HR ​/ Payroll Specialist

SUMMARY:

The HR/Payroll Specialist manages the day-to-day administration of payroll processing, benefit bill reconciliation, and employee record maintenance. This role serves as a primary point of contact for employee inquiries regarding pay and benefits, ensuring data integrity, compliance with federal and state laws, and seamless HR operations.

• Employee Record Management
  • Administer onboarding and offboarding processes, including creating HRIS profiles, new hire processing, issuing access codes, and recording employment changes and terminations.
  • Maintain and update employee records in the HRIS, including leave status, benefit enrollments, tax with holdings, direct deposits, and wage deductions.
  • Organize and maintain digital and physical personnel files in compliance with federal and state regulations.
  • Determine benefit eligibility and proactively notify employees and managers regarding health plan enrollment and leave policies.
  • Fulfill authorized information requests from internal/external auditors and verified third parties.
  • Conduct periodic audits of HRIS data and maintain the company contact directory.
• Payroll Processing
  • Review, audit, and reconcile timesheets, wage computations, tax entries, and labor distributions to ensure total payroll accuracy.
  • Process bi-weekly payroll and distribute employee paychecks and earnings statements. Manage and reconcile payroll adjustments, retro-pay, reimbursements, and permanent or temporary deductions.
  • Provide timely, accurate answers to employee inquiries regarding payroll, benefits, deductions, and leave balances.
• Benefit Bill Reconciliation
  • Reconcile monthly benefit invoices (medical, dental, vision, life, disability) against HRIS deductions to ensure exact financial alignment.
  • Audit enrollment changes to verify that new hires, terminations, and qualifying life events match carrier billing.
  • Investigate and resolve billing variances directly with insurance carriers, HRBP and/or internal accounting teams to manage adjustments.
  • Track and resolve all benefit-related billing discrepancies within monthly deadlines.
• Other Duties
• Inventory Management:
  Coordinate the ordering, tracking, and distribution of company uniforms, employee name tags, and training cohort supplies to ensure seamless onboarding and brand consistency.
• Quarterly Compliance Reporting:
  Compile payroll and personnel data to prepare and submit the quarterly Multiple Worksite Report (MWR) in compliance with state and federal department of labor regulations.
• Annual Federal Reporting:
  Partner with the HR Administrator to gather, validate, and submit the annual EEO-1/EEOC report to ensure full regulatory compliance.
• Assist the HR department with implementing various company-wide initiatives, programs, and procedures.
• Clearly communicate company personnel policies, benefits, and procedures to current employees and job applicants.
• Stay informed on changing state wage-and-hour laws, employment laws, and compliance updates.
• Participate in administrative staff meetings and professional development seminars. Perform other related operational duties as assigned.

• Human Resources Capacity:
  Solid understanding of core HR and compliance principles.
• Customer/Client Focus:
  Strong service-oriented approach to handling employee inquiries.
• Ethical Conduct:
  Uncompromising commitment to maintaining strict confidentiality and data security.
• Personal Effectiveness:
  Excellent organizational, time-management, and prioritization skills.

• This position has no direct supervisory responsibilities but provides guidance, support, and cross-training to peers within the department.

• This role operates in a professional office environment using standard equipment (computers, phones, copiers).

• Largely a sedentary role, but requires the physical ability to stand, bend, stool-step, and lift up to 20 lbs when managing physical files.

• HR & Finance Knowledge:
  Practical knowledge of compensation, benefits administration, payroll processing, and clerical systems.
• Communication:
  Exceptional active listening, verbal, and written communication…