Recruitment & Employee Support Specialist

Job TitleRecruitment & Employee Support Specialist Revision: 12/2025

FLSA Status: Full-Time/Hourly Primary Dept.: Administration

Reports to: Vice President of Human Resources & Mission Advancement

Leadership Level: Team Leader

POSITION SUMMARY:

This position supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening community through youth development, healthy living, and social responsibility.The Recruitment & Employee Support Specialist plays a key role in creating a welcoming, supportive, and positive experience for all new hires and employees of the YMCA of the Twin Tiers. This position serves as a primary point of contact for candidates, new staff, and current employees, ensuring they receive timely information, exceptional employee service, and consistent support throughout their employment journey. With a strong focus on people skills and relationship-building, this role manages recruitment activities, facilitates onboarding, coordinates training, and provides day-to-day HR guidance while completing essential administrative and compliance tasks. The Specialist helps foster a culture where staff feel valued, informed, and connected, contributing to a meaningful and engaging workplace environment.

OUR CULTURE:

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger, beginning with you.

ESSENTIAL FUNCTIONS:

• Serve as a welcoming, responsive point of contact for applicants, ensuring all candidates receive timely, professional communication throughout the hiring process.
• Post and manage job openings across recruitment platforms, ensuring listings are accurate, engaging, and reflective of organizational needs.
• Maintain updated association-wide job descriptions to support consistent and clear recruitment messaging.
• Provide weekly job posting updates to Key Leaders and support them in identifying candidate needs.
• Represent the YMCA of the Twin Tiers at recruiting events and job fairs, promoting a positive and inclusive image of the organization.

• Facilitate a warm, efficient, and supportive onboarding experience from receipt of the Personnel Action Form (PAF) through the employee's first day.
• Build strong first impressions by guiding new hires through onboarding paperwork, answering questions with clarity and empathy, and ensuring all compliance items (background checks, I-9, tax forms, certifications, etc.) are completed accurately and on time.
• Conduct virtual or in-person onboarding sessions that introduce new employees to YMCA culture, expectations, values, and available resources.
• Complete all onboarding checklist items for every new hire and ensure each person feels welcomed, prepared, and connected before beginning their role.

• Serve as an accessible, friendly, and knowledgeable resource for employees, providing guidance, information, and assistance on HR-related questions.
• Demonstrate strong customer service skills by actively listening, responding promptly, and ensuring employees feel supported and valued.
• Triage employee concerns and escalate issues to the VP of HR as appropriate, ensuring employees receive timely and accurate support.
• Contribute to a positive workplace culture by promoting trust, communication, belonging, and engagement.

• Maintain accurate digital and physical personnel files, ensuring confidentiality, security, and compliance with federal, state, and YMCA guidelines.
• Process employment-related documentation—including hires, terminations, promotions, transfers, and leaves—while ensuring employees receive clear communication about each step.
• Archive and purge employee files in accordance with retention policies to support organizational compliance and efficiency.
• Provide
• Other administrative tasks as assigned by the VP of Human Resources & Mission Advancement

• Assist employees in understanding and accessing benefit programs, including medical insurance, retirement, PTO, and YMCA membership, ensuring a positive and supportive experience.
• Facilitate benefits enrollment and provide clear, compassionate communication to help employees make informed decisions.
• Serve as the primary point of contact for benefits-related questions and provide timely, accurate, and personable assistance.

• Guide employees through federal and state leave processes (FMLA, PFL, Disability), offering clear instructions and empathetic support during challenging life events.
• Process leave paperwork accurately and maintain required documentation to ensure compliance and a smooth employee experience.
• Track leave balances and maintain communication with employees and supervisors to support a seamless return-to-work process where applicable.

• Communicate mandatory training requirements in a way that encourages completion and reinforces organizational culture and expectations.
• Provide employees with access to Y-USA training platforms and support them in navigating available learning opportunities.
• Track training compliance and maintain accurate records to support auditing and organizational development initiatives.
• Work with leadership to ensure compliance with training requirements.

• Serve as a welcoming and informative resource for volunteers, ensuring they feel valued and prepared to serve.
• Manage the volunteer application and screening process, including training and background checks, with an emphasis on support and clear communication.
• Facilitate a warm, efficient, and supportive onboarding experience for all volunteers.
• Coordinate volunteer placements and engagement efforts, fostering a positive experience for all volunteers involved.
• Tracking active volunteers and volunteer hours

• Ensure organizational compliance with insurance-related requirements, including timely collection and processing of necessary employee documents for liability, workers' compensation, and other mandated coverages.
• Support the VP of HR by maintaining accurate HR metrics and employee statistics, including turnover, headcount, recruitment timelines, and training completion rates, to assist with data-driven decision making.
• Run, review, and distribute HR-related reports in ADP Workforce Now—such as onboarding status, missing punches, exceptions, and leave tracking—to provide leaders with timely, actionable information.
• Assist supervisors and directors with ADP scheduling by offering guidance, troubleshooting system issues, and ensuring hourly staff schedules are entered accurately and consistently.
• Monitor scheduling compliance within ADP, helping ensure that minor schedules, rest periods, and state-law requirements (NY & PA) are properly reflected.
• Serve as a friendly, knowledgeable support resource for staff and supervisors using ADP, providing quick responses and clear direction to enhance the user experience.

LEADERSHIP COMPETENCIES:

• Operational Effectiveness
• Collaboration
• Effective Communication
• Organizational Skills
• Critical Thinking & Decision Making
• Deadline Driven

QUALIFICATIONS/REQUIREMENTS:

• Associate's or Bachelor's degree in Human Resources, Business Administration, or related field
• 3+ years of experience in human resources preferred
• Customer service background required
• In-depth knowledge of HR policies, payroll systems (experience with ADP preferred), benefits, and employee relations.
• Strong communication, interpersonal, customer service, and organizational skills.
• Current technology platforms and computer programs knowledge.
• Ability to manage multiple tasks and responsibilities simultaneously in a fast-paced environment.
• HR certification (e.g., SHRM-CP, PHR) preferred.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device.
• The employee frequently is required to sit and reach, and must be able to move around the work environment.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
• The noise level in the work environment is typically minimal.

FULL-TIME BENEFITS INCLUDE:

• COMPLIMENTARY YMCA Family Membership
• Program/Child Care Discounts
• Medical/Dental/Vision
• Full-time Long Term Disability (Company pays on behalf of the employee)
• Full-time Life Insurance (Company pays up to salary on behalf of the employee)
• Retirement Plan Options (401a/403b)