What Does An HRIS Specialist Do?

WHAT DOES AN HRIS SPECIALIST DO?

Published: Aug 22, 2025 - The HRIS Specialist is responsible for optimizing HR systems by identifying process improvements, leading system implementations and upgrades, and ensuring accurate configuration, reporting, and data integrity. This role involves collaborating with HR, Payroll, IT, and other stakeholders to streamline workflows, troubleshoot system issues, and develop training that promotes consistency and efficiency. The specialist also safeguards sensitive data, supports business requirements, and leverages technology to maximize functionality and reduce manual processes.

A Review of Professional Skills and Functions for HRIS Specialist

1. HRIS Specialist Overview

System Administration: Support, configure, and administer UltiPro HRIS and associated modules.
Reporting and Analytics: Prepare and distribute reports, analytics, and metrics using UltiPro Business Intelligence (IBM Cognos).
System Testing: Review, assess, and test upcoming system releases and enhancements.
Project Implementation: Participate in projects to implement new systems and interfaces.
Access Management: Maintain user access and safeguard confidential information.
Data Auditing: Run audits to resolve data issues, improve accuracy, and identify potential process enhancements and opportunities to automate.
Process Documentation: Document internal processes, training manuals, and controls.
End-User Support: Provide end-user support for the time and attendance system.
Staff Mentoring: Mentor staff on proper pay practices and policies.
Payroll Support: Address issues and questions regarding payroll from internal and external staff.
Audit Assistance: Assist in payroll audits.

2. HRIS Specialist Job Description

User Communication: Communicate case status with users and ensure timely response and resolution of all issues.
Issue Resolution: Work with internal teams to identify root causes of system issues and recognize process improvement opportunities across the system.
User Notifications: Develop and distribute communication to users regarding instructions, system outages, and other changes.
Data Integrity: Maintain data integrity in Workday, conduct regular data audits, and perform clean-up efforts.
Data Management: Complete requests for data correction, organization moves, position updates, and other Workday-related requests.
Job Aids: Identify and create Workday job aids for end users.
System Testing: Assist the HRIS team in testing system modifications.
Project Coordination: Coordinate, schedule, and track progress of HRIS projects.

3. HRIS Specialist Functions

Customer Service: Provide excellent customer service to meet the needs of staff promptly.
Inquiry Response: Respond appropriately to phone and email inquiries and requests to ensure needs are met.
Report Generation: Generate routine reports (queries) and design special reports.
Error Analysis: Assist users in analyzing software errors or deficiencies to determine causes and identify the best way to resolve problems.
Issue Troubleshooting: Troubleshoot issues with existing or developing systems.
System Updates: Make basic functional updates to assigned systems.
Staff Training: Train human resources and organizational staff on system access and utilization.
System Testing: Test systems while coordinating efforts with users.
Audit Compliance: Perform weekly audits and ensure business rules comply.

4. HRIS Specialist Accountabilities

HRIS Consultation: Consult with the HR team and other departments to determine HRIS needs and support the implementation of company-wide HR processes.
Process Improvement: Drive standardization, simplification, automation, and efficiency gains within HR processes.
Technical Support: Serve as functional technical support for projects.
Requirements Gathering: Assist in gathering requirements, writing business process procedures, and working on system integrations.
Training and Support: Provide training and technical support.
Report Creation: Create reports to support business needs and required government reporting.
Technology Tracking: Keep track of technological advancements and trends in the field of HRIS.
Project Leadership: Support and/or lead special projects.
Ad Hoc Analysis: Conduct ad hoc analyses.
Initiative Support: Provide surge support for critical HR initiatives.

5. HRIS Specialist Job Summary

HR Systems Management: Manage HR systems by adding and maintaining configurations, testing, and performing data loads and data corrections.
Data Auditing: Monitor data audit exception reports and liaise with the business to resolve data issues.
Functionality Testing: Participate in and document testing of new functionality, and take ownership of Change Requests and the release process.
Data Quality: Identify, flag, and support the resolution of data-related issues to ensure the quality and completeness of the HR system and data.
System Rollout: Support the roll-out of additional HRIS system modules such as Performance, Engagement, Compensation, and HR dashboard.
Document Preparation: Prepare HR documents, including employment contracts.
HR Reporting: Create regular reports and presentations on HR metrics.
Employee Support: Answer employee queries about HR-related issues.
Payroll Assistance: Assist the Payroll Department by providing relevant employee information.
Vendor Liaison: Liaise with external partners, including insurance vendors.

6. HRIS Specialist Responsibilities

Authorization Management: Develop, design, build, test, implement, maintain, and enhance the authorization structure.
System Quality: Maintain quality and consistency of the HR information system.
Problem Resolution: Troubleshoot, analyze, detect, identify, and correct technical and functional problems and deficiencies, and resolve complex problems.
Report Management: Run scheduled reports and create reports.
Process Improvement: Identify opportunities for improving Human Resources processes through information systems changes.
Proposal Preparation: Assist in the preparation of proposals to develop new systems, operational changes, and adjustments to working methods and processes.
Training Development: Develop a training curriculum and conduct formal and informal training sessions regarding the HRIS.
Functional Support: Provide HRIS functional support to Human Resources and other staff.
Colleague Training: Assist and train colleagues in using HR systems and applications, sharing knowledge of HR systems, and explaining working methods.
Cross-Department Liaison: Serve as liaison among HRIS, Benefits, Human Resources, Recruitment, Payroll, and Finance areas concerning operations and the HRIS.

7. HRIS Specialist Details

Data Integrity: Maintain data integrity within HRMS (HR Management System), including monthly data audits.
Entity Setup: Work with Finance to understand company entities, expense account codes, and departments to ensure employees are set up correctly.
System Support: Provide support for all Oracle HCM systems (Human Capital Management), including researching and resolving errors, unexpected results, or input errors.
Report Development: Assist in the development and delivery of standard reports for ongoing customer needs.
System Enhancements: Collaborate with corporate HRIS staff to implement system enhancements and fixes.
Procedure Documentation: Develop and document procedures for both HRIS practices and instructions for system users.
Manager Training: Provide guidance and training on all systems for Managers, including keeping all training manuals and videos up to date.
Process Alignment: Partner with the HR Operations team to ensure all data, processes, and procedures are up to date.
Technology Training: Train the HR team and employees in various HR technologies such as absence and holiday management systems.

8. HRIS Specialist Duties

LMS Management: Take ownership of the current learning management system (LMS), support the launch of the replacement LMS, and the HRIS roll-out.
LMS Enhancement: Drive the enhanced usage and capability of the global LMS.
Training Monitoring: Monitor engagement and completion rates for various training modules within the LMS environment.
Report Production: Produce management reports.
Mentoring Platform: Support the roll-out of a new digital mentoring platform.
Project Support: Support the senior HR team in any ad-hoc projects.
Global HRIS Implementation: Implement the HRIS system globally.
Data Flow Design: Design the system's data flows.
Report Creation: Define and create various reports.
Module Support: Implement and support various modules (Core HR, Compensation, Absence, etc.).
System Configuration: Perform system changes and coordinate with IT and external consultants for support and configuration.
Interface Collaboration: Work with multiple interfaces (HR teams in all global locations, IT, and more).

9. HRIS Specialist Details and Accountabilities

Stakeholder Interface: Act as the interface between the SuccessFactors implementation team, HR, IT, and the external consultant.
HRIS Planning: Plan, design, develop, and continuously evaluate HRIS functions, programs, policies, and service delivery.
Data Integrity: Act as subject matter expert to ensure data integrity, test system changes, write reports, and analyze data flows for process improvement opportunities.
Dashboard Creation: Create dashboards and report templates.
Release Support: Support SuccessFactors major releases, identify impact and enhancement opportunities associated with a new release, and communicate appropriately.
Documentation Management: Develop, review, and update system documentation, including user guides, memos, and other documentation.
User Training: Answer questions from employees and managers about HRIS and train HR, employees, and managers on HRIS.
System Upgrades: Implement application and platform upgrades, updates, and process changes.
Time Clock Management: Oversee time clock operation, replacement, and support installation.
Process Improvement: Work closely with business partners to understand business processes, goals, gaps, and opportunities for HRIS system improvements or enhancements.

10. HRIS Specialist Tasks

System Maintenance: Maintain systems to ensure continued operations and reporting efficiency, and resolve application problems.
Security Management: Develop and maintain security access for systems.
System Updates: Update and modify codes, tables, and other system applications.
Functional Input: Provide functional input for system specifications and work with IT or vendors to write programs.
System Design: Recommend system design changes and upgrades based on the efficiency of current systems and user needs.
Procedure Documentation: Prepare and maintain procedures manuals to effect the implementation and continuing operation of computer applications for end users.
Report Development: Develop standard and ad hoc reports to meet business requirements.
User Training: Train users on system access and utilization.
Technical Guidance: Consult with departmental users to provide technical guidance and direction.
System Testing: Plan and test new systems and link-ups with other systems and locations.
Departmental Support: Support, train, and consult with internal and external departments on systems access, utilization, and technical guidance.
Payroll Assistance: Assist Payroll staff in biweekly payroll processing.

11. HRIS Specialist Roles

Team Collaboration: Interact and partner with HR and Technology teams to provide information and support about Workday.
Solution Development: Design, develop, and implement solutions to meet business requirements.
Implementation Coordination: Coordinate and schedule implementation dates (installation, change management, training, go live).
Issue Management: Manage any operational or technical issues through to resolution and escalate project risks.
Progress Reporting: Ensure regular summaries of progress are provided to all key stakeholders.
Work Prioritization: Apply excellent judgment to prioritize work, handle multiple projects at once, and meet objectives.
HRIS Support: Provide support for any issues raised to the HRIS team.
HR Knowledge Application: Apply HR functional knowledge in optimizing HR information systems support.
System Upgrades: Assist in the review, testing, and implementation of HR information system upgrades or changes.
Integration Coordination: Work with functional and technical staff to coordinate the application of upgrades or integration with other tools or systems.

12. HRIS Specialist Additional Details

System Processing: Process changes to HRIS systems, including Payroll, Time & Attendance, Performance Management, Learning, and Applicant Tracking systems.
Vendor Selection: Participate in the selection of vendors.
Application Implementation: Facilitate new application implementations and upgrades.
System Enhancements: Make recommendations for system enhancements.
Testing and Documentation: Perform testing and create internal and external reference resources.
Issue Resolution: Research and resolve system issues.
Workflow Management: Identify and resolve system workflow issues.
Training Resources: Develop and maintain internal and external training resources.
Compliance Procedures: Develop compliance procedures and ensure systems are in compliance with local, state, and federal laws.
Data Integrity: Ensure data integrity by developing and performing system audit procedures.
Data Auditing: Audit user inputted data to ensure compliance and to monitor data integrity.
User Assistance: Respond to user requests for assistance.

13. HRIS and Compliance Specialist Essential Functions

Data Entry: Input new hires, terminations, and employee changes into HRIS, Payroll Networks, and Time and Attendance systems.
System Updates: Create and maintain all tables and perform HRIS system updates.
Confidentiality Management: Maintain HRIS to ensure employee confidential information is tracked with data integrity and manage system updates.
Payroll Auditing: Audit and validate data entry before payroll processing.
Employment Verification: Conduct accurate employment verifications promptly.
Ad Hoc Reporting: Develop ad hoc reports in support of HR and other business functions.
Report Templates: Utilize standard report templates to provide required reports.
Monthly Reporting: Run monthly reports to provide total headcount, hire, termination, and job change data.
Attrition Tracking: Track monthly attrition data.
Metric Updates: Update corporate metrics weekly to support HR and Talent Acquisition.

14. Compensation HRIS Specialist Role Purpose

Project Collaboration: Work with HRBPs and management on a variety of projects, including job description creation and job market analysis.
System Updates: Work with recruiting and IT staff to ensure other systems are updated with new job information.
System Testing: Review and test system upgrades and fixes.
Ticket Management: Partner with IT and management to initiate HRIS support tickets and resolution.
Compensation Support: Assist HRBPs and managers with compensation-related issues.
Market Analysis: Conduct market analysis for benchmark jobs following established timing and guidelines.
Survey Participation: Participate in annual job surveys, which provide a source for leveling jobs within the organization.
Salary Surveys: Conduct ad hoc salary surveys.
Ad Hoc Reporting: Create and provide ad hoc reports from assigned HRIS systems.
Job Description Management: Maintain corporate job descriptions, ensuring consistency of language and adherence to corporate standards.
External Benchmarking: Maintain contact with organizations outside the company to ensure equitable wage and salary information.
Confidentiality Maintenance: Maintain confidentiality of all HR, Benefits, and Payroll records, conversations, and communications.

15. HRIS Specialist General Responsibilities

Defect Consultation: Consult with business and process owners on defects and change requests.
Root Cause Analysis: Conduct root cause analysis (RCA) sessions for identified issues.
Workday Solutions: Provide Workday system function and security-related solutions to the Administration Department, HR members, and other business team stakeholders.
System Implementation: Implement Workday solutions and major system changes (business processes, reports, new functions, configuration security, etc.) in the full life cycle, including requirement analysis, solution design, implementation, testing, and post-go-live support, following Workday methodology and auditing standards.
Review Support: Prepare and support annual reviews, midyear check-ins, new entity setups, and related activities.
Query Management: Manage queries through re-triaging, query analysis, and global data tasks such as mass reorganizations and business process management.
Security Governance: Govern Workday security to ensure settings meet internal and external audit requirements and comply with company security policies.
Release Management: Manage Workday release cycles and deliver new functionalities that create measurable business impact.
Process Enhancement: Identify business process inefficiencies and recommend enhancements.
Task Execution: Execute routine tasks and documentation to create a highly effective work environment.
Knowledge Mentorship: Grow Workday knowledge continuously and mentor less experienced colleagues.

16. HRIS Specialist Key Accountabilities

Implementation Participation: Attend and actively participate in all implementation meetings for assigned clients.
Client Communication: Schedule and lead weekly or biweekly touch base calls with clients to remain aligned on project goals and deadlines.
Team Alignment: Communicate frequently with clients and teammates to ensure all parties are aligned and working toward the same goals.
Data Migration: Assist with the data migration process from the legacy system to the new system according to the new system’s Implementation team process.
Data Validation: Audit and validate data brought into the new system.
Module Testing: Build and test all contracted modules, including Payroll, Timekeeping, Recruiting, Onboarding, Benefits, Performance Management, LMS, Workflows, Surveys, and sometimes Expenses & Compensation Management.
Solution Development: Provide creative solutions for hurdles clients encounter in both the legacy and new systems.
Project Tracking: Update the internal Project Management system (Smartsheet) with updated timelines and any necessary information to provide visibility to the leadership team.
Customer Service: Provide red carpet customer service in all areas of implementation, ensuring excellence without compromising necessary boundaries.
Confidentiality Maintenance: Maintain employee confidence and protect all employee data by keeping information confidential.
Payroll Support: Support Payroll and functional managers in managing and auditing timekeeping records.

17. HRIS Specialist Roles and Details

Application Management: Develop, modify, and maintain Kronos WFR and WFC applications.
System Configuration: Configure reports, access settings, accruals, attendance policies, scheduling policies, labor law compliance, and overall system layout.
Job Management: Configure, organize, and update jobs in WFR and WFC.
Platform Administration: Lead administration of Kronos WFR and WFC applications and platforms.
IT Liaison: Act as IT liaison for timekeeping, HR, and payroll within the Kronos system.
Technical Support: Provide technical resource support for WFR and WFC application owners and support application-based HR initiatives.
Documentation Development: Create and provide technical support documentation, including processing directions, data interpretation instructions, operational procedures, and related documentation.
System Administration: Execute Kronos application administration tasks, including system configuration, software administration, troubleshooting, and system maintenance.
Requirement Analysis: Partner with HR and other end users to identify, analyze, and document business needs and requirements.
Specification Development: Lead the creation of technical specifications, design documentation, and testing strategies for business requirements.
System Auditing: Create and implement audits and analyses to ensure system integrity and identify process improvement opportunities.
Continuous Learning: Take the initiative to learn new processes or techniques and attend training sessions internally and externally.
Work Support: Work consistently at a light work level and occasionally at a medium or heavy work level when supporting stores or other offsite events.

18. HRIS Specialist Responsibilities and Key Tasks

Data Integrity: Work closely with other subject matter experts to ensure data integrity, test system changes, create reports and dashboards, and analyze data flows for process improvement opportunities.
Supervision Alignment: Work under the general supervision of the Director, HR Operations, who assigns responsibilities and sets goals and objectives.
System Administration: Administer and maintain information systems without the need for assistance other than higher-level external technical support.
Work Evaluation: Evaluate work based on the quality, reliability, and timeliness of information systems support for HR management and operations functions.
HR Knowledge: Maintain current knowledge of HR operations and activities.
System Support: Provide support for HR information systems, including employee customer support and problem-solving.
Problem Resolution: Research and resolve system problems, perform scheduled activities, and recommend solutions or alternate methods to meet requirements.
Stakeholder Collaboration: Work with third parties and other stakeholders.
Process Improvement: Recommend process and customer service improvements, innovative solutions, or policy changes.
Project Management: Use project management skills and project management software to manage projects.
Workforce Planning: Apply knowledge of HR information systems and data in extracting and analyzing current, historical, and forecasted data to support strategic workforce planning.
Report Development: Create, maintain, and support a variety of reports or queries utilizing appropriate reporting tools.

19. HRIS Specialist Duties and Roles

Process Improvement: Identify areas of opportunity and partner with different HR teams to improve existing HRIS processes, functionality, and workflow, maximizing technological capabilities to reduce manual processes and improve data management and efficiency.
System Implementation: Lead system implementation projects and/or upgrades to new and/or existing systems, ensuring system construction to meet needs, proper system access, and reporting capabilities.
Training Development: Develop internal training to ensure standardization and data integrity.
Module Knowledge: Develop knowledge of all system modules.
Stakeholder Partnerships: Maintain strong partnerships with Managers, HR, Payroll, and other stakeholders.
IT Collaboration: Support other IT functions in the selection, analysis, and implementation of new tools, providing recommendations and serving as a technical resource.
Issue Troubleshooting: Troubleshoot failures in application functionality and related processes.
Problem Solving: Use problem-solving skills to find solutions and make recommendations based on the best outcome.
Critical Thinking: Apply principles of critical thinking to a variety of practical and emergent situations and accurately follow standardized procedures that may call for deviations.
Sound Judgment: Apply sound judgment beyond a specific set of instructions and apply knowledge to different factual situations.
Data Integrity: Manage in strict confidence the integrity of HRIS data in support of HR end user day-to-day operations, processing, and reporting.
Business Requirements: Understand and support business requirements to ensure optimal design and configuration of business processes, plans, and reporting.

20. HRIS Specialist Roles and Responsibilities

System Oversight: Oversee and maintain the HRIS's optimal operation, including application, system, and module installation, customization, development, maintenance, and upgrades.
Technical Support: Provide HRIS users with technical support, troubleshooting, and guidance.
System Customization: Work with executive leadership and human resources staff to plan, modify, and customize the HRIS, and test new applications and features in line with the organization's strategy and objectives.
Access Management: Manage HRIS users' permissions, access, personalization, and other system operations and settings.
Function Development: Create custom functions and documentation for programs such as automated queries, filters, macros, and reports.
Compliance Management: Ensure system compliance with data security and privacy requirements.
Module Configuration: Work closely with the implementation partner in the implementation phase to configure additional modules according to the company's roadmap.
Implementation Support: Support system implementation, sustainability, and perform testing according to the project plan.
Issue Resolution: Answer inquiries from APAC system users, investigate, and resolve system-related issues.
Project Support: Support other global and regional HR projects and initiatives, including workforce planning, recruitment, and C&B analysis.

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