HR Operations Specialist
JOB SUMMARY:
The HR Operations Specialist/ Payroll Clerk, supports the day-to-day administrative and operational functions of Human Resources with primary responsibility for benefits administration, employee records, and compliance tracking. This role executes established HR processes to ensure accuracy, consistency, and regulatory compliance while providing a high level of service to employees.
This position focuses on operational support and coordination rather than policy development or independent decision-making and serves as a key resource for HR processes, employee engagement support, and recruitment coordination. Primary responsibilities include processing payroll, maintaining payroll-related records, assisting with accounts payable and accounts receivable activities, data entry, account reconciliations,
ESSENTIAL DUTIES:
Benefits Administration/Payroll
Payroll Responsibilities
- Process bi-weekly payroll accurately and timely in accordance with established payroll schedules.
- Review payroll records for completeness and accuracy, including employee hours, leave balances, deductions, and benefit elections.
- Audit payroll reports and identify discrepancies prior to payroll processing.
- Maintain employee payroll records and supporting documentation in accordance with federal, state, and organizational requirements.
- Process payroll adjustments, retroactive payments, garnishments, tax withholdings, and other payroll transactions as directed.
- Assist employees and managers with payroll-related questions and concerns.
- Prepare and distribute payroll-related reports, including paid time off accruals, overtime reports, labor distribution reports, and other workforce-related data.
- Ensure payroll activities comply with applicable federal and state wage and hour laws, tax regulations, and organizational policies.
- Support preparation of year-end payroll activities, including W-2 processing and reconciliation.
- Maintain confidentiality of employee compensation and payroll information.
Compliance and Internal Controls
- Adhere to established internal control procedures designed to safeguard organizational assets.
- Ensure compliance with GAAP, hospital policies, payroll regulations, and applicable federal and state requirements.
- Report potential errors, discrepancies, or compliance concerns to management promptly.
- Participate in ongoing education and training to maintain competency in accounting and payroll practices.
- Assist w/ initial payroll duties, checking timecards and communicating with employees
- Coordinate benefit enrollments for new hires and life events
- Support open enrollment communication and documentation
- Provide routine benefit assistance to employees
- Reconcile benefit invoices for accuracy
Employee Records and HR Operations
- Maintain personnel files in compliance with requirements
- Process employee status changes and verifications
- Maintain accurate HRIS and payroll data
- Ensure confidentiality of employee information
Leave and Compliance Administration
- Track FMLA and leave documentation and notices
- Maintain workers’ compensation documentation
- Track certifications, licenses, and training
- Support compliance reporting and documentation
Employee Engagement and HR Support
- Assist with engagement initiatives and events internally
- Support HR communications
- Respond to routine employee questions
Recruitment Support
- Assist with interview scheduling and coordination
- Support onboarding and hiring logistics
- Provide backup support to Recruitment Specialist
COMPETENCIES:
- Support MMH vision and mission.
- Maintain confidentiality of all work information.
- Demonstrate an ability to function successfully in a team environment.
- Exhibit courteous, compassionate, and respectful treatment of internal and external customers.
- Displays a positive attitude and flexibility in changing situations.
- Participates in identifying problems and suggesting solutions.
- Report any compliance issues as designated in the MMH Compliance Program.