HR & Payroll Coordinator at 132460 - Huntsville Madison Cty Botanical Garden – Huntsville, Alabama

Human Resources and Payroll Coordinator

Department: Human Resources

Supervisor: Director of Human Resources

Supervises: N/A

FLSA Salary Classification: Non-Exempt, Regular Full-time

Revision Date: March 2025

Availability: This will be a part time position up to 28 hours per week. Primary schedule of standard business hours with occasional evening and weekend availability required to support the department and organizational needs.

Position Summary:

This role provides support to multiple functions within Human Resources to support the employee’s life cycle from recruitment to onboarding, employee engagement, payroll, and on to retirement. Assists with the process and tracking of performance, ongoing maintenance of job descriptions and the Garden’s employee handbook. This position is a member of the Safety Team, actively promotes the Garden’s training programs and tracks compliance per department. Provides assistance to employees and supervisors on questions related to time and attendance, payroll, recruiting and benefits. Performs activities necessary to process payroll on a bi-weekly basis, including maintaining related records, approvals and entering data.

Essential Functions:

• Supports the recruitment/hiring process by processing personnel requisitions, sourcing & screening candidates, tracking applications and outcomes.
• Performs orientation and onboarding of new hires, to include processing of new hire paperwork through completion.
• Performs activities necessary to process payroll on a bi-weekly basis, including maintaining related records, approvals and entering data.
• Maintains records of personnel-related data (employee files, I-9’s, personal information, training documents, database maintenance, payroll and benefit information, employee leaves, turnover rates etc.) in defined formats, ensuring all employment and legal compliance requirements are maintained.
• Performs research and participates in establishment and maintenance of human resources functions such as policies and procedures, reporting, compensation structures and benefit packages.
• Schedules meetings, training classes, job fairs, HR and employee events, maintaining the HR Departments agenda and calendar.
• Processes approved personnel changes in a detailed and timely manner, updating associated records in HCM and validates data.
• Prepares and submits worker’s compensation claims and provide relevant data to external vendors.
• Effectively communicates with internal and external customers of the Human Resources department responding to inquiries, requests, providing service and support in a manner consistent with the organization’s core values.
• Maintains confidentiality with a complete understanding of the trusted nature of the work of the Human Resources department personnel and performs other duties may be assigned.

Minimum Qualifications:

• BS/BA in Human Resources, Business Administration or relevant field and at least 2 years of professional human resources experience or an equivalent combination of education and experience.
• Demonstrated knowledge of HR processes and best practices, including familiarity with using HR and Payroll software and tools
• Strong ability in effectively utilizing the MS Office Suite of products, with Outlook, Word, Excel and PowerPoint.
• Understanding of sourcing and recruitment strategies and familiarity with social media and online recruiting strategies.

Success Factors:

• Exemplify Core Values and model them for staff, applicants and other parties interacting with the Human Resources department.
• Strong written and verbal communication skills and the ability to development positive and collegial working relationships.
• Ability to handle data with confidentiality and exercise influence in complex and sensitive situations within all levels of the organization.
• Enthusiastic learner who demonstrates a strong attention to detail and problem-solving abilities.
• Ability to work autonomously and efficiently to ensure the end-to-end running of HR projects and operations. Excellent organizational and time management skills.
• Motivation and ability to contribute to the attainment of specific goals and results of both the Human Resources department and support of the organization’s mission.

Preferred Qualifications

• Experience with Paylocity or other similar HCM platform.

Physical Requirements: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Physical Demands: This position is required to frequently communicate with people internal and external to the Garden with frequent periods of sedentary work in the office. Occasionally requires the ability to move, lift and position up to 15 lbs.
• Work Environment: A well-lit, climate controlled office with frequent interruptions in the work schedule. As a member of the Garden's staff, is occasionally required to work in outdoor environments that are subject to external weather conditions and varying temperatures and must traverse varied and uneven terrain.
• Equipment: Continuous use of a computer, occasional use of projection or AV equipment for presentations/training.

Job descriptions are guidelines that attempt to characterize essential functions and responsibilities of a job and are subject to change as needs and programs change. At Huntsville Botanical Garden job descriptions are considered neither inclusive nor exclusive. It is expected that up to 20% of your duties may change annually.

Employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

The Huntsville Botanical Garden supports a culture of inclusion that attracts, inspires, and engages people to achieve success. The Garden is committed to hire and develop employees based on job-related qualifications irrespective of race, religion, color, national origin, sex, sexual orientation, gender identity, age, disability, or veteran status. To increase diversity in professions related to the public garden realm, we encourage applications from underrepresented minorities, persons with disabilities, and veterans.