HR and Bookkeeping Specialist

Job Title: HR & Bookkeeping Specialist

Reports to: Executive Director
Department: Administration
Location: Remote, Rochester, NY
Salary: $65,000 (Annual)
Employment Type: Full-Time

Position Overview

Eagle Star Housing, Inc. is seeking a detail-oriented and proactive HR & Bookkeeping Specialist to support key administrative functions across the organization. This role is responsible for delivering comprehensive Human Resources and bookkeeping support, including recruitment, onboarding, payroll assistance, benefits administration, billing, and accounts receivable.

The ideal candidate will contribute to operational efficiency while providing high-quality service to employees, candidates, and stakeholders. This position operates in a primarily remote capacity with some periodic site visits and in-person meetings within Western New York.

Key Responsibilities

Human Resources Responsibilities

• Support full-cycle recruitment across departments, including sourcing, screening, and onboarding candidates
• Coordinate and execute new hire onboarding, including documentation, pre-employment requirements, and scheduling orientation
• Partner with hiring managers to ensure a smooth and effective onboarding experience
• Assist employees and supervisors with timekeeping inquiries, edits, and leave requests
• Prepare accurate bi-weekly payroll for Executive Director review and processing
• Administer employee benefits and leave programs, including enrollments, changes, and renewals
• Respond to and resolve employee and management inquiries pertaining to company leave and benefit programs.
• Maintain accurate benefits and leave records in compliance with applicable laws and policies
• Serve as liaison to benefits and leave administration carriers
• Promote consistent application of policies, procedures, and employment laws
• Maintain confidentiality of sensitive information
• Ensure accurate and compliant HR records and documentation
• Communicate effectively with internal and external stakeholders
• Provide general administrative support as needed

Bookkeeping Responsibilities

• Assist in the preparation and submission of monthly billing to funding sources (e.g., VA, DSS, NYS ESSHI)
• Review invoices, distribute to appropriate departments for approval, and coordinate necessary approvals with department managers
• Reconcile accounts and support month-, quarter-, and year-end closing processes
• Assist with additional bookkeeping duties as assigned

Additional Responsibilities

• Prepare and distribute HR and billing reports
• Support community engagement and organizational initiatives
• Participate in training and professional development activities
• Perform effectively in a fast-paced, detail-driven environment
• Take on additional duties as assigned

Qualifications (Preferred)

• Working knowledge of HR principles, practices, and employment laws
• Experience with recruitment, onboarding, payroll, benefits, or leave administration
• Familiarity with HRIS systems (e.g., Paycom or similar platforms)
• Basic knowledge of organizational bookkeeping principles
• Strong communication, interpersonal, and customer service skills
• Ability to manage multiple priorities with accuracy and efficiency

Language Ability:

Ability to read, analyze, and interpret general business forms, procedures, or governmental regulations. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from groups of managers, vendors, customers, and the general public.

Math Ability:

Ability to calculate figures and amounts such as proportions and percentages.

Reasoning Ability:

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Computer Skills:

To perform this job successfully, an individual should have knowledge of Microsoft Office.

Physical Demands:

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.

The employee must occasionally lift and/or move up to 30 pounds. While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands; reach with hands and arms and talk or hear. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

I have reviewed the above position description with my supervisor and understand this to be a guideline for my current job duties. I understand that management retains the discretion to add or change duties in my position at any time. This position description will be used in evaluating my job performance.