HR Specialist - Job Description

Job title

HR Specialist

Job Status

Full time

Reports to

HR Manager

Location

Hybrid – Head Office

Nisa Foundation is a community-based charity that has promoted safety, security, and mental wellness for racialized women across Canada since 2014. The organization provides toll-free peer-to-peer counseling services, transitional homes for women & children fleeing abuse or homelessness, and facilitates educational workshops. Nisa Foundation's mission is to transform communities by engaging, equipping, and enriching the lives of women and children to reach their full potential.

The HR Specialist plays a key role in fostering a supportive, inclusive, and engaging workplace environment while ensuring the effective delivery of core HR operations. This role serves as the first point of contact for employees, manages day-to-day HR functions, oversees payroll and benefits, drives engagement and wellness initiatives, and contributes to organizational culture and compliance. The position requires a balance of operational excellence, employee advocacy, and strategic project execution.

What You’ll Do:

People Operations & Employee Relations

• Act as the first-stop HR contact: answer HR inquiries from the team with professionalism, confidentiality, and empathy. and escalate complex issues to the HR Manager.
• Draft HR communications including letters, tax forms, memos, and policy summaries; keep FAQs and intranet resources current.
• Collaborate with the Recruitment Coordinator to support recruitment efforts, including sourcing strategies such as headhunting, networking, and participation in career fairs aligned with business needs.
• Conduct onboarding and orientation to familiarize new hires with the company culture, tools, and workflows.

Culture, Engagement & Wellness

• Manage the Employee Engagement budget and coach managers on designing, executing, and tracking departmental people & culture initiatives.
• Plan and deliver annual all-staff engagement initiatives such as employee recognition programs, staff iftars, Eid celebrations etc.
• Coordinate quarterly self-care sessions under Nisa Wellness Program with the contracted therapist, process invoices, share feedback, track utilization, and recommend enhancements to boost well-being.
• Own the end-to-end employee-engagement survey cycle: design, launch, analyze, and track action plans.
• Contribute to policy reviews, system rollouts, and other People & Culture projects that strengthen our processes and culture.

Payroll & Benefits Administration

• Process bi-weekly payroll accurately and on time, ensuring compliance with taxes, deductions, and adjustments.

• Administer employee benefits, handling enrollments, changes, and claims efficiently.

• Prepare and distribute T4s, ROEs, and other tax documentation.

• Conduct payroll and benefits audits to ensure accuracy and compliance.

• Liaise with external HR/payroll consultants as needed.

HR Policy Development & Compliance

• Collaborate with HR leadership to develop, update, and implement HR policies aligned with organizational goals and legal requirements.
• Communicate and maintain accessible HR policies and monitor their effectiveness.

Learning & Development

• Administer the professional-development (PD) fund, approve spend requests, and report on utilization.
• Partner with managers to identify training needs, source learning opportunities, and ensure equitable access to growth.
• Maintain a live certification tracker (e.g., Crisis Intervention, CPR, ASIST, Vulnerable Sector Checks) and drive 100 % compliance across the organization.

Inclusion and Health & Safety

• DEI Stewardship: Track representation, hiring, promotion, and engagement metrics; facilitate listening sessions; curate programs that amplify diverse perspectives and celebrate heritage/faith observances.
• Chair the Joint Health & Safety Committee, lead meetings and inspections, and ensure OSHA-compliant documentation and follow-ups.

HR Systems & Records

• Manage HRIS platforms, project management tools, and employee databases to optimize operational efficiency.
• Ensure the accuracy, security, and compliance of HR records through regular audits covering employee data, policy assignment and acknowledgments, time-off balances, and other HR documentation.

Ad Hoc Responsibilities

• Participate in additional meetings, special projects, and cross-departmental initiatives, as well as other tasks reasonably assigned, to support the effective operation and overall effectiveness.

What you’ll bring to the team:

• Strong knowledge of HR best practices, employment standards, payroll processes, benefits administration, and HR compliance requirements.
• Excellent verbal and written communication skills for clear documentation and employee interaction.
• Ability to handle sensitive employee issues with discretion, fairness, and professionalism.
• Ability to serve as a trusted, approachable HR contact for employees across all levels.
• High integrity and ability to maintain strict confidentiality.
• Adaptable, solution-focused, and able to work independently while collaborating effectively with teams.

What we’re looking for:

• Bachelor’s degree in Human Resources, Business Administration, or related field.
• 3–5 years of progressive HR experience.
• Strong knowledge of payroll, benefits, employment legislation, and HR best practices.
• Demonstrated ability to manage employee relations with discretion, empathy, and professionalism.
• Experience in employee engagement, DEI, and wellness initiatives.
• Strong project management and HRIS skills.
• Excellent interpersonal, communication, and problem-solving skills.

Nisa Foundation is an equal opportunity employer and is committed to complying with both the Ontario Human Rights Code and the AODA.