Human Resources Operations Specialist

Human Resources Operations Specialist

Department: Human Resources / Finance
Reports To: Human Resources Director and Finance Director
Employment Status: Full-Time
Salary: $90,000

Position Summary

The Human Resources Operations Specialist performs professional and technical work supporting the Town’s human resources operations and employee services. Responsibilities include recruitment, onboarding, benefits administration, employee records management, leave administration, employee support, and assistance with HR policies, procedures, and compliance. The position also provides payroll support and backup as needed.

The Specialist works closely with the Human Resources Director, Finance, department heads, and employees to coordinate HR processes, maintain accurate records, and promote consistent personnel practices. The position requires sound judgment, attention to detail, discretion, strong communication skills, and the ability to manage confidential information and competing priorities.

Hands-on ADP experience is required, including experience with payroll, employee records, reporting, and related HR functions.

Essential Duties and Responsibilities

• Enter and verify new hires, separations, salary adjustments, stipends, retroactive payments, and other authorized changes.
• Provide payroll backup coverage and maintain current written procedures to support continuity of operations.
• Review timekeeping records, payroll changes, overtime, leave usage, deductions, and supporting documentation; resolve discrepancies with department staff.
• Administer employee enrollment, changes, and termination of medical, dental, life insurance, retirement, and other Town-sponsored benefits.
• Explain benefit options, eligibility requirements, enrollment procedures, and employee contribution amounts.
• Coordinate annual open enrollment, prepare employee communications, and verify enrollment information.
• Coordinate qualifying life event changes and required continuation coverage notices with designated providers.
• Assist employees with retirement paperwork and coordinate information with applicable retirement systems.
• Support wellness initiatives and communicate program requirements and deadlines.
• Coordinate recruitment activities, including job postings, applicant tracking, interview scheduling, reference checks, and authorized pre-employment requirements.
• Coordinate onboarding to ensure required paperwork, ADP entries, and HR orientation are completed within established timelines.
• Maintain accurate personnel files, employee records, and confidential documentation using appropriate access controls.
• Track introductory-period reviews, annual evaluations, required acknowledgments, and employee training.
• Coordinate FMLA and other leave requests, track documentation and deadlines, and maintain leave records. Support the ADA accommodation process and refer determinations to the HR Director.
• Assist with workers’ compensation reporting, claims documentation, and coordination with CIRMA and department representatives.
• Provide routine guidance on Town policies, benefits, and HR procedures; refer sensitive employee relations, disciplinary, grievance, and policy interpretation matters to the HR Director.
• Serve as a key resource for assigned ADP functions. 
• Maintain accurate system data, troubleshoot routine issues, and coordinate unresolved matters with ADP support and appropriate Town staff.
• Assist employees and supervisors with self-service functions and routine system navigation.
• Other duties as assigned by Director of Human Resources and Director of Finance.

Minimum Qualifications

• Associate degree in human resources, business administration, accounting, finance, or a related field, and at least three years of progressively responsible experience in payroll, benefits administration, and human resources; or an equivalent combination of education, training, and relevant experience.
• Demonstrated hands-on ADP experience is required. Experience must include maintaining employee information, processing payroll transactions, and generating reports.
• Experience reviewing payroll records, administering employee benefits, and maintaining confidential personnel information.
• Proficiency with Microsoft Office and Google Workspace, particularly spreadsheets, documents, and shared files.

Preferred Qualifications

• Municipal or other public-sector experience.
• Experience working with multiple collective bargaining agreements and employee groups.
• Experience with municipal retirement systems, including CMERS.
• Experience with MUNIS or comparable municipal financial software.

Knowledge, Skills, and Abilities

• Knowledge of payroll processing, benefits administration, and human resources practices.
• Ability to interpret and apply established policies, collective bargaining provisions, and payroll procedures.
• Strong numerical, reconciliation, organizational, and problem-solving skills.
• Ability to manage competing priorities and meet recurring payroll and benefits deadlines.
• Ability to identify discrepancies, research their causes, and coordinate timely corrections.
• Strong written and verbal communication skills and a responsive approach to employee service.
• Ability to work independently within assigned authority and collaborate across departments.
• Ability to exercise discretion and safeguard sensitive employee, financial, and medical information.

Working Conditions and Physical Requirements

Work is primarily performed in an office setting and involves frequent computer use, reviewing documents, communicating with employees, and managing electronic and paper records. Occasional attendance at meetings or training outside regular work hours may be required. Essential functions may be performed with or without reasonable accommodation.

Benefits include CTMERS pension participation; vacation, personal and sick leave; twelve (12) full-day holidays and two (2) half-day holidays; and medical, dental, vision, prescription, and life insurance benefits, subject to applicable plan terms and Town policies.

The Town of Southington is an Equal Opportunity Employer.