YMCA of the Black Hills JOB DESCRIPTION

Job Title: Payroll, Talent, & Employee Experience Specialist	Job Grade: 7
FLSA Status: Non-Exempt	Job Code:
Reports to: Director of Human Resources	Revision Date: 9/10/2026
Primary Function/Department: Human Resources

POSITION SUMMARY:

The Remote Payroll, Talent & Employee Experience Specialist is responsible for administering biweekly payroll and providing remote operational support for recruitment, onboarding, employee training, workforce compliance, employee engagement, and staff communications. This position maintains accurate employee information, coordinates recurring processes and deadlines, supports supervisors across all YMCA locations, and helps create a consistent and welcoming employee experience.

OUR CULTURE:

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

ESSENTIAL FUNCTIONS/PERFORMANCE OBJECTIVES:

Payroll

1. Process biweekly payroll for all employees.
2. Review timekeeping records and follow up with supervisors regarding discrepancies or missing approvals.
3. Audit payroll transactions for accuracy.
4. Process authorized wage changes, deductions, garnishments, leave balances, and employment status changes.
5. Review PTO and other applicable leave accruals.
6. Maintain accurate employee compensation and payroll records.
7. Coordinate authorized payroll corrections and off-cycle adjustments.
8. Prepare payroll reports and supporting documentation.
9. Reconcile payroll deductions and benefit-related payroll accounts in coordination with Finance.
10. Prepare retirement transmittals and process applicable employee status changes.
11. Support annual W-2 and payroll tax-form preparation.
12. Maintain confidentiality and security of payroll and employee information.

HRIS & Employee Records

1. Maintain accurate employee information within HRIS, payroll, and related systems.
2. Process employee hires, changes, transfers, wage adjustments, and terminations.
3. Maintain electronic employee records and approved personnel documentation.
4. Monitor HRIS data for accuracy and completeness.
5. Prepare recurring workforce reports related to staffing, vacancies, turnover, retention, and employee status.
6. Process employment verifications according to established procedures.
7. Maintain current HRIS, payroll, and administrative procedures and checklists.

Recruitment & Onboarding

1. Create and maintain approved job postings and recruitment records.
2. Maintain the applicant tracking system and communicate with applicants throughout the hiring process.
3. Conduct initial application reviews using established criteria and coordinate interviews with hiring supervisors.
4. Track open positions and hiring timelines and follow up with supervisors as needed.
5. Coordinate the administrative and virtual components of onboarding from accepted offer through completion.
6. Review onboarding documentation, coordinate electronic signatures, and enter or verify new-hire information.
7. Assign and track required orientation and training.
8. Provide supervisors with new-hire readiness updates and maintain onboarding schedules, checklists, and resources.
9. Conduct virtual portions of New Employee Orientation and provide information regarding payroll, timekeeping, direct deposit, and employee resources.

Training, Compliance, & Credential Tracking

1. Initiate and monitor approved pre-employment background checks and recurring screenings.
2. Track employee licenses, certifications, driving records, and program-specific credentials.
3. Maintain confidential, organized, and audit-ready compliance records.
4. Assign and monitor required abuse-prevention, workforce, onboarding, and annual training.
5. Maintain learning-management-system records and the annual training calendar.
6. Provide compliance reports and follow up with employees and supervisors regarding incomplete requirements.
7. Organize documentation for accreditation reviews, internal audits, childcare licensing, and other program requirements.
8. Escalate exceptions, adverse information, unresolved compliance gaps, and legally sensitive matters to the Director of Human Resources.

Employee Engagement & Communication

1. Administer employee engagement surveys and coordinate virtual employee feedback opportunities.
2. Coordinate administrative elements of employee recognition, wellness, professional-development, and engagement programs.
3. Compile and summarize engagement and retention data for leadership.
4. Maintain employee engagement and development calendars and resources.
5. Draft routine employee communications for approval, including training opportunities, payroll reminders, recognition messages, and compliance deadlines.
6. Maintain current employee forms, resources, checklists, and communication materials.
7. Coordinate consistent HR communications and reminders across YMCA locations.

Reporting & Process Improvement

1. Serve as a responsive administrative and systems resource for employees and supervisors across YMCA locations.
2. Collaborate with Human Resources, Finance, branch leaders, and organizational leadership to ensure accurate and timely information.
3. Maintain regular communication regarding payroll, recruitment, onboarding, compliance, and employee engagement activities.
4. Prepare recurring reports and provide accurate information to leadership to support organizational decision-making.
5. Identify administrative process gaps and recommend improvements that increase efficiency, consistency, and employee experience.
6. Maintain professional, respectful, and confidential relationships with employees, applicants, supervisors, and leadership.
7. Support the YMCA's mission and perform other duties as needed to further the YMCA movement.

Whatever else that may be needed to further the YMCA movement.

LEADERSHIP COMPETENCIES:

• Engaging Community
• Collaboration
• Communication & Influence
• Emotional Maturity

QUALIFICATIONS:

• Bachelor's degree in human resources, business, nonprofit management, administration, or a related field preferred; equivalent combination of education and experience may be considered.
• Experience in payroll administration, human resources, recruitment, onboarding, employee records, HRIS administration, or related areas.
• Strong organizational skills and attention to detail with the ability to manage multiple priorities and recurring deadlines.
• Strong written and verbal communication skills.
• Ability to maintain strict confidentiality when handling payroll, employee, and personnel information.
• Proficiency with HRIS/payroll systems, applicant tracking systems, spreadsheets, and other administrative technology.
• Ability to work independently in a remote environment while maintaining regular communication and availability during YMCA business hours.
• Ability to collaborate effectively with supervisors, employees, Finance, Human Resources, and organizational leadership across multiple YMCA locations.
• Ability to analyze information, identify discrepancies, and resolve routine administrative issues.
• Demonstrated commitment to providing excellent internal customer service.
• Ability to learn and administer YMCA policies, procedures, systems, and compliance requirements.
• Be passionate about the YMCA mission and vision and personally advocate and demonstrate the core values of honesty, respect, responsibility, and caring.
• Have CPR and First aid certification prior to or within 60 days of hire.

WORK ENVIRONMENT & 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.

• This is a fully remote position. Employees work primarily from a home office or other professional, distraction-free environment with reliable internet access.
• This role requires regular use of a computer, phone, video conferencing platforms, and other standard office technology.
• Employees are expected to maintain a professional and safe workspace and be available during established working hours as required by the position.
• The physical demands of this position are typical of a remote office-based role. Employees regularly sit and work at a computer for extended periods, with frequent use of a keyboard, mouse, monitor, and telephone.
• The position may require occasional standing, walking, reaching, bending, and lifting or moving office materials weighing up to approximately 10 pounds.
• Employees should be able to communicate effectively through telephone and video conferencing and perform the essential functions of the position with or without reasonable accommodation.

Note – All persons interested in being a member of the YMCA staff must follow DART.

• Dependability: Exhibit dependability by reporting for duty promptly and as scheduled.
• Appearance: Maintain presentable appearance as determined by the dress code.
• Role Model: Believe in and exhibit at all times the YMCA core values of honesty, respect, responsibility and caring
• Teamwork: Work together, help one another and lend a hand, even if it is not part of your specific responsibility.