"HR/Payroll Specialist"

Kingston Hall

time type

Full time

posted on

Posted 30+ Days Ago

job requisition id

REQ-6468

NOTE TO APPLICANT:  Some positions require a resume, cover letter and/or other documents to be submitted with your application. Please submit these as one attachment in the My Experience section of the application under the "resume/CV" upload section. Once you submit your application, you will not be able to attach additional documents.

Job Posting Title:

HR/Payroll SpecialistJob Description:

POSITION SUMMARY

The HR/Payroll Specialist (Specialist) plays a vital role within the Office of Human Resources, collaborating closely with other Human Resources staff across all functional areas to ensure compliance, efficiency, and excellence in operations and service delivery to the College community. This role encompasses a diverse range of responsibilities, including payroll administration, student employment, auditing payroll and recordkeeping, and providing user support for Workday Time Tracking and Absence management system. The Specialist works as part of a dynamic team of HR professionals, delivering innovative and customer-focused HR services and activities, spanning recruitment, onboarding, compensation and benefits, performance management, HRIS/payroll processing, policy administration, and training & development.

Reporting to the Assistant Vice President-Chief Human Resources Officer, the Specialist requires meticulous attention to detail, strong organizational skills, and the ability to thrive in a diverse, highly collaborative, and fast-paced environment. Acting as the key point of contact for various stakeholders, faculty, staff, students, and external partners, this role involves flexibility, initiative, and teamwork. Knowledge of the organization and the College’s policies and procedures is essential. The HR/Payroll Specialist interacts with a broad array of constituencies which include students, alumni, faculty, staff, The Claremont Colleges Services (TCCS), and other Claremont Colleges.

DUTIES AND RESPONSIBILITIES

Payroll Administration

• Process exempt, non-exempt, and student employee payroll, in coordination with TCCS, ensuring compliance with federal and state labor laws and regulations. This includes the review of online timecards and approvals for timeliness and accuracy; final sign-off of timecards; researching errors and submitting special payments; and accurately entering student, exempt and non-exempt staff payroll changes in the payroll system.
• Coordinate and administer student employment programs, including recruitment and payroll processing.
• Serve as the primary point of contact for Workday Time Tracking and Absence Management system, providing support and troubleshooting.
• Collaborate with HR colleagues to review and audit payroll data, making necessary corrections and improvements.
• Provide support and expertise to department managers and payroll processors, addressing inquiries and resolving issues effectively.
• Generate reports to audit records and fulfill data requests in partnership with other HR team members.
• Engage in cross-functional collaboration with other colleges to identify and address HR/payroll-related challenges and share best practices.
• Manage the Special Payment Authorization (SPA) function as needs arise on campus for terminations or special assignments.
• Respond to requests for employment verifications and maintain the student payroll website in collaboration with HR team members.

HR Partnership and Collaboration:

• Collaborate closely with recruitment to facilitate seamless onboarding processes for new hires, ensuring all necessary paperwork and payroll documentation are completed accurately.
• Assist in coordinating employment changes such as promotions, transfers, and terminations, ensuring accuracy of payroll changes and compliance with relevant policies and regulations.
• Support the onboarding process for new employees by providing guidance on payroll-related matters and other HR policies and procedures.
• Coordinate payroll changes related to leave of absences, including FMLA, medical leave, and other types of employee leave, in partnership with other HR team members, ensuring accurate recording and tracking of leave time.
• Assist with developing and delivering HR training sessions for the community on HR and payroll compliance requirements in collaboration with HR team members.

Administrative Coordination

• Contribute to a collaborative work environment by actively participating in departmental meetings, projects, and engaging with colleagues.
• Provide HR team support with various annual HR programs such as salary planning, open enrollment, unemployment insurance claim inquiries, performance evaluation tracking/notification, I-9 compliance, verification of employment, and year-end service awards.
• Plays a vital role in the fiscal year end process, pertaining to salary adjustments, auditing accruals and other year-end activities.
• Takes a lead role in coordination of the summer leave program for the Dining Services Department ensuring appropriate benefits deductions and repayment are reconciled.
• Assist with special projects and functions as needed, demonstrating flexibility and adaptability.
• Performs additional responsibilities as assigned.

REQUIRED QUALIFICATIONS

Education: Graduation from high school plus two or more years of college or business school equal to at least two years of college, with courses in business administration; or a combination of education, training and relevant experience that provides the required knowledge, skills, and abilities of the position.

Experience: Increasingly responsible related human resources or payroll experience.  

Required Knowledge, Skills, and Abilities:

• Attentive to confidentiality and the importance of safeguarding confidential and sensitive information.
• Demonstrated analytical skills and proficiency in using various software (on premise or cloud) and spreadsheets (e.g., Microsoft Office software) and the ability to adapt to and learn new software (including Workday or other cloud-based systems) and electronic processes.
• Ability to maintain a positive, effective, and cooperative working relationship with various campus constituencies.
• Demonstrated self-starter with excellent judgment; follow-up, problem-solving skills, and organizational skills; ability to assess tasks, set priorities, and complete tasks on time.
• Well organized, detail-oriented, and able to prioritize and manage multiple tasks and shifting priorities.
• Excellent oral, written, and interpersonal communication skills, and demonstrated ability to write clearly using proper formats, grammar and punctuation, and ability to edit, proofread and ensure accuracy and high quality of work. Ability to communicate effectively with various stakeholders.

Licenses/Certifications:

• Possess and maintain a valid driver’s license and driving record acceptable to the College’s automobile insurance carrier.

Preferred Qualifications:

• Prior experience with Workday and Kronos Time and Attendance system.
• Experience in higher education or nonprofit organizations.
• Possession of Human Resources, Payroll, or other Business certification.

Physical Requirements:

While performing the duties of this job, the staff member is regularly required to sit, stand, use hands and fingers, and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.                     

Hours:

The regular office hours are 8:00a.m. to 5:00p.m. Monday – Friday. Occasional evening and weekend hours may be needed due to the needs of the department or College.

Classification:

This is a non-exempt, full-time, benefits-eligible position.

Salary:

The anticipated starting salary range is $28.00-$32.00 per hour. Salary will be commensurate with qualifications and experience.

Reporting:

Reports to the Assistant Vice President-Chief Human Resources Officer.

This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.

Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Harvey Mudd College is an Affirmative Action/Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran’s status, disability, or any other characteristics protected by applicable law.

Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified.