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Human Resources Specialist II
Administration Department
FLSA Status: Exempt
Reports to: Assistant Vice President of Human Resources
Schedule: The work week is Monday-Friday, generally working a minimum of 40 hours/week aligned with the core administration hours of 8:00 am-4:00 pm; however, hours may vary depending on departmental needs including early morning, evening, and weekend hours as needed.
Position Summary
The Human Resources (HR) Specialist II is responsible for a wide range of HR functions at the South Bend International Airport (SBN), in compliance with all applicable laws and regulations. Specific functions include payroll administration, employee benefits/services, maintenance of employee files, and providing a high level of customer service to SBN employees, partners, and the general public.
Essential Duties & Responsibilities
- Process bi-weekly payroll with accuracy and maintain attendance transactions, balances, and accruals.
- Ensure proper approvals for timecard details and all other compensation.
- Track paid time off and process adjustments as appropriate.
- Ensure appropriate calculation and payments of terminated employees (vacation payout, severance, etc.) and serve as HR liaison regarding employee leave of absences for proper payments.
- Follow union agreement provisions as they apply to payroll.
- Ensure garnishments are properly supported, deducted, and distributed to the appropriate parties.
- Properly calculate and pay pro-rated salary adjustments.
- Ensure all other deductions are appropriately administered and withheld.
- Reconcile payroll and prepare payroll entry to record in the Company’s general ledger.
- Perform miscellaneous tasks as needed: electronic filing, contacting compensation software support for answers to system questions, third party sick pay, document retention, etc.
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Facilitate all required tax liabilities reporting including Federal, State & Local.
- Review all other quarterly and annual reporting, Statement of Deposits, and W-2 issuances, lead amendment process as appropriate.
- Maintain the Authority’s systems related to payroll, benefits, and onboarding.
- Resident expert of the payroll module within the HR/Payroll software (ADP) and separate Benefits Administration (Employee Navigator) software.
- Timely completion of assigned tasks for new hires, terminations, and transfers.
- Ensure direct deposit information is completed.
- Ensure benefits compliance regarding notifications, reporting and ongoing enrollment.
- Assist with annual enrollment and vendor communication, and personal health assessment (PHA) coordination.
- Assist with on-boarding of new staff.
- Provide superior customer service.
- Serve as a resource for employee questions and concerns related to payroll and insurance claims.
- Prompt response to all phone, email, or other communications.
- Assist with training of Authority’s HR/Payroll software and Benefits Administration system.
- Partner with AVP of Human Resources to ensure data accuracy and fluid information share of technology, compliance, etc.
- Responsible for processing all billing related to payroll, benefits and HR expenses.
- Create internal communications, including a bi-weekly HR newsletter.
- Maintain knowledge associated with federal, state, and local requirements pertinent to the position.
- Participate in professional development opportunities as they relate to payroll, benefits, and onboarding.
- Perform any other duties as may be assigned.
- Support and encourage the Authority’s Mission, Vision and Values Statements. All employees are expected to be part of our customer service team as Dedicated Customer Care Specialists.
Qualifications
Minimum Qualifications / Functional Requirements
- Bachelor’s degree in business or similar area of study with specialized training in public organizations, office management, file management, and detailed organizational and tracking capabilities required. In lieu of a degree, an equivalent combination of relevant education and experience will be considered.
- At least five years of experience in a position requiring payroll administration, data input, and recordkeeping. Experience working with public organizations preferred. Knowledge of ADP a plus.
- Must possess and maintain a valid United States, state issued, driver's license.
- Must complete and pass a comprehensive background and Criminal History Records check and be able to obtain and maintain security and access credentials.
- Must pass a pre-employment drug screening.
Knowledge, Skills, and Abilities
- Ability to use Microsoft Office Suite, HRIS, and financial systems and programs.
- Knowledge of problem-solving techniques.
- Ability to make decisions based on sound judgment, organize and prioritize, maintain confidentiality, maintain accurate and complete records, and adhere to schedules and meet deadlines.
- Ability to establish and maintain effective working relationships with others at all levels both internally and with other organizations, listen and communicate effectively both verbally and in writing, and interact with a variety of personalities.
- Ability to write, edit and proofread documents, respond through effective oral and written communication, and adapt to the changing priorities of the Airport.
- Must be a self-starter, highly organized, and detail oriented.
Work Environment
Position works both in an office setting and occasionally outdoors with exposure to a variety of temperatures and weather conditions. The noise level inside is usually quiet to moderate and outside may be moderate to loud. Exposure to dust, grease, excessive noise or vibration, and/or noxious gas or fumes may be occasionally expected. All work areas and Authority vehicles are smoke free.
Physical Requirements
- Must be able to remain in a stationary position for constant periods of time, often alternating between sitting and standing.
- Ability to lift and carry items weighing up to 15 pounds, along with occasional kneeling, crouching, and bending.
- Ability to walk, reach with hands and arms, and occasionally climb stairs.
- Ability to frequently operate a computer and other office equipment.
- Ability to communicate accurate information and ideas so others will understand.
- Ability to hear, understand, and distinguish speech and/or other sounds.
- Vision abilities required include close, distant, color, peripheral, depth, and the ability to adjust focus.
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