Human Resources Specialist

GENERAL STATEMENT OF JOB

Under general supervision, performs a variety of administrative work in the field of Human Resources management for the Parish. Work involves performing generalized and specialized administrative work; coordinating various Human Resources functions and benefits programs; providing information to employees and managers; interacting with current, previous and prospective employees; and other work as directed.

Reports to the Human Resources Director.

SPECIFIC DUTIES AND RESPONSIBILITIES ESSENTIAL JOB FUNCTIONS

Assists Department Directors and managers with application and selection process; receives and logs applications; notifies by electronic mail acknowledgement of online applications that have been received; forwards applications for review; administers written testing to applicants; sends letters to applicants not selected for applied position.

Provides information and assistance to applicants, employees, managers, directors, or other individuals regarding benefit plans, policies, procedures, timeframes, forms, and other issues.

Administers orientations, including preparing packets for orientation, explaining documents and benefits, having new hires complete required documentation correctly, answering questions regarding Parish documents and/or products, and maintaining the most current and accurate forms and information regarding products, policies, and/or laws.

Responsible for processing, managing and updating enrollment and/or verification for various employee related programs. Completes forms for state and federal programs.

Opens Enrollment; receives, tracks, and processes open enrollment changes; creates and distributes publications to notify employees of open enrollment period.

Processes benefit changes, beneficiary changes, reclassifications, new hires, promotions, terminations, and disciplinary actions.

Manages and retains personnel records, to include: ensuring the completion of personnel action forms; obtaining signatures and department approvals; copying documents; distributing and filing; and maintaining personnel files for all active and former employees.

Develops and updates forms, including, but not limited to personnel action forms and job application forms. Assists Department Directors with developing and advertising job announcements and job descriptions.

HUMAN RESOURCES/PAYROLLSPECIALIST

Maintains the Parish's Personnel Manual; provides assistance and guidance to employees based on the

policies outlined in the Personnel Manual; review and recommend changes to the Policy Manual on an as­ needed basis.

Maintains the Parish's Classification and Compensation Plan; ensures that all new hires and personnel changes are consistent with established job classification and compensation levels; assists Department Directors and Managers with changes to job classifications and compensation rates; assists Department Directors with creating and classifying new positions or reclassifying existing positions; manages periodic updates to the Classification and Compensation Study.

Creates, maintains, and provides various reports and presentations as requested by the Parish President or Human Resources Director.

Maintains high level of confidentiality for the information within the office.

Coordinates with Department Directors for the completion of pre-employment reviews, including conducting background checks, arranging physical examinations, drug testing, obtaining driving records, and other information as needed.

Verifies employment status, dates of employment, and salary information when requested, pursuant to the requirements of the Freedom of Information Act.

Creates, implements, and disseminates pay, holiday, and orientation schedules.

Provides direction, training, guidance, and assistance to employees; answers to employee questions from all levels of employees from Departmental Directors to regular employees.

Provides assistance to coworkers and supervisor as requested; provides assistance outside of assigned position as needed.

Maintains a comprehensive knowledge of current laws and regulations; reads professional literature; attends conferences and training opportunities on an as-needed basis.

Maintains regulatory postings in buildings such as labor law posters.

Receives, reviews and responds to various records, reports and documents, correspondence, etc.

Operates a variety of office equipment and machinery such as computer, telephone, fax machine, copy machine, shredder, postage meter, etc.

Uses a variety of tools such as calculator, filing cabinets, standard office tools, etc.; a variety of supplies such as pamphlets, packets, booklets, general office supplies, etc.; and a variety of computer software such as Microsoft Word, Microsoft Access, Microsoft Excel, Microsoft Publisher, Adobe, Microsoft Outlook, Microsoft PowerPoint, etc.

Interacts and communicates with various groups and individuals such as Parish President, Managers, Department Directors, Parish employees (including elected officials), Benefit Administrators of companies, private vendors, Optional Product representatives, retirees, and the general public.

HUMAN RESOURCES/PAYROLLSPECIALIST

Payroll Process

The Human Resource Specialist is responsible for administering and executing the organization’s payroll process with accuracy, confidentiality, and compliance with all applicable laws and policies.

The payroll process includes the following key steps

Data Collection and Verification

Collect employee work data, including hours worked, attendance records, leave balances, overtime, and any additional earnings or deductions. Verify all submitted information for accuracy and completeness by coordinating with supervisors and department managers.

Payroll Data Entry

Input verified employee data into the payroll system, ensuring all employee details such as compensation rates, tax withholdings, benefits deductions, and direct deposit information are current and accurate.

Timekeeping and Attendance Reconciliation

Review timekeeping systems to ensure proper recording of employee hours. Resolve discrepancies, missing time entries, or inconsistencies in collaboration with employees and management before payroll processing.

Payroll Processing

Process payroll on a scheduled biweekly basis. Ensure compliance with federal, state, and local wage and hour laws.

Tax and Deduction Management

Manage voluntary deductions such as health insurance, retirement plans, and garnishments.

Payroll Review and Approval

Conduct a thorough audit of payroll reports prior to finalization. Identify and correct errors, ensuring all payments are accurate. Obtain necessary approvals from management before releasing payroll.

Payment Distribution

Facilitate employee payments through direct deposit or checks. Ensure timely and secure distribution in accordance with company policy.

Recordkeeping and Documentation

Maintain accurate payroll records, reports, and documentation in compliance with legal and organizational requirements. Ensure confidentiality and secure storage of sensitive employee information.

Compliance and Reporting

Ensure payroll practices comply with all relevant labor laws and regulations. Prepare and submit required payroll reports, tax filings, and year-end documents such as W-2s.

Employee Support and Issue Resolution

Respond to employee inquiries regarding pay, deductions, and payroll discrepancies. Investigate and resolve payroll issues promptly and professionally.

Continuous Improvement

Monitor payroll processes and recommend improvements to enhance efficiency, accuracy, and compliance. Stay updated on changes in payroll laws and best practices.

HUMAN RESOURCES/PAYROLLSPECIALIST

ADDITIONAL JOB FUNCTIONS

Greets members of the public and answers phone calls when other office staff members are unavailable. Performs general/clerical tasks as required, including typing reports and correspondence, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, answering the

telephone, establishing and maintaining filing systems, etc. Performs other tasks as required.

Pay: $45,000.00 - $49,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Retirement plan

Experience:

• Payroll management: 3 years (Required)
• Human Resources: 3 years (Required)

Work Location: In person