HR Records Coordinator

Case Western Reserve University, United States

Updated: 28 days ago
Location: Campus, ILLINOIS
Job Type: FullTime

POSITION OBJECTIVE

This position performs all functions necessary to maintain and update accurate employee data including payroll and personnel information into PeopleSoft HCM. The responsibilities include performing complex administrative duties involved in the preparation, calculation and processing of university payrolls to ensure accuracy of subsequent pay. 

 

ESSENTIAL FUNCTIONS

  • Serve as customer contact and source of information to faculty, staff, and external contacts on established HR and payroll policies/procedures and related issues, whether by email, telephone or in-person. Explain information, resolve issues and ensure efficient operation of workflow. (10%)
  • Process personnel transactions, including new hires, contract pay, transfers, promotions, terminations, and data or job status changes. Audit and correct input errors and payroll discrepancies. Review, audit, correct, and process personnel action forms. May audit work of others during peak times. (40%)
  • Review and update personnel profiles to determine employment status, proper wage rates, charging instructions and types of transaction in the preparation of a portion of the semi-monthly and monthly payrolls. (10%)
  • Calculate and process salary adjustments/advances. Maintain and update garnishments and other payroll deductions. Prepare stop payments, check reversals etc. as needed. Request recalls and overpayment calculations from the payroll office. (10%)
  • File and maintain updated employee records and personnel files, primarily via electronic imaged documents. Make recommendations for processing improvements and maintaining complex record-keeping and filing systems. (10%)
  • Work with the supervisor to resolve serious discrepancies and employee data issues. (5%)
  • Verify and complete employment verification requests. (5%)
  • Distribute annual salary review addendum forms to the appropriate department administrators. (3%)
  • Manage the university Vacation Buy Program enrollment. (3%) 

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    NONESSENTIAL FUNCTIONS

  • Sort and distribute incoming mail and requests. Understand and respond to non-routine notes, written instructions, and general policy statements. Write short, informal notes, complete appropriate personnel forms, and fill out simple forms. (1%)
  • Occasionally run queries and report in HCM upon request. (1%)
  • Mail and distribute checks for terminated employees. (1%)
  • Participate in user testing and troubleshooting of HCM PeopleSoft upgrades and changes. (1%)
  • Perform other duties as assigned. (<1%) 

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    CONTACTS

    Department: Regular contact with supervisor to resolve discrepancies and ensure efficient operation of the programs. Regularly work with Human Resources staff to coordinate processing for new hires, returns from leave of absence, employee data changes, salary changes and changes in job status.

    University: Regular contact with faculty and staff to provide explanation of employee data. Occasional contact with UTech regarding system issues and troubleshooting.

    External: Occasional correspondence with lending agencies and other organizations for employment verification.

    Students: Little to no contact with students.

     

    SUPERVISORY RESPONSIBILITIES

    No direct supervision.

     

    QUALIFICATIONS

    Experience: 5 to 7 years related work experience.

    Education/Licensing: High school education.

     

    REQUIRED SKILLS

  • Ability to provide exceptional customer service and timely customer response.
  • Superior communication skills and excellent attention to detail and accuracy.
  • Ability to perform complex math and computations. Ten-key data entry skills.
  • Strong problem resolution skills.
  • Ability to manage customer situations effectively and understand implications of decisions.
  • Ability to handle and maintain confidential and/or sensitive information with discretion.
  • Ability to meet consistent attendance.
  • Ability to interact with colleagues, supervisors, and customers face to face.
  • Computer proficiency with Microsoft Word, Excel and Access.
  • Familiarity with OnBase and HCM PeopleSoft or similar HRIS is highly desirable.

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    WORKING CONDITIONS

    General office environment. The employee will perform repetitive motion using computer mouse and keyboard to type.

    In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity.  Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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    Case Western Reserve University provides reasonable accommodations to applicants with disabilities.  Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation.  Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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