Human Resources Specialist

The Human Resource Specialist plays an important role in supporting the Human Resources department and ensuring employees are paid accurately and on time. This position provides administrative and clerical support to the Human Resource Director while maintaining employee records, assisting with payroll processing, and helping applicants and employees with HR-related needs.

The ideal candidate is highly organized, detail-oriented, and able to maintain strict confidentiality while providing friendly and professional service to staff and applicants.

Key Responsibilities

Payroll Administration

- Process payroll accurately and on schedule.

- Calculate employee work hours and monitor leave balances.

- Enter payroll deductions and maintain payroll records.

- Generate and maintain payroll reports.

- Assist with payroll-related matters such as garnishments or bankruptcies when needed.

- Ensure payroll taxes and required reports are completed and submitted on time.

- Provide payroll information and reports to agency leadership as requested.

Employee Records amp; HR Support

- Maintain and update employee records, including personal data, pay status, tax information, and deductions.

- Create and maintain employee personnel files to ensure all required documents are present (licenses, insurance, job descriptions, evaluations, etc.).

- Retrieve personnel files for employees or managers upon request.

- Track employee leave including vacation, sick leave, and holidays.

- Maintain records related to employee health requirements such as Hepatitis B and Tuberculosis testing.

Timekeeping amp; Compliance

- Review and verify employee timesheets for accuracy, completeness, and timeliness.

- Ensure leave forms are properly completed and submitted.

- Confirm timesheet totals match daily, weekly, and pay period calculations.

- Ensure salary distributions align with approved budgets.

- Assist with cost allocation and record retention procedures.

Reporting amp; Administrative Duties

- Prepare payroll and tax reports such as:

- Federal and state payroll tax filings

- State unemployment reports

- Workers’ compensation reports

- Income verification requests

- Generate reports within the MITC software system.

- Maintain organized filing systems for payroll and HR records.

- Provide payroll deduction information to Accounts Payable/Receivable as needed.

Employee amp; Applicant Support

- Provide assistance to applicants completing employment applications when needed.

- Communicate with employees, managers, and external partners regarding HR processes.

- Represent the Human Resource Director at community or business functions when requested.

- Maintain a welcoming, professional environment for staff and applicants.

Qualifications

- Strong math skills and attention to detail for payroll calculations and reporting.

- Ability to handle highly confidential information with discretion.

- Strong computer skills and experience with payroll or HR systems.

- Excellent written and verbal communication skills.

- Friendly, professional demeanor when interacting with employees and applicants.

- Strong organizational skills and the ability to manage multiple tasks and deadlines.

- Commitment to the agency’s Core Standards and mission.

Work Schedule

Monday – Friday

Additional hours may occasionally be required to support agency operations or special circumstances.

Work Environment amp; Expectations

This position requires the ability to work in a fast-paced environment while maintaining accuracy and professionalism. The Human Resource Specialist may occasionally assist with general agency efforts, meetings, or events that support the organization’s mission of serving individuals in the community.

Employees must follow all agency policies, protect confidential information, and comply with HIPAA and other applicable regulations.