sports are a family of global brands dedicated to the joy of the game. It’s why we play. To have that feeling when all the hard work comes together for that first eagle putt, or backhand crosscourt winner. We are Dunlop Sports, a house united under the iconic Flying D logo.

JOB SUMMARY: The HR Associate is responsible for supporting various human resources functions, including compliance, clerical tasks, hiring, training, and HRIS system maintenance. This role involves maintaining employee records, assisting with recruitment, coordinating employee events, and benefits and leaves administration. The HR Associate works closely with HR leadership to ensure smooth operations and a positive employee experience.

What you will need to accomplish:

Compliance

• Maintain and update I-9 and E-Verify documentation accurately for all new hires within 3 business days of hire.
• Support the Learning & Development Specialist to ensure compliance with training requirements and assist in training sessions through guidance, clear communication, and assurance of completion of all relevant training.
• Conduct quarterly audits to ensure the accuracy and completion of new employee documentation and HR processes. This includes, but is not limited to, benefit forms, and onboarding documents. 
• Sustain compliance with workplace policies upon inquiry from remote and in-house employees and ensure team members comply with federal and state laws.
• Review, scan, and electronically save employee documents. Follow up with employees concerning missing documents.
• Keep current with new and changing federal and state regulations.
• Uphold the highest standards of integrity, professionalism, and respect for the HR profession, ensuring ethical decision-making and alignment with organizational values.

Systems Maintenance

• Manage and update Paycom (HRIS system) with new hires, employee changes, applicant tracking, and position changes, maintaining the integrity of the system through promptly responding to requests and accurately enacting changes.
• Collaborate with the HR Data and Systems Supervisor to reach deadlines on major system maintenance projects, process improvements, and implementation of new workflows.
• Ensure consistent application, monitoring, and enforcement of processes within the HRIS and other relevant software.
• Conduct monthly audits of employee information within the HRIS, ensuring accuracy and compliance.
• Perform end-of-month updates to regularly maintain the company’s org chart with accurate employee details and information.
• Accurately maintain and manage door access and permissions by activating and deactivating badges for new and current employees within the same day of request.
• Update employee resources hubs like SharePoint and Paycom with news, benefits, events or other significant communication pieces.

Employee Support

• Serve as the first point of contact for employees seeking assistance with HR-related matters.
• Provide clear, thorough, and friendly support to employees by answering questions related to policies, required actions, benefits, and training.
• Assist employees with access to internal systems such as Paycom, SharePoint, and EdApp.
• Ensure efficient handling of employee concerns, professionally escalating them to HR leadership when necessary.
• Distribute, and manage employee surveys to collect meaningful data on various topics such as engagement, satisfaction, training effectiveness, and workplace needs.
• Participate in team efforts to improve employee engagement and workplace culture, continuously striving to create a supportive and positive environment.
• Develop clear, engaging, and user-friendly instructional guides to support employee learning. Tailor materials to address diverse learning needs, ensuring they are accessible and easy to understand.
• Draft and deliver clear, eye-catching, and impactful communication pieces, including employee announcements, benefits information, and event information, through various communication channels, such as email, SharePoint, and flyers, to maximize engagement

Benefits

• Support in processing new enrollments and terminations, if needed.
• Intake insurance concerns and follow-up on concerns as directed.
• Provide administrative support when needed.
• Reconcile monthly insurance billings.

Hiring / Exiting Process

• Support the recruitment process by posting jobs, supporting managers through maintaining job postings, sending applicant rejections, and following up with candidates.
• Coordinate and lead comprehensive new employee orientation sessions, providing clear and detailed explanations of company benefits, policies, and available resources. Ensure all new hires fully understand their options and responsibilities by delivering engaging presentations, answering questions, and providing follow-up support as needed.
• Manage the post-hire onboarding process, including benefits enrollment, orientation follow-up, and checklist tracking.
• Support the hiring process by ensuring a smooth onboarding experience for all new employees, maintaining communication with new hires to meet hire deadlines, and communicating with top leadership upon concerns.
• Maintain an up-to-date roster of active temporary associates and regularly audit temporary staffing agencies to verify adherence to organizational standards. Address any discrepancies promptly to ensure alignment with company policies and legal requirements.

Event Coordination

• Collaborate with team members to plan, organize, and execute a variety of employee engagement events, including raffles, food trucks, holiday gift distributions, wellness initiatives, and team-building activities.
• Coordinate with external vendors, venues, and suppliers to secure necessary resources and services, ensuring high-quality event experiences.
• Promote events through effective internal communication channels such as emails, flyers, and SharePoint updates to maximize participation and awareness.
• Ensure a seamless experience for employees.

Teamwork

• Collaboration: Actively engage with HR leadership and cross-functional teams to ensure seamless HR operations, effectively addressing challenges and implementing solutions.
• Knowledge Sharing: Support team members in achieving departmental objectives by sharing expertise, providing assistance, and fostering a culture of mutual respect and cooperation.
• Participation: Regularly participate in team meetings, projects, and events, contributing thoughtful input and ideas to drive departmental success.
• Problem Solving: Foster a culture of collaboration by working closely with colleagues to solve problems and implement HR initiatives effectively.
• Continuous Improvement: Contribute to the overall team spirit by maintaining open communication, supporting one another, and striving for continuous improvement in all HR processes.

• Periodically may require, either in an office, warehouse, or off-site environment:
  • Reaching, pushing, pulling, lifting, or carrying of product or materials; possibly moving pallets via pallet jack between locations
  • Bending, stooping, or walking of product back and forth between different locations
  • Packing or unpacking of boxes
  • Setup and tear down at events
  • 30 pounds maximum; anything more than 30 pounds must be moved/lifted with another team member
• Other duties as required.

Key Performance Indicators:

• Time to Hire: Complete the hiring process from beginning to end for new employees within two weeks of receiving notice from the Manager, ensuring timely communication with managers and a seamless new hire experience.
• Effective Communication: Provide regular status updates to the Supervisor and team members on project progress, new hire statuses, or interruptions, with a response rate of within one business day for inquiries.
• Employee Satisfaction: Maintain employee satisfaction based on feedback by providing timely support and guidance on policies, benefits, and technical needs.
• Temporary Associate Management: Maintain an accurate roster of temporary associates, including owning the hiring, termination, and acquiring process while quarterly auditing temporary agencies.
• Recruitment Quality and Efficiency: Achieve absolute manager satisfaction during recruitment by ensuring job posts are approved within two business days, job descriptions are accurate, and posts attract high-quality candidates.
• HRIS and Compliance Consistency: Ensure 100% compliance and consistency in processes, maintaining the HRIS system, organizational chart, hiring processes, and documentation, with monthly audits to verify accuracy.
• Employee Engagement Initiative: Develop and implement creative communications and engagement pieces to improve employee participation. Update resource hubs within one week upon events, benefits, or other significant changes within the company.
• Accurate Reporting: Generate reports, ensuring all data is error-free and up to date before submission. Deliver reports within enacted deadlines to support HR leadership. Respond to ad hoc data requests within 1- 2 business days, delivering concise and relevant information.
• Process Integrity: Maintain the integrity of HR processes by ensuring 100% adherence to documented procedures and promptly addressing any discrepancies or inefficiencies.
• Adaptability and Accuracy of Deliverables: Ensure project deliverables, such as data reports and documentation, are error-free and align with project requirements while being able to adjust priorities.
• Quarterly Goal Achievement (Measured Quarterly): KPI Target Achievement: Meet or exceed 90% of defined KPIs each quarter.

Qualifications

SKILLS / QUALIFICATIONS

• Excellent customer service skills (servant attitude)
• Excellent communication skills (verbal and written)
• Proactive, Agile, and Solution-Oriented
• Alignment with core characteristics required of every DSA employee: pursuit of excellence, innovation,
• community, tenacity, and authenticity, with an intentional desire to bring joy to our team members.
• Must be flexible and team-oriented.
• Able to multi-task in a fast-paced environment, adaptability is a must.
• Strong work ethic, accountability, and ownership of work
• Regular attendance, dependability, and punctuality are essential to the successful performance of this position.
• Ability to handle sensitive employee data with the utmost discretion and maintain confidentiality at all times.
• Detail-oriented and strong organizational skills.
• Problem solver, growth mindset and resourceful
• Bilingual in Spanish preferred.

Experience:

• Minimum of 1-2 years’ work experience in Human Resources
• Proficient knowledge of Excel: Math Formulas, VLOOKUP's, Pivot
• Design tools Adobe Photoshop, or Canva, a plus
• Proficient knowledge of Microsoft Word and PowerPoint
• HRIS experience (Paycom), a plus

LOCATION

Position based out of the Huntington Beach headquarters location. Remote or Hybrid work is not available.

REQUIRED EDUCATION & EXPERIENCE

High School Diploma and three years’ related experience and/or

Bachelor’s degree from an accredited college or university in Human Resources or a related field or equivalent training and experience required.

An employee must meet the physical demands described here to perform the essential functions of this job successfully. Occasionally required to kneel, climb, and reach with hands and arms above shoulder level, lift to 30 pounds. To bend, sit, stand, squat, stoop, walk, push, pull, and reach with hands and arms at shoulder level or below. Always wear the appropriate safety equipment, including gloves, glasses, aprons, belts, etc.

DISCLAIMER: This job description generally indicates the nature and levels of work, knowledge, skills, abilities, and other essential functions (as covered under the Americans with Disabilities Act) expected of an incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of an incumbent. An incumbent may be asked to perform other duties as needed Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Nothing in this position description changes the at-will employment relationship between the company and its employees.

DSA is an equal-opportunity employer. Qualified candidates will receive consideration for employment without regard to race, color, religion, national origin, gender, sexual orientation, gender identity or expression, age, mental or physical disability, reproductive health decision-making and genetic information, marital status, citizenship status, military status, protected veteran status or any other category protected by law.