Human Resources Specialist

STATUS: Full Time / Non-Exempt 

REPORTS TO:  Director, Human Resources

LOCATION:  Rochester, NY Corporate Office

HOURS: 37.50 hours per week

COMPENSATION: The starting hourly wage for this position is expected to be $27.00-$29.00 per hour. The actual hourly wage will be determined based on experience and other-job related factors, consistent with applicable law.

SCHEDULE: Monday through Friday 9:00am – 5:00pm

Position Summary

The Human Resources Specialist is responsible for supporting the daily operations of the Human Resources department. This position will support HR administration, employee records, onboarding, ADP updates, payroll and benefits support, and routine employee and manager needs.

The ideal candidate is approachable, detail oriented, comfortable managing multiple priorities independently, and able to handle confidential information. This position will help keep HR processes moving while recognizing and escalating sensitive or complex matters appropriately. This employee will perform all responsibilities in a manner that serves The Summit’s Mission and upholds the credit union’s values.

 Essential Responsibilities - Must be capable of performing the following essential responsibilities, with or without reasonable accommodations, as outlined below.

 HRIS Administrative Support – ADP Workforce Now

• Maintain the HRIS to ensure data integrity and confidentiality.
• Provide ongoing support to new and existing employees on navigating and utilizing the HRIS.
• Prepare routine HR reports and help maintain accurate workforce data.
• Support management with the completion of Personal Action Notices (PANs) and process any changes accordingly, including new hires, status changes, and terminations. 
• Support PTO and Paid Sick Leave administration and respond to routine employee questions regarding timekeeping.
• Prepare reports, spreadsheets, and presentations as requested.

HR Operational Support

• Support bi-weekly payroll preparation by reviewing routine timekeeping items, following up on missing information, and maintaining payroll documentation.
• Serve as the first point of contact for routine HR questions and route sensitive employee relations, compliance, or policy matters to the Director, HR and HR Team Lead.
• Assist with leave administration by routing employee documentation to our insurance carrier.
• Assist with employment verifications and other employee requests as needed.
• Oversee monthly & quarterly billing timely and audit and reconciliation of benefits.
• Maintain accurate employee records, personnel files, and HR documentation.
• Conduct routine HR audits to ensure data accuracy and compliance.
• Support employee engagement initiatives and credit union events.
• Maintain and update HR resources and content on the intranet, helping ensure all staff has access to accurate, current, and well-organized information across HR programs and processes.
• Processing the administration of annual performance appraisals and mid-year check-ins within our performance management system, as well as researching areas of this system and suggesting enhancements year-round. 

Onboarding and Offboarding Support

• Coordinate onboarding and offboarding, including paperwork and offer letters, background checks, I-9 and E-Verify processing, and employee documentation.
• Prepare, schedule and coordinate monthly new hire orientation in collaboration with the Talent Coordinator.
• Maintain “employee change report” to ensure completion of onboarding/offboarding paperwork and HRIS updates.
• Process existing employee status changes and enter/terminate new hires and exiting employees within HRIS and retirement systems.
• Support 401(k) administration, including eligibility tracking, enrollment assistance, employee questions, and documentation.

Other Responsibilities:

• Ownership of our monthly internal newsletter, The Summit Spirit.
• Manage incoming HR mail, deliveries, and correspondence.
• Serve as the back-up to the front desk receptionist as needed, assuming all duties.
• Provide administrative support including filing, scanning, data entry, and document preparation.
• Support our Wellness 365 Program by researching and suggesting ideas, as well as coordinating monthly wellness boxes. 
• Monitor the Employee Suggestion Program inbox daily and route suggestions to the HR Team Lead. 
• Support Employee Engagement initiatives. This includes participating in our SumFun Committee and supporting annual events such as the anniversary luncheon, Mix & Mingle, open enrollment, etc. 
• Identify opportunities to improve HR processes, documentation, and workflow efficiency.

• Other Duties as assigned.

*Note: The above information on this job has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

 Qualifications and Skills

Education & Experience - Applicants must possess the following qualifications or an equivalent combination of education and experience:

• Education: Bachelor’s degree in human resources, business administration or related field, and Certified Payroll Processer (CPP) certification preferred.
• Experience: A minimum of two to four years of human resources or related experience with a focus on payroll, HRIS and leave management preferred.
• SHRM-CP or PHR designation preferred.

Knowledge/Skills/Abilities (including Technical & Systems/Equipment Proficiencies)

• Strong attention to detail and the ability to manage multiple deadlines.
• Excellent organizational and time management skills
• Strong communication, build interpersonal relationships and demonstrate empathy
• High level of discretion and professionalism when handling confidential information
• Ability to work independently and prioritize in a fast-paced deadline-drive environment
• Experience with ADP
• Proficient with Microsoft Office Suite; including but not limited to Outlook, Word, and Excel
• Must be able to demonstrate sufficient knowledge in the area of payroll taxes
• Proficiency in the use of timekeeping
• Must maintain confidentiality at all times
• Demonstrate solid judgement and ability to interpret payroll-related regulations
• Office equipment (i.e. calculators, computers, printers, copiers, multi-line phone systems and with fax capabilities)
• Intranet/Internet, navigation of web-based vendor systems, and utilization of teller & banking software

 Physical Requirements 

• Lifting (5-10 pounds)
• Standing/Sitting extended periods of time, while working in front of computer monitor
• Typing / Data Entry
• Professional Office Environment
• Overhead Lighting

 Training and Compliance Requirements

• Subject to the compliance requirements of all related federal regulations, including but not limited to; the Bank Secrecy Act (BSA), Anti Money Laundering (AML), Information Security and Privacy policies and procedures. Employees complete annual BSA, AML, Information Security, Privacy and other job-related training requirements as established by the Summit and within deadlines.

EQUAL OPPORTUNITY EMPLOYER: The Summit Federal Credit Union is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, protected veteran status, or status as a qualified individual with disability. Subject to the compliance requirements of all related federal regulations, including but not limited to; the Bank Secrecy Act (BSA), Anti Money Laundering (AML), Information Security and Privacy policies and procedures. Employees complete annual BSA, AML, Information Security, Privacy, and other job-related training requirements as established by the Summit and within deadlines.