Process authorized payroll transactions and administer employee lifecycle records, leave documentation, training records, employee-relations support, offboarding tasks, and routine administrative coordination. This role supports documented HR and payroll processes but does not authorize personnel actions, release payroll, post accounting entries, conduct final compliance review, or approve system access.
Reports to: HR Director of Compliance
Employment status: Salaried Full-time, exempt
Duties
- Maintain payroll and HR calendars; enter only authorized hires, terminations, compensation changes, time records, deductions, benefits, direct-deposit information, and employee-status changes.
- Validate approved time records; process regular and off-cycle payrolls; and prepare payroll registers, funding, change, and exception reports.
- Apply approved department, program, grant, and location coding and provide the approved payroll package to Accounting for journal-entry recording and reconciliation.
- Prepare payroll tax and benefit-payment schedules, payroll-provider reports supporting Forms 941, W-2, and W-3, workers’ compensation wage reports, taxable fringe-benefit schedules, accrued PTO schedules, payroll budget data, and labor-cost reports.
- Maintain personnel files, employee data, required forms, policy acknowledgments, retention schedules, and confidential payroll and HR records.
- Order required employee and volunteer background checks through the approved provider; maintain authorization and status records; track pending, completed, expiring, and renewal checks; follow up on missing information; notify the appropriate department leader and HR Director of Compliance of completion status or exceptions; and protect confidential screening information.
- Coordinate approved onboarding and offboarding administration, training, licenses, certifications, background renewals, benefit documentation, leave and accommodation records, workers’ compensation, unemployment, return-to-work records, final-pay information, and access-removal notifications.
- Support employee-relations administration by receiving concerns, organizing documentation, scheduling meetings, maintaining case files, tracking approved corrective actions, supporting benefit reconciliations, assistingwith personnel-file
- reviews, and supporting HR audits. Maintain HR and administrative calendars, shared mailboxes, employee rosters, organization charts, job descriptions, forms, templates, routine correspondence, reports, presentations, office-supply requests, facilities coordination, subscriptions, renewals, and secure document storage.
- This role does not conduct final fact-finding, determine outcomes, or approve corrective action.
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- Respond to routine payroll, HR, and administrative questions and escalate policy, legal, privacy, discrimination, retaliation, safety, payroll, or other high-risk concerns to the HR Director of Compliance.
Qualifications :
- High school diploma or GED require
- Associate degree in Human Resources, Business Administration, Accounting, or a related field preferred.
- Equivalent combination of education, training, and relevant payroll or HR administrative experience may be considered.
- Payroll, HR, compliance-related coursework, or SHRM certification preferred.
- Minimum of 2 years of relevant HR, payroll, or administrative experience required.
- Experience processing payroll, validating time records, maintaining employee records, and supporting employee lifecycle transactions preferred.
- Experience using UKG Ready or similar HRIS, payroll, timekeeping, benefits, or employee recordkeeping systems preferred.
- Experience handling confidential information, compliance-sensitive records, background checks, leave documentation, or personnel files preferred.
- Experience in a nonprofit, youth-serving, grant-funded, or regulated work environment preferred.
