The Role
Manages payroll processing, employee records, onboarding and offboarding, benefits administration, invoice reconciliation, compliance reporting, and employee inquiries. Audits payroll and HRIS data, resolves benefits billing discrepancies, maintains personnel files, supports regulatory filings, communicates policies, and assists with HR initiatives. The role requires confidentiality, accuracy, strong organizational skills, and proficiency with HRIS, payroll, office productivity, and collaboration tools.
Summary Generated by Built In
SUMMARY: The HR/Payroll Specialist manages the day-to-day administration of payroll processing, benefit bill reconciliation, and employee record maintenance. This role serves as a primary point of contact for employee inquiries regarding pay and benefits, ensuring data integrity, compliance with federal and state laws, and seamless HR operations.
ESSENTIAL FUNCTIONS :
- Employee Record Management
- Administer onboarding and offboarding processes, including creating HRIS profiles, new hire processing, issuing access codes, and recording employment changes and terminations.
- Maintain and update employee records in the HRIS, including leave status, benefit enrollments, tax withholdings, direct deposits, and wage deductions.
- Organize and maintain digital and physical personnel files in compliance with federal and state regulations.
- Determine benefit eligibility and proactively notify employees and managers regarding health plan enrollment and leave policies.
- Fulfill authorized information requests from internal/external auditors and verified third parties.
- Conduct periodic audits of HRIS data and maintain the company contact directory.
- Payroll Processing
- Review, audit, and reconcile timesheets, wage computations, tax entries, and labor distributions to ensure total payroll accuracy.
- Process bi-weekly payroll and distribute employee paychecks and earnings statements. Manage and reconcile payroll adjustments, retro-pay, reimbursements, and permanent or temporary deductions.
- Provide timely, accurate answers to employee inquiries regarding payroll, benefits, deductions, and leave balances.
- Benefit Bill Reconciliation
- Reconcile monthly benefit invoices (medical, dental, vision, life, disability) against HRIS deductions to ensure exact financial alignment.
- Audit enrollment changes to verify that new hires, terminations, and qualifying life events match carrier billing.
- Investigate and resolve billing variances directly with insurance carriers, HRBP and/or internal accounting teams to manage adjustments.
- Track and resolve all benefit-related billing discrepancies within monthly deadlines.
- Other Duties
- Inventory Management: Coordinate the ordering, tracking, and distribution of company uniforms, employee name tags, and training cohort supplies to ensure seamless onboarding and brand consistency.
- Quarterly Compliance Reporting: Compile payroll and personnel data to prepare and submit the quarterly Multiple Worksite Report (MWR) in compliance with state and federal department of labor regulations.
- Annual Federal Reporting: Partner with the HR Administrator to gather, validate, and submit the annual EEO-1/EEOC report to ensure full regulatory compliance.
- Assist the HR department with implementing various company-wide initiatives, programs, and procedures.
- Clearly communicate company personnel policies, benefits, and procedures to current employees and job applicants.
- Stay informed on changing state wage-and-hour laws, employment laws, and compliance updates.
- Participate in administrative staff meetings and professional development seminars. Perform other related operational duties as assigned.
COMPETENCIES:
- Human Resources Capacity: Solid understanding of core HR and compliance principles.
- Customer/Client Focus: Strong service-oriented approach to handling employee inquiries.
- Ethical Conduct: Uncompromising commitment to maintaining strict confidentiality and data security.
- Personal Effectiveness: Excellent organizational, time-management, and prioritization skills.
SUPERVISORY RESPONSIBILITY:
- This position has no direct supervisory responsibilities but provides guidance, support, and cross-training to peers within the department.
WORK ENVIRONMENT:
- This role operates in a professional office environment using standard equipment (computers, phones, copiers).
PHYSICAL DEMANDS:
- Largely a sedentary role, but requires the physical ability to stand, bend, stool-step, and lift up to 20 lbs when managing physical files.
SKILLS, KNOWLEDGE & ABILITIES:
- HR & Finance Knowledge: Practical knowledge of compensation, benefits administration, payroll processing, and clerical systems.
- Communication: Exceptional active listening, verbal, and written communication skills.
- Critical Thinking: Strong mathematical capability with the ability to apply general rules to solve logic, data, or calculation errors.
- Technical Proficiency:
- Advanced proficiency with a major HRIS/Payroll platform required; hands-on experience with ADP is highly preferred but not required.
- Strong command of Microsoft Office (Word, Excel, PowerPoint) and Google Workspace.
- Familiarity with—or willingness to learn—AI applications (e.g., Gemini, NotebookLM) and automated screening/sourcing tools.
EXPECTED HOURS OF WORK:
- Some flexibility in hours is allowed, but the employee must be available during office hours from 8:00 a.m. to 5:00 p.m.
- Must work 40 hours each week.
TRAVEL:
- Occasional local, neighbor island and U.S. mainland travel to various store locations may be required.
- Less than 10 days per year.
QUALIFICATION REQUIREMENTS:
- Education: Bachelor’s degree in Human Resource Management, Business Administration, Accounting, or a related field.
- Experience: 2–4 years of experience in human resources, payroll, or accounting; or an equivalent combined mix of education and experience.
Skills Required
- Bachelor's degree in Human Resource Management, Business Administration, Accounting, or a related field
- 2-4 years of experience in human resources, payroll, or accounting, or an equivalent combination of education and experience
- Advanced proficiency with a major HRIS and payroll platform
- Strong command of Microsoft Office, including Word, Excel, and PowerPoint
- Strong command of Google Workspace
- Hands-on experience with ADP
- Familiarity with or willingness to learn AI applications such as Gemini and NotebookLM and automated screening or sourcing tools
- Availability during office hours from 8:00 a.m. to 5:00 p.m. and ability to work 40 hours weekly
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The Company
What We Do
Since 1951, HouseMart has operated as a local and family-owned retail company. Everyday we strive to become the best operating chain of independent craft, lifestyle, and hardware stores in the country by providing exceptional customer service and creative solutions to enhance our customers' lifestyles.
