HR & Payroll Specialist

Overview Title: HR and Payroll Specialist Department: Administration Reports To: Finance & Operations Director Type: Full-Time, Hourly Hours: 35 hours/week Location: In office, Urbana, IL Target Start Date: ASAP Position Summary The HR and Payroll Specialist manages payroll processing, benefits administration, HR workflows, and financial controls for Cunningham Township. This mid-level role ensures payroll accuracy, regulatory compliance, timely tax filings, and efficient personnel administration. About Us Cunningham Township is a public officeled by elected Supervisor Danielle Chynoweth that provides assistance for residents facing housing insecurity and homelessness, unemployment, disability, and food insecurity. Our diverse team of fifty staff members is dedicated to advocating for and with our neighbors in need, guided by the principles of social justice, equity, cooperation, and love. Key Responsibilities 1. Payroll Processing & Tax Compliance Execute regular payroll runs in QuickBooks, calculating wages, overtime, salary adjustments, and withholdings. Audit timesheets, track paid time off (PTO), and verify hours against submitted department records and seek payroll approval. Process voluntary and involuntary payroll deductions, including health/dental insurance, FSA, IMRF, IMRF Voluntary Additional Contributions (VAC), and court-ordered garnishments. Maintain employee payroll records in QuickBooks, including tax exemptions, direct deposit setups, paystubs, and W-2 access. File and remit monthly, quarterly, and annual payroll tax returns, including IDES (Illinois Department of Employment Security), Federal/State 940/941 forms, and annual W-2 and 1099 filings. Maintain strict compliance with local, state, and federal labor and wage standards. Administer employee enrollment and changes across health insurance, dental insurance, Flexible Spending Accounts (FSA), and wellness programs. Serve as the designated Illinois Municipal Retirement Fund (IMRF) Authorized Agent, managing enrollments, mandatory and voluntary contributions, and compliance reporting. Explain benefit packages, enrollment procedures, and coverage options to new and existing employees and act as point of contact for questions. Track benefits, employee reimbursements, and manage wellness program submissions. Assist with annual benefit vendor procurement and renewals. 3. Human Resources & Workflow Administration Improve and execute onboarding and offboarding workflows for Township staff and interns, including account creation, timesheet setup, and exit documentation. Orient new staff to time-tracking applications, internal systems, and workplace policies. Monitor and ensure completion of state-mandated employee trainings (e.g., sexual harassment prevention, implicit bias, ethics). Respond to staff inquiries regarding paychecks, leave balances, tax withholdings, and benefits. Maintain confidential personnel records in compliance with record retention laws. Assist the administrative team in maintaining internal accounting workflows, fiscal internal controls, and policies and procedures and recommend improvements to leadership. Prepare monthly payroll reconciliation summaries and financial metrics for board reporting. Support annual audits by compiling payroll journals, tax filings, and benefits documentation. 5. Other duties Participate in staff and team meetings, as applicable. Pursue professional development in alignment with annual goals. Perform other duties as assigned. Qualifications Required Minimum 4 years of direct, dedicated experience in payroll processing, accounting, or finance administration. Proficiency in Quickbooks, Microsoft Office (Excel, Word, Outlook), Google Workspace (Docs, Sheets, Drive, Gmail), Adobe Acrobat. Solid knowledge of accounting principles, bookkeeping, invoicing, and receipt reconciliation. Exceptional organizational skills with accuracy in data entry, numerical verification, filing systems, and deadline tracking. Demonstrated proficiency working respectfully with people of all economic, racial, and gender identities. Commitment to maintaining strict confidentiality of sensitive client, personnel, and fiscal information. Working knowledge of Illinois and federal labor/tax laws; IMRF reporting standards; strict adherence to payroll confidentiality. Ability to hold a trusted working relationship with the Supervisor and leadership staff. Preferred Associates or Bachelor’s degree in Accounting, Finance, Human Resources, Business Administration. Certified Payroll Professional (CPP), Fundamental Payroll Certification (FPC), or SHRM-CP/PHR. Prior experience working with grants management and expenditure categorization. Familiarity with Illinois local government operations, the Illinois Local Records Act, Open Meetings Act (OMA), or the Illinois Freedom of Information Act (FOIA). Prior experience working in public administration, housing, or human services work. Cunningham Township offers a generous benefit package including 16 paid holidays, 27 paid days off annually, pension retirement program, 100% health coverage, partial dependent coverage, professional development, and employee wellness fund. Office is open Monday through Friday 8:30am - 4:30pm. Some evening and weekend work may be required. CTSO is committed to employee health and a healthy work/life/family balance. Cunningham Township is an Equal Opportunity and Affiniante Action Employer and encourages applications from individuals of all backgrounds, identities, and experiences. Individuals with lived experience receiving public assistance are encouraged to apply. Questions? 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