Temporary Human Resources and Payroll Specialist

Job Title:  Temporary Human Resources and Payroll Specialist

Position is to cover for a leave of absence

Tentative start date is late January or early February with a tentative end date of August 1, 2026.

Division/Department: Human Resources

Reports to:  Director of Human Resources           

Location:  Palos Verdes

Type of position:  12 month Full-Time Non-Exempt

POSITION SUMMARY

The overall responsibilities of this role are to assist with Human Resources and Payroll/HRIS administrative tasks and complete special projects such as auditing employee’s files, records and required documents.  The role will be responsible for meeting with new hires, updating employee information stored in the HRIS, application tracking and Payroll systems.  It will also include other functions as needed.  In addition, there will be Human Resources support responsibilities that include employee file and data maintenance, worker’s compensation record keeping and back-up payroll processing support.  This is a 12-month position and supports the hiring, onboarding, timekeeping, and payroll processing for the summer program.  The role is part-time, working from 20-28 hours per week on campus.

MAJOR RESPONSIBILITIES

This position reports to and is supervised by the Director of Human Resources.

Human Resources Duties to include:

1.            Employee Records

1. Complete files for all new and seasonal employees
2. File all employee documents in accordance with legal record maintenance guidelines
3. Review and maintain all current employee files
4. File and store terminated employee files per guidelines
5. Review I-9s and check I-9s for terminated employees
6. Submit government compliance reports such as EEO-1, CA Pay Data, and CES reports

2.            Workers Compensation

1. Support in the maintenance of all workers compensation records
2. Support the communication of workers compensation guidelines and process

3.            Hiring support

1. Send out offer letters through PayCom
2. Collect pre-hire documents
3. Send out new hire workflow through PayCom
4. Meet with all new hires to complete new hire paperwork
5. Set up benefit enrollment for new full-time employees

4.            Onboarding Process Support

1. Coordinate new employee onboarding requirements with IT, Facilities and respective hiring managers
2. Schedule onboarding and hold orientations for new hires to review Chadwick Policies and procedures
3. Complete new hire file for all new employees, including I-9, and enter all information in the HRIS
4. Confirm that bimonthly mandatory DE-34 lists are submitted by PayCom to the state of California
5. Manage maintenance and accuracy of employee data, for reporting and distribution
6. Maintain all employee documents in accordance with legal record maintenance guidelines
7. Review and maintain all current employee files, updating all records in the HRIS
8. Enroll and maintain employees in Vector, Skoolspot and Instasub

5.            Miscellaneous HR Duties

1. Order Business cards and Name Badges
2. Assist department managers with miscellaneous reports they need from Paycom

Payroll/HRIS Duties to include:

6.            Payroll Support

1. Audit time keeping records
2. Communicate missing timecard information to employees and correct time keeping records as requested by employees
3. Prepare for payroll submission
4. Support the maintenance of all payroll records
5. Train to be a backup payroll specialist as needed

7.            HRIS Support

1. Monitor Seasonal Employees
2. Update and review applicant tracking information
3. Enter new hire information and verify employee and benefit information is correct
4. Update all employee records and data in HRIS, including Livescans, Job Descriptions, Agreements, pay rates and increases, and staff movements
5. Monitor updates on mandatory forms and notices and reflect these in the new hire onboarding templates in the HRIS
6. Ensure payroll processing schedules are correct and holidays are uploaded to timecards at the beginning of the year
7. Provide HRIS support for employees and time managers

8.            Benefit Support

1. Review, audit and monitor benefit enrollment for voluntary life insurance
2. Coordinate submission of EOI

9.            Perform other duties as assigned

EDUCATION, EXPERIENCE, AND SKILL REQUIREMENTS

• 1-5 years’ experience in Human Resources administration, Payroll and HRIS required.
• Bachelor’s degree in Human Resources Management, Accounting or related field preferred.
• Experience working wit PayCom strongly preferred.
• Strong organization and project management skills including managing a timeline, attention to detail, flexibility, interpersonal and collaborative skills, and ability to work long hours if necessary.

Compensation:  $30.00 to $38.00 based on experience and qualifications.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENT

• Required to lift and carry up to a maximum of 25 lbs., in a correct manner consistent with the appropriate training provided by the School.
• Occasionally required to use hand to finger, handle or feel objects, touch and use tools, reach with hands and arms, climb stairs, bend, stoop, twist, lift, reach, push, pull, grasp, balance, kneel, crouch, crawl, grasp, talk, hear, and walk during the course of employment.
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and an ability to adjust focus.
• May use telephone, computer, copier, and other office equipment in the course of a day.
• May be required to sit while operating word processing equipment for up to 2-4 hours daily.

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential function of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing this job, the employee is exposed to weather conditions prevalent at the time.  This may include warm, hot, or cold temperatures.  The noise level in the work environment is moderate.

CLEARANCES

Required Screenings: TB assessment       Clearances: Livescan background check

Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties, and responsibilities that are required of the position.

By submitting an Employment Application, I hereby understand and agree that consistent with its obligations under Education Code Section 44051 subd. (a)(2) and as a part of the application consideration process, Chadwick School will contact each Educational Employer and inquire about your employment history including, without limitation, whether I was the subject of any credible complaints of, substantiated investigations into, or discipline for, egregious misconduct, as defined in Education Code Section 44932, subd. (a)(1).