Human Resource Specialist

Human Resources Specialist

The Town of Forest Heights is seeking a highly organized, detail-oriented, and customer-focused Human Resources Specialist to assist in administering the Town's human resources, payroll, benefits, personnel records, and employee relations functions for approximately 15–30 hours per week (flexible schedule based upon operational needs). This position serves as the Town's primary human resources administrator and works closely with the Town Administrator, Finance Department, department supervisors, insurance providers, retirement administrators, legal counsel, and third-party vendors to ensure compliance with federal, state, and local employment laws and Town policies.

The Human Resources Specialist is responsible for coordinating the employee life cycle from recruitment through separation, administering employee benefits, maintaining confidential personnel records, supporting payroll administration, coordinating workers' compensation matters, and ensuring compliance with applicable employment regulations. The position requires independent judgment, discretion, confidentiality, and exceptional organizational skills.

Work will be hybrid (in-person as required and remote).

Essential Duties and Responsibilities

The duties listed below are representative of the work performed and are not intended to be all-inclusive.

Human Resources Administration

• Administer the Town's human resources programs and personnel policies.
• Maintain confidential personnel files and employment records.
• Coordinate recruitment, hiring, interviews, onboarding, orientation, and employee documentation.
• Prepare employment offers, personnel action forms, and employment-related correspondence.
• File employee evaluations and maintain performance records.
• Assist with policy development and implementation.
• Ensure compliance with federal, state, and local employment laws.
• Serve as a resource to supervisors and employees regarding personnel policies and procedures.
• Assist with investigations involving personnel matters as directed by the Town Administrator.

Payroll Administration

Working in coordination with the Treasurer, the Human Resources Specialist shall serve as the Town's Payroll Clerk and shall maintain accurate payroll and personnel records using the Town's payroll management system.

Responsibilities include:

• Maintaining employee payroll records within ADP Workforce Now.
• Accounting for employee time worked, leave balances, overtime, compensatory time, holiday pay, and all authorized absences.
• Reviewing payroll transactions for completeness and accuracy before payroll processing.
• Processing employee status changes including promotions, salary adjustments, leave changes, and benefit deductions.
• Maintaining payroll documentation consistent with federal and state record retention requirements.
• Coordinating payroll-related matters with the Treasurer.

Employee Onboarding

The Human Resources Specialist shall coordinate and administer all aspects of the Town's employee onboarding process to ensure new employees are successfully integrated into the organization and all employment requirements are completed promptly. This includes:

• Preparing and processing new hire documentation;
• Verifying employment eligibility in accordance with federal law through completion of Form I-9;
• Coordinating federal and state tax withholding forms;
• Establishing direct deposit information; enrolling eligible employees in health, life, disability, and other benefit programs;
• Enrolling employees in the Maryland State Retirement and Pension System, when applicable;
• Establishing employee records within the ADP Workforce Now Human Resources Information System; and
• Conducting new employee orientation.

The Human Resources Specialist shall also ensure that each new employee receives the Town's Personnel Handbook, applicable policies, required acknowledgments, ethics information, and any mandatory training assignments. Throughout the onboarding process, the Human Resources Specialist serves as the primary point of contact for new employees, providing guidance regarding employment policies, payroll, benefits, leave administration, and other employment-related matters.

Employee Separation (Deboarding)

The Human Resources Specialist shall administer the Town's employee separation process following a resignation, retirement, layoff, termination, or other separation from employment. The Human Resources Specialist is responsible for preparing all separation documentation, coordinating final payroll information with the Finance Department, processing the termination of employee benefits, removing employees from applicable insurance programs, notifying the Maryland State Retirement and Pension System and other benefit providers, and ensuring all required separation records are completed and retained in accordance with Town policy and applicable law.

Prior to processing a final payroll, the Human Resources Specialist shall verify with both the employee's immediate supervisor and the Town Administrator that all Town-issued property has been returned. Such property includes, but is not limited to:

• Identification badges,
• Keys,
• Uniforms,
• Computers, electronic devices, cell phones,
• Credit cards,
• Vehicles,
• Tools or other equipment,
• Records, and any other Town-owned assets assigned to the employee during their employment.

The Human Resources Specialist shall document the return of Town property, coordinate the deactivation of employee access to Town systems when appropriate, and maintain complete separation records within the employee's personnel file.

Employee Benefits Administration

The Human Resources Specialist serves as the Town's Benefits Coordinator and is responsible for the day-to-day administration of the Town's employee benefits program. Working closely with the Town's healthcare broker, Treasurer, and Town Administrator, the Human Resources Specialist shall coordinate employee enrollment in health, dental, vision, life, disability, and any other employer-sponsored benefit programs.

Responsibilities include:

• Processing new enrollments,
• Benefit changes resulting from qualifying life events,
• Annual open enrollment activities,
• Premium reconciliations,
• Payroll deduction verification, and
• Benefit terminations upon separation from employment.

The Human Resources Specialist shall maintain accurate benefit records, communicate employee benefit options and responsibilities, coordinate with the Town's healthcare broker regarding eligibility and premium calculations, and ensure compliance with applicable federal and state benefit regulations. The Human Resources Specialist shall also assist employees in understanding their available benefits while safeguarding the confidentiality of all protected health and personnel information

Retirement Administration

Serve as the Town's Retirement Coordinator by:

• Coordinating employee retirement enrollment.
• Processing retirement changes through the MSRPS portal.
• Coordinating separation notifications.
• Maintaining retirement records.
• Serving as liaison with retirement administrators.
• Assisting employees with retirement documentation.

Workers' Compensation Administration

Coordinate workers' compensation claims from initial reporting through claim resolution.

Responsibilities include:

• Reporting injuries to insurance carriers.
• Maintaining claim documentation.
• Coordinating return-to-work activities.
• Monitoring restricted duty assignments.
• Communicating with supervisors and insurance adjusters.
• May include attending workers' compensation hearings, mediation conferences, or administrative proceedings when necessary.

Human Resources Information Systems (HRIS)

The Human Resources Specialist shall have history and demonstrate current proficiency using ADP Workforce Now Administrator and shall serve as the Town's primary HRIS administrator.

Responsibilities include:

• Employee record management
• Payroll administration
• Benefits administration
• Time and attendance management
• Leave management
• Reporting
• Personnel actions
• Data auditing
• HR analytics

Minimum Qualifications

• Associate's Degree in Human Resources, Business Administration, Public Administration, or related field (Bachelor's Degree preferred). Five or more years of experience in HR may substitute for a degree.
• Minimum three (3) years of progressively responsible human resources experience.
• Minimum two (2) years administering payroll.
• Experience administering employee benefits.
• Experience maintaining confidential personnel records.
• Experience using Human Resources Information Systems.

Preferred Qualifications

Preference may be given to applicants possessing one or more