HR Operations & Systems Specialist

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Job Type

Full-time

Description

The HR Operations & Systems Specialist manages the technical administration and financial data of the HR department. This role ensures the accuracy of employee records, maintains the integrity of the Human Capital Management (HCM) system, manages child support entries, and oversees the unemployment insurance process. This position serves as the primary technical resource for the HR team, manages the HR ticketing system, and acts as a functional backup for payroll processing.

Key Responsibilities:

• Data Audit and Validation: Audit all internal change requests processed in HCM for accuracy and compliance with company policy and union contracts. Identify and resolve system errors or workflow bottlenecks.
• Billing & Reconciliation: Perform monthly audits of all HR-related invoices, including benefits and union payments. Reconcile billings against payroll deductions to ensure accuracy and prevent overpayments.
• Unemployment Administration: Manage the lifecycle of unemployment insurance claims. Coordinate directly with state agencies to provide required documentation, reconcile quarterly statements, and prepare evidence for hearings.
• Child Support Administration: Manage the intake and system entry for court-ordered child support deductions, ensuring strict compliance with legal withholding limits and timelines.
• Ticketing System Management: Serve as the primary administrator for the HR/Payroll ticketing system. Assign incoming requests to the appropriate team members and generate regular reports on response times, request categories, and volume trends for review.
• Employment Verifications: Serve as the central point of contact for all internal and external requests for employment and wage verification. Ensure all disclosures comply with privacy policies and legal requirements.
• Reporting & People Analytics: Generate and analyze HCM data to support labor negotiations, including seniority lists, census data, and demographic trends. Provide regular and ad-hoc reports on turnover, headcount, and other key people metrics as needed.
• Departmental Backup: Maintain proficiency in full-cycle payroll processing to serve as the primary functional backup for the Payroll Administrator.
• Operational Continuity: Document and maintain all HR system workflows. Ensure that critical processes are mapped out to provide support the team and facilitate departmental cross-training. Serve as the SharePoint administrator for HR, ensuring all internal resources and documentation are current, consistent, and user-friendly.

Requirements

Minimum Qualifications:

• Bachelor's degree in Human Resources, Finance, or Business; OR 5+ years of progressive experience in HR Operations, Payroll, or Data Analysis.
• Advanced proficiency in Microsoft Excel (Pivot Tables, VLOOKUPs, and complex formulas).
• Prior experience with enterprise HCM systems (e.g., Paylocity, UKG, or Workday).
• Project management experience preferred.
• Experience in a unionized environment preferred.

Knowledge, skills and abilities:

• Strong analytical, problem solving and interpersonal skills.
• Advanced quantitative skills, including data manipulation, statistical analysis and visualization.
• Ability to handle sensitive, confidential information including payroll data, legal garnishments, and personnel files with integrity.
• Ability to interpret Collective Bargaining Agreements (CBAs) to ensure system configurations and manual audits align with negotiated pay steps, seniority rules, and benefit contributions.
• Ability to translate complex data sets into clear, concise charts or dashboards for leadership review during labor negotiations or departmental planning.
• Demonstrated ability to work within and collaborate with a team.
• Willingness and ability to take initiative and operate independently.
• Excellent written and verbal communication skills.
• Strong organizational skills and detail oriented.