JOB DESCRIPTION
JOB SUMMARY
The Human Resources/Payroll Specialist is responsible for providing direct support to company executives, management, and employees in all phases of administrative, Human Resources, and Payroll support.
RESPONSIBILITIES
Human Resources Assistant duties:
- Provides backup support for new hires including but not limited to orientations, pre-employment procedures, background checks, drug screens, offer letters, paperwork, HRIS input, and coordination between the applicant and hiring manager.
- Assists with the development and administration of programs, procedures, and guidelines to help align the workforce with the strategic goals of the company.
- Inputs and documents all status changes and updates all databases including ADP.
- Responsible for maintaining ADP Workforce (database ensuring accuracy and integrity of information)
- Heavy usage of Excel and running reports from ADP Workforce Now.
- Manages drug/alcohol testing for, pre-employment and random drug testing.
- Works heavily with the Manager of HR on compensation and HR projects.
- Maintains company organization charts.
- Assists HR Manager in administering the 401(k) plan including processing. contributions/deductions, changes, distributions, loans, and addressing employee inquiries.
- Ensures labor law postings are current in each office.
- Completes employee verification of employment.
- Maintains vacation, service award, and time off reports.
- Ensures new hire benefits and required onboarding documents are completed.
- Assists employees and coordinates with third-party claims administrator relative to insurance and benefit questions, changes, and/or issues.
- Assists with the annual benefit Open Enrollment period.
- Assist with employee presentations—PowerPoint efficient.
- Assist management with other projects as assigned.
Executive Administrative Assistant duties
- Act as a liaison and first point of contact with internal and external customers, vendors, and team members.
- Coordinate senior staff schedules and arrange appointments.
- Answer and screen calls, and arrange conference calls for senior staff.
- Coordinate and arrange meetings, schedule conference rooms, and order and set up catered meals.
- Coordinate and arrange travel for senior staff; prepare travel packets (itineraries, maps/directions, and meeting notes).
- Assist with the preparation of presentation materials, including slide decks and meeting books.
- Compose and type routine correspondence and meeting minutes.
- Prepare senior staff expense reports.
- Greet scheduled visitors and direct them to the appropriate area or person.
- Prepare outgoing mail and correspondence, including e-mails and faxes.
- Order missing supplies and maintaining inventory, replacing materials and equipment as needed.
- Coordinate as needed for company events and team-building activities.
Payroll duties
- Serve as a backup for all phases of the payroll processing cycle to include master payroll balancing and required governmental reporting in an accurate and timely manner, checks, relocation data, new hire bonus and exception hours for salaried exempt and nonexempt employees, and actual hours worked for hourly employees into ADP software.
- Assists employees with payroll issues including researching issues/discrepancies and processing necessary corrections. Must comply with all regulatory standards, audit requirements, policies, and procedures for payroll.
- Responsible for processing and maintaining employee information including enrollments, changes, and cancellations of all benefit programs for all employees.
- Assists employees and coordinates with third-party claims administrator relative to insurance and benefit questions, changes, and/or issues.
- Assists with the completion of external market survey data reports.
HIRING REQUIREMENTS
- Bachelor’s degree from a year college or university or 5 – 7 years of equivalent combination of education and experience in Human Resources/payroll.
- Generalist experience preferred.
- Experience in the oil and gas/energy industry.
- Experience with pre-employment and onboarding; new hire orientations, new hire paperwork, pre-employment drug screening, background checks, inputting information into the database, and creating e-files.
- Strong knowledge of ADP Workforce Now and running reports.
- Familiar with HR-related communication, compliance, and regulations.
- Proficient with Microsoft software, especially Excel and PowerPoint.
- Employee-focused with strong interpersonal and communication skills.
- Must be able to handle confidential information in an ethical and professional manner
- Strong work ethic and positive team attitude
- Effective attention to detail and a high degree of accuracy.
- Strong problem identification, problem resolution, and multitasking skills.
- Sound analytical thinking, planning, prioritization, and execution skills.
- Ability to respond appropriately in pressure situations with a calm and steady demeanor; proficient in organizing and prioritizing work and ability to meet deadlines.
