Payroll and Records Specialist

The Payroll and Records Specialist is responsible for processing payroll accurately and promptly, maintaining employee records, and ensuring compliance with applicable laws, regulations and institutional policies. This role supports various payroll functions, including data entry, audit of timekeeping records, and preparation of payroll reports. Additionally, the specialist manages confidential employee information, responds to payroll-related inquiries, and assists with onboarding and employment documentation. This position plays a key role in delivering excellent customer service and supporting the overall effectiveness of HR operations.

• Provides responsive customer service to employees and departments regarding all payroll and record functions.
• Assists departments with timekeeping tasks, including electronic timesheet approvals and generating payroll-related reports.
• Serves as the primary liaison with System Payroll, auditing personnel actions, and ensuring accurate data entry and processing of payroll transactions.
• Maintains and updates employee records and electronic files, including verification of employment, name changes and directory listing.
• Conducts research to calculate prior state service, leave eligibility, transferable hours, longevity pay, and terminating vacation payouts.
• Processes payroll records, position changes, employee-initiated system changes, and contributions.

• Performs all other duties as assigned.
• Offers clerical and administrative support to the Payroll and Talent Acquisition leadership as needed

Direct Reports:

• None

Delegation of Work:

• N/A

Supervision Given:

• N/A

Required Education:

• Minimum of 60 hours of completed college coursework

Required Experience:

• Minimum of two (2) years of job-related experience

License/Certification:

• None required

• Experience with Human Resources Management System
• Experience with document management systems

Knowledge:

• Knowledge of the basic usage of Human Resources Management Systems

Skills:

• Good technical skills, including proficiency in MS Office.
• Excellent interpersonal and communication skills.
• Strong problem-solving skills

Abilities:

• Ability to learn new software, ability to effectively communicate with a wide range of individuals and constituents in a diverse community
• Ability to effectively communicate with a wide range of individuals and constituencies in a diverse community

Primary Work Location:

• Works in an office environment.

Physical Demands:

• Work is performed in a typical, comfortable interior work environment, which does not subject the employee to any unpleasant elements
• Individual has discretion about walking, standing etc.
• Individual has minimal exposure to physical risks

Commitment to Excellence - UHD

• Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
• Continuously strives to improve work performance.
• Accepts responsibility for his/her commitments to the university.
• Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Focus on Customer Service

• Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
• Respectfully ascertains customer's needs and determines appropriate response.
• Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
• If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
• Follows up with customers on outstanding requests in a timely manner.
• Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.

Dependability

• Takes responsibility to accomplish job assignments within reasonable deadlines.
• Willing to accept new projects and/or commitments.
• Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
• Arrives to work on time prepared and ready to contribute.

Flexibility

• Willingly adjusts to changing work assignments or conditions.
• Open to changes in operational procedures, technology, and/or organizational structure.
• Views changes as opportunities for learning and professional development.
• Displays a positive attitude to encourage others.
• Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Integrity

• Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
• Accepts responsibility for his/her actions.
• Respects and complies with department and university policies, procedures, and work rules.

Problem Solving

• Formulates plans and strategies to proactively resolve anticipated problems.
• Prudently responds to unforeseen problems through careful consideration and analysis of problem and relevant information and circumstances.
• Recognizes and apprises appropriate university administrator when resolution requires senior management input and/or approval.

Proficiency

• Possesses required job skills and knowledge.
• Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.

Respect and Cooperation

• Treats others with courtesy, respect, and dignity in the workplace.
• Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.

Student Success Indirect Support

• Contributes to student success by assisting students with anything that supports their student experience, whether directly or indirectly.
• Helps students navigate their way through the different offices, programs, and services at the university and/or connects students with the appropriate party(ies).
• Connects students with services or resources that can help them with career exploration, goal selection, and ongoing academic assistance.
• Helps students build peer support networks.
• Encourages student participation in out-of-class activities.
• Provides encouragement and guidance to foster student success.
• Treats students with respect
• Maintains the learning environment to ensure quality and/or sound pedagogy.