HR Administration Specialist

Position Summary

The HR Administration Specialist is responsible for the accurate and timely administration of employee transactions and workforce data across KAG. This position serves as a key control point for Personnel Action Forms, employee status changes, pay changes, transfers, terminations, and other employee data transactions within Paycom.

More than a transactional processing role, the HR Administration Specialist is expected to actively review personnel actions for accuracy, completeness, and consistency before processing. The position identifies discrepancies, challenges questionable submissions, monitors error trends, and partners with HR and operational leaders to improve the quality of workforce data.

The HR Administration Specialist also provides frontline Paycom support, conducts recurring employee data audits, develops training materials and job aids, supports required regulatory reporting, and produces routine reporting to help ensure KAG maintains accurate and reliable employee information.

Essential Functions

Personnel Action Administration

• Review and process Personnel Action Forms and other employee transactions accurately and within established service expectations.
• Administer employee transactions including terminations, driver rate changes, lateral changes, transfers, transfers without pay changes, trainee to driver changes, RTIP transactions, acquisition related status changes, and other employee lifecycle actions.
• Review submitted transactions for accuracy, completeness, appropriate approvals, effective dates, pay information, and supporting documentation before processing.
• Identify questionable, inconsistent, or incomplete transactions and work directly with HR or operational leaders to resolve issues before changes are entered into Paycom.
• Partner with Compensation and HR leadership when proposed pay changes require additional review or clarification.
• Maintain appropriate documentation and records associated with employee transactions.
  
  

Quality Control and Data Integrity

• Serve as a key quality control point for employee data and workforce transactions.
• Conduct recurring audits of employee information to identify errors, inconsistencies, missing information, or potential process breakdowns.
• Perform audits including employee email changes, location information, employee photographs, employee status information, pay information, and other workforce data.
• Analyze Personnel Action Form volume, errors, corrections, and recurring trends to identify opportunities for process improvement.
• Proactively report significant errors, trends, or areas of concern to HR leadership.
• Partner with HR, Compensation, Payroll, and other stakeholders to resolve employee data discrepancies.
• Assist with the development and maintenance of controls designed to improve employee data accuracy and reduce transaction errors.
  
  

Reporting and Analytics

• Prepare and distribute recurring daily and monthly HR administration reports.
• Track transaction volumes, processing accuracy, error rates, and other relevant HR administration metrics.
• Identify recurring error patterns by transaction type, location, function, or other relevant categories.
• Provide HR leadership with actionable information and recommendations based on transaction and audit findings.
• Support ad hoc workforce data requests and reporting as needed.
  
  

Training and Process Improvement

• Develop and maintain training materials, job aids, instructions, and other resources related to Personnel Action Forms and employee transactions.
• Educate managers, HR team members, and other users on proper transaction submission requirements and documentation standards.
• Provide feedback and coaching when recurring submission errors or process issues are identified.
• Recommend improvements to forms, workflows, system processes, and administrative controls to increase accuracy and efficiency.
  
  

HR Systems and Employee Support

• Serve as a frontline resource for routine Paycom questions from employees and managers.
• Assist employees with basic Paycom access issues, including password reset and navigation questions.
• Resolve routine system questions and appropriately escalate more complex system or employee issues.
• Support the administration and auditing of BYOD policy assignments and related employee records.
  
  

Compliance and HR Administration

• Support required employment reporting and compliance activities, including EEO reporting and associated data validation.
• Conduct audits necessary to support accurate regulatory reporting and internal HR requirements.
• Maintain employee information in accordance with company policies, recordkeeping requirements, and applicable employment regulations.
• Protect confidential employee and company information and exercise appropriate discretion when handling sensitive workforce data.
• Perform other HR administration responsibilities and projects as assigned.
  
  

Qualifications

Education and Experience

• Associate or bachelor’s degree in Human Resources, Business Administration, or a related field preferred.
• Two or more years of experience in HR administration, HR operations, HRIS, payroll administration, or a similar transactional environment preferred.
• Experience working within a large, decentralized, or high volume workforce environment preferred.
• Experience with Paycom or another Human Capital Management system strongly preferred.
  
  

Knowledge, Skills And Abilities

• Exceptional attention to detail with a strong commitment to data accuracy.
• Strong analytical and problem solving skills with the ability to identify inconsistencies and recognize patterns within employee data.
• Ability to appropriately question or challenge transactions that appear inaccurate, incomplete, or inconsistent with established practices.
• Strong organizational skills with the ability to manage a high volume of transactions and competing priorities.
• Ability to work independently, identify issues proactively, and follow problems through resolution.
• Comfortable navigating ambiguity and exercising sound judgment in situations where established processes may require exceptions or a clearly documented solution does not exist.
• Strong written and verbal communication skills with the ability to work effectively with employees, managers, HR professionals, and senior leaders.
• Ability to explain administrative requirements and provide constructive feedback when transactions require correction.
• Strong working knowledge of Microsoft Excel and other Microsoft Office applications.
• Ability to learn HR systems, reporting tools, and administrative processes quickly.
• Demonstrated commitment to confidentiality and appropriate handling of sensitive employee information.
  
  

Key Success Measures

Success in this role will be measured by the accuracy and timeliness of employee transactions, reduction in Personnel Action Form errors, quality of employee data, responsiveness to internal customers, effectiveness of recurring audits, and continuous improvement of HR administrative processes.

Note: The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities and skills required of associates so classified. Management retains the right to assign or reassign duties at any time. Job description is subject to change. All employees of the Company are expected to:

• Promote positive work habits including effective and timely communication, teamwork and respect for co-workers.
• Provide constructive guidance to other employees and representatives of third parties.
• Contribute to providing the highest quality of products and services to customers.