Job Title: Human Resources Information Systems (HRIS) and Payroll Coordinator
Department: Human Resources
Reports To: HR Operations Manager
FLSA Status: Exempt
Salary Range: $65,000 – $75,000 annually
Position Summary
The HRIS & Payroll Coordinator is responsible for the administration, maintenance, and optimization of the Human Resources Information System (HRIS) and the accurate and timely processing of payroll for the Louisville Metro Housing Authority (LMHA). This position serves as the Human Resources department's technical expert for UKG and is responsible for maintaining employee records, processing personnel actions, administering payroll transactions, supporting HR reporting, and ensuring compliance with organizational policies and applicable federal, state, and local regulations.
The HRIS & Payroll Coordinator partners with Human Resources, Finance, Information Technology, department managers, and external vendors to ensure the integrity of employee data, payroll accuracy, HR system functionality, and continuous improvement of HR and payroll processes throughout the employee lifecycle.
Essential Duties and Responsibilities
HRIS Administration
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Serve as the primary administrator for the organization's Human Resources Information System (UKG).
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Maintain the accuracy, integrity, and security of employee data throughout the employee lifecycle.
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Configure and maintain HRIS workflows, approval paths, organizational structures, security roles, and system settings.
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Support the administration of the organization's performance evaluation process by maintaining HRIS workflows, tracking evaluation completion, generating reports, and ensuring performance documentation is accurately maintained within employee records.
- Perform routine audits of employee records to ensure data accuracy and compliance.
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Monitor system performance and coordinate issue resolution with software vendors and Information Technology.
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Maintain system documentation, procedures, and user guides.
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Support the administration of the organization's performance evaluation process by maintaining HRIS workflows, tracking evaluation completion, generating reports, and ensuring performance documentation is accurately maintained within employee records.
Employee Data Management
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Process employee personnel actions, including:
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- New hires
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Promotions
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Transfers
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Position changes
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Salary changes
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Department changes
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Leave of absence transactions
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Employee separations
o Ensure employee records are updated accurately and timely.
o Maintain electronic personnel records within the HRIS and designated SharePoint personnel files.
o Ensure all HR documentation is properly stored according to record retention requirements.
Recruitment & Onboarding Support
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Support UKG Recruiting by maintaining system configurations and recruitment workflows.
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Assist with onboarding employees in UKG.
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Create employee profiles and assign organizational information.
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Coordinate system access with Information Technology when necessary.
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Verify employee information before activation in the HRIS.
Payroll Administration
- Process biweekly payroll accurately and in accordance with established payroll schedules.
- Review payroll data to ensure the accuracy of employee earnings, deductions, leave balances, tax withholdings, and direct deposit information.
- Process personnel actions affecting payroll, including new hires, promotions, transfers, salary adjustments, reclassifications, leave of absence transactions, and employee separations.
- Maintain payroll-related employee records within UKG and ensure data integrity between Human Resources and Payroll.
- Audit payroll registers and reconcile discrepancies prior to payroll processing.
- Coordinate payroll processing with the Finance Department to ensure timely and accurate employee compensation.
- Process payroll adjustments, retroactive pay, supplemental pay, and off-cycle payrolls as required.
- Maintain employee tax information, direct deposit authorizations, and payroll deduction records.
- Ensure payroll complies with federal, state, local, FLSA, and organizational policies.
- Prepare payroll reports and provide supporting documentation for audits, budgeting, and financial reporting.
- Coordinate year-end payroll activities, including W-2 preparation and payroll reconciliations.
- Respond to employee payroll inquiries and resolve payroll discrepancies in a timely manner.
- Maintain confidentiality of payroll information and employee compensation records.
Reporting & Analytics
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Develop and generate standard and ad hoc HR reports.
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Produce workforce analytics, including:
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- Headcount
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Vacancies
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New hires
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Turnover
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Demographics
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Organizational charts
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HR metrics
o Assist leadership with workforce planning reports and dashboards.
o Analyze HR data and identify trends to support informed decision-making.
o Generate payroll reports and workforce analytics for Finance, Human Resources, and Executive Leadership.
o Prepare monthly staffing metrics, vacancy reports, organizational charts, and payroll analytics.
o Develop custom HR and payroll reports to support strategic planning and budget development.
Compliance & Auditing
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Maintain compliance with organizational policies and applicable employment laws regarding HR data.
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Assist with internal and external audits by providing accurate HR data and documentation.
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Ensure HRIS records support reporting requirements for regulatory agencies and organizational needs.
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Monitor data integrity and implement corrective actions as needed.
System Training & Support
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Serve as the primary point of contact for HRIS user support.
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Provide training and guidance to HR staff and managers on HRIS functionality.
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Develop user documentation and job aids.
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Test new system features, upgrades, and enhancements before implementation.
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Recommend process improvements that enhance efficiency and data quality.
Additional Responsibilities
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Participate in HR projects involving technology, automation, and process improvement.
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Maintain confidentiality of employee and organizational information.
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Collaborate with HR team members to support departmental initiatives.
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Perform other duties as assigned.
Supervisory Responsibilities
This position does not have direct supervisory responsibilities but may provide technical guidance and training to HR staff and system users.
Minimum Qualifications
Education
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Bachelor's degree in Human Resources, Information Systems, Business Administration, Computer Information Systems, or a related field.
Experience
- Minimum of three (3) years of progressively responsible experience administering an HRIS and processing payroll.
- Experience using UKG or a comparable Human Resources Information System.
- Experience processing payroll in accordance with applicable federal, state, and local regulations.
- Experience with HR reporting, data management, and payroll auditing.
Preferred Qualifications
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Experience administering UKG (formerly Kronos).
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Experience with applicant tracking systems, onboarding, payroll interfaces, and HR reporting.
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Knowledge of HR business processes in a public sector or governmental environment.
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Experience with Microsoft SharePoint and advanced Microsoft Excel.
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HRIP, SHRM-CP, PHR, or comparable certification is preferred.
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Certified Payroll Professional (CPP) designation preferred.
- Experience processing payroll in a public sector or governmental environment.
- Experience with payroll tax reporting and year-end processing.
Knowledge, Skills, and Abilities
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Comprehensive knowledge of Human Resources Information Systems and HR technology.
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Knowledge of HR processes, including recruitment, onboarding, benefits administration, payroll coordination, and employee records management.
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Strong analytical and problem-solving skills.
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Ability to maintain highly confidential information with discretion.
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Strong organizational and project management skills.
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Excellent written, verbal, and interpersonal communication skills.
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Ability to analyze large datasets and prepare meaningful reports.
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Ability to prioritize multiple assignments while meeting deadlines.
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Ability to identify opportunities for automation and process improvement.
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Strong customer service orientation and ability to support end users effectively.
Technology Proficiency
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UKG (Human Resources, Recruiting, Onboarding, and Employee Management)
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Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
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Microsoft Teams
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Microsoft SharePoint
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HR reporting and analytics tools
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Electronic document management systems
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UKG Payroll
- UKG Human Resources
- UKG Recruiting
- UKG Performance Management
- Microsoft Excel (Advanced Functions)
- Payroll reporting software
Core Competencies
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Technical Expertise
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Data Integrity
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Confidentiality
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Customer Service
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Analytical Thinking
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Attention to Detail
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Problem Solving
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Accountability
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Collaboration
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Adaptability
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Continuous Improvement
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Time Management
Working Conditions
Work is performed primarily in a professional office environment. The position requires frequent use of a computer and interaction with employees, management, Payroll, Information Technology, and external system vendors. Occasional extended hours may be required during system implementations, upgrades, audits, or major HR initiatives.
Physical Requirements
The position requires the ability to sit for extended periods, operate standard office equipment, communicate effectively, and occasionally lift or move materials weighing up to 20 pounds.
Disclaimer
This job description is intended to describe the general nature and level of work performed by an employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify, assign, or remove duties as organizational needs require.
