Temporary - HR Coordinator (Employee Records) - 35648

Updated: 6 months ago
Location: Chicago, ILLINOIS

Start Date: ASAP

End Date: TBD

Pay Rate: $18 per hour


Job Summary:

Under direct supervision, processes transactions in myHR related to the employee record life cycle.  May have specific responsibility for one or more employee groups: faculty, staff, student workers, etc.  Provides individualized service to employees ranging from routine to complex inquiries.

Principal Accountabilities:

Customer Service

  • Provides front desk coverage and assists staff, faculty, and students with questions regarding completion of new hire / rehire paperwork, Assists non-residents completing documentation for the foreign national information system (FNIS); both on-line data entry and collection of completed paperwork (new employees and those extending their work eligibility).  Assists employees in completing section 1 of I-9 and completes section 2 for both U.S. and international employees.  Assists employees who are not familiar with computers or who are unable to travel to the 2nd floor.

Data Review – Pre Data Entry

  • Ensures accuracy and completeness of information prior to entry into the payroll system.  This includes but is not limited to reviewing “appointment, special pay, additional pay” documents for completeness and accuracy and signs off prior to entry by Coordinators, training unit managers on correct payroll procedures.

Data Quality Check – Post Data Entry

  • Ensures accuracy and completeness of data post entry into FASIS but prior to the payroll run.  This includes but is not limited to querying entries by performed Coordinators, isolating and resolving issues with data, identifying patterns of error and training Coordinators or Business Administrators on appropriate procedures, documents anomalies in data for further review and resolution.

Data Entry, Monitoring and Maintenance – Payroll Transactions

  • Enters, updates, and maintains new hire and re-hire paperwork for temporary “staff” members checking for completed employment verification; faculty and student workers.

Quality Assurance

  • Provides second-level quality checks for a myriad of transactions.  This includes but is not limited to: querying payroll data to recheck appointment, position and termination forms; contacts & follows up with Managers to obtain final approval of timecards for exempt staff.

I-9 Process

  • Responsible for the management of the functions of E-Verify process, which includes managing the I-9 Services, Center, Checking for I9 information on hire, adding I-9 users and administrators to Fragomen, checking for TNS and following up with the HR Consultant.  Notify departments on missing I9s and work with HR Consultants if employee is required to stop work.  

Address, Name, SSN number changes, W4s and Direct Deposits

  • Process all address changes, Name changes with appropriate documentation, and social security number changes after receipt of a social security card.  Enter all W4s and Direct Deposits received on hire/rehire.  Ensure that the bank account on the Direct Deposit Form is accurate and verify that the entry is correct.  When entering W4s ensure that all state taxes are set up correctly with the appropriate state withholding for home and unemployment jurisdiction is based on work location.  

Office Administration

  • Performs various duties to ensure efficient office operations including, making copies of appropriate items from immigration documents (passports, etc.) and delivering paperwork  and/or employee to the appropriate specialist to handle specific issues; files documents and manages the indexing process via excel spreadsheet, distributes mail;  initiates and ensures completion of facilities requests, submits requisitions for supplies and bills.
  • Acts as a team lead and liaison between employees and payroll coordinators to handle complaints, research and resolve issues, answer questions and other queries. Acts as liaison to various units within and outside of HR to resolve discrepancies. Benefits to ensure proper transitioning from non-benefits eligibility to eligibility, participates in various committees (e.g. QA) and assists System Analyst on an as needed basis.

Minimum Qualifications:

  • High School Diploma or equivalent
  • 1 year of related experience

Minimum Competencies:

  • Action Oriented - willing or likely to take practical action to deal with a problem or situation

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.

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