Human Resources Associate

Human Resources Associate

At District 197, we are committed to supporting our students, staff, and community through excellent service and strong relationships. Our employees play an important role in creating welcoming, effective, and supportive schools and workplaces. We are seeking a Human Resources Associate to join our Human Resources team. This position is a great opportunity for someone who enjoys working with payroll, employee benefits, HR systems, data, and people. The Human Resources Associate will work closely with the Human Resources and Payroll teams to help ensure employees are paid accurately, benefits are administered effectively, and employee information is maintained accurately and confidentially. If you are organized, detail-oriented, enjoy working with numbers and systems, and value providing excellent service to employees, we encourage you to apply and become part of the District 197 team.

Job Summary

Under the direction of the Director of Human Resources, the Human Resources Associate provides confidential administrative, technical, and operational support for the District's human resources, payroll, benefits, leave administration, HRIS, and employment functions. The position is responsible for independently administering assigned HR processes within established District procedures; maintaining accurate employee and HRIS records; reviewing and reconciling payroll and benefit information; administering routine leave-of-absence processes; supporting regulatory compliance; applying established benefit, leave, payroll, and employment provisions; and resolving routine employee questions and discrepancies.

HRIS & Payroll Administration Duties and Responsibilities

• Maintains employee employment, compensation, deduction, and payroll-related information within the District's HRIS.
• Reviews timesheets and payroll information for completeness and accuracy and identifies discrepancies requiring correction.
• Processes assigned payroll and employment transactions in accordance with established procedures, contracts, and applicable requirements.
• Reviews payroll and HRIS reports and reconciles employee information between HR, payroll, benefit, and leave systems.
• Researches routine payroll and employee data discrepancies and coordinates necessary corrections with appropriate staff.
• Calculates and maintains benefit deductions and other assigned employee deductions.
• Assists with year-end and fiscal-year-end HR/payroll processes, including leave balances, benefit deductions, employee assignments, and applicable salary or step changes.
• Assists with W-2 preparation and other required payroll reporting.
• Maintains appropriate documentation and audit records for assigned transactions.
• Performs other related duties as assigned.

Benefits Administration Duties and Responsibilities

• Administers assigned employee benefit enrollment and change processes for medical, dental, life, disability, and other District benefit programs.
• Reviews employee benefit eligibility and applies established benefit provisions contained in collective bargaining agreements, employment agreements, plan documents, and District procedures.
• Calculates and establishes employee benefit deductions within the HRIS/payroll system.
• Enters and maintains employee enrollment information with insurance carriers and benefit vendors.
• Researches and resolves routine benefit enrollment, eligibility, billing, and deduction discrepancies.
• Prepares benefit reports, spreadsheets, reconciliations, and billing documentation.
• Conducts periodic benefit audits to verify enrollment and deduction accuracy.
• Coordinates assigned components of the District's annual Open Enrollment process, including employee communications, enrollment materials, system updates, and reconciliation.
• Processes health and welfare documentation and other benefit-related forms as required.
• Serves as an employee resource for routine benefit questions and refers complex or policy-related matters to the Director of Human Resources or appropriate benefit representative.

Leave of Absence Administration Duties and Responsibilities

• Administers routine employee leave-of-absence processes in accordance with established District procedures, applicable collective bargaining agreements, and legal requirements.
• Processes assigned FMLA, Minnesota Paid Leave, medical, parental, and other District-approved leaves.
• Provides employees with required leave forms, notices, certification documents, and routine correspondence using established District procedures and templates.
• Tracks leave requests, certification deadlines, approved leave dates, anticipated return-to-work dates, extensions, and required return-to-work documentation.
• Reviews employee work calendars, available leave balances, and other information necessary to process approved leaves.
• Coordinates with Payroll regarding the application of available paid leave, unpaid leave, payroll adjustments, and other routine payroll impacts associated with an approved leave.
• Maintains accurate leave information in the HRIS, absence-management systems, spreadsheets, and employee records.
• Identifies incomplete or missing leave documentation and follows up with employees regarding outstanding information and established deadlines.
• Coordinates routine leave-related communication with employees, supervisors, and Payroll regarding approved leave dates, extensions, anticipated return dates, and required documentation.
• Maintains confidential medical and leave records separately and in accordance with District procedures and applicable confidentiality requirements.
• Assists with routine leave reporting, tracking, reconciliation, and audits.
• Refers complex eligibility questions, ADA accommodation matters, disputed leave determinations, requests for exceptions, and matters requiring significant legal, policy, or collective bargaining agreement interpretation to the Director of Human Resources.

Employment & Human Resources Administration Duties and Responsibilities

• Coordinates assigned portions of the employee onboarding process and ensures required employment documentation is completed.
• Creates and maintains employee records and HRIS profiles.
• Prepares required wage notices and other employment documents.
• Processes employment actions, assignment changes, compensation changes, and employee separations as directed.
• Coordinates onboarding and payroll setup for coaches and other assigned employee groups.
• Maintains personnel records in accordance with District procedures and applicable records-retention requirements.
• Maintains assigned employee information within absence-management and other HR systems.
• Processes PERA and TRA employment and termination verification documentation.
• Maintains assigned Human Resources forms, procedures, employee resources, and webpages.
• Responds to routine employee questions regarding District HR procedures and directs complex employee-relations or contract interpretation questions to appropriate HR administration.
• Identifies incomplete or inconsistent employment documentation and follows up with employees or supervisors as necessary.

Compliance, Reporting & Audits Duties and Responsibilities

• Prepares and maintains required HR, payroll, leave, and benefit reports.
• Coordinates assigned components of Affordable Care Act (ACA) tracking and reporting.
• Conducts routine audits of employee, payroll, benefit, leave, and HRIS information to identify discrepancies and ensure data accuracy.
• Compiles documentation and records requested for financial, benefit, payroll, HR, and other District audits.
• Maintains documentation necessary to support District compliance with applicable employment, payroll, leave, and benefit requirements.
• Tracks assigned HR deadlines and reporting requirements and communicates upcoming requirements to the Director of Human Resources.
• Prepares spreadsheets and data reports to support HR operations and decision-making.
• Participates in the District's Insurance Advisory Committee as assigned.
• Assists in identifying process or data issues and recommends routine administrative improvements.
• Maintains the unemployment system
• Assists with Yearly reporting (GASB report, Health Insurance Reports, and STARS Licensing Report)
• Performs other confidential HR administrative duties as assigned by the Director of Human Resources.

Knowledge, Skills and Abilities

Knowledge

• Working knowledge of human resources, payroll, benefits, leave administration, or related administrative practices.
• Knowledge of employee recordkeeping and confidentiality requirements.
• General knowledge of employee leave administration, including FMLA and other applicable leave programs.
• Ability to understand and apply established policies, procedures, collective bargaining agreement provisions, benefit plan provisions, and employment requirements.
• Working knowledge of HRIS, payroll, absence management, spreadsheet, database, and office productivity software.
• Knowledge of basic payroll, benefit deduction, reconciliation, and recordkeeping practices.

Skills

• Strong organizational skills and attention to detail.
• Strong mathematical and data-entry accuracy.
• Effective written and verbal communication skills.
• Ability to prepare reports, spreadsheets, correspondence, employee documentation, and routine leave notices.
• Ability to research discrepancies and identify appropriate corrections within established procedures.
• Strong customer-service and interpersonal skills.
• Proficiency with Microsoft Office or similar applications.
• Ability to learn and effectively utilize Skyward and other District HR, payroll, benefit, and absence