About the position
The Staffing & Operations Specialist at the United States Institute of Peace (USIP) plays a crucial role in providing comprehensive human resources support and advisory services to both managers and staff members. This position is integral to the smooth operation of HR functions, including timesheet and payroll processing, compensation analysis, job description evaluations, new hire onboarding, benefits administration, and the maintenance of Human Resources Information Systems (HRIS). The Specialist will work closely with various departments to ensure that HR processes are efficient and effective, contributing to the overall mission of promoting peace and security worldwide. In this role, the Staffing & Operations Specialist will be responsible for reviewing and processing bi-weekly timesheets and related reports for payroll processing. This includes answering questions related to timesheets and leave requests, assisting employees in completing their timesheets, and supporting supervisors with approvals. The Specialist will also assist in the full cycle payroll processing and provide detailed reviews of bi-weekly payroll reports using the Ultimate Kronos Group (UKG) system. Additionally, the Specialist will produce reports from HRIS and other systems, respond to employee inquiries regarding payroll issues, and serve as a backup for payroll processing, ensuring accurate processing of wages, benefit deductions, taxes, and garnishments. The position also involves HRIS and contractor administration, where the Specialist will create and maintain employee and contractor profiles in the UKG HRIS, assist in resolving technical issues, and ensure that all employee data is accurate and up to date. The Specialist will conduct compensation analysis for new hire offers, internal transfers, and promotions, ensuring equity and competitiveness. They will manage the process for promotions, evaluate job descriptions, and assist in administering health and welfare plans, including enrollments and terminations. Furthermore, the Staffing & Operations Specialist will support the management of HR programs and procedures, keeping management informed of potential issues and recommending solutions. They will establish productive working relationships with counterparts and senior officials, respond to ad hoc report requests, assist in the performance evaluation program, and complete special projects as assigned by Human Resources Management. This role requires a detail-oriented individual with excellent organizational, analytical, and communication skills, capable of engaging effectively with individuals at all levels of the organization.
Responsibilities
- Review and process bi-weekly timesheets and related reports for payroll processing.
- Answer timesheet and leave request questions and assist employees in completing their timesheets.
- Assist in full cycle payroll processing and provide detailed review of bi-weekly payroll reports using UKG.
- Produce reports from HRIS and other systems, surveys, inquiries, and audits.
- Respond to employee inquiries regarding payroll issues and concerns.
- Create and maintain employee/contractor profiles in the UKG HRIS, including information changes and salary adjustments.
- Assist in the HRIS administration of UKG, resolving technical issues and ensuring data accuracy.
- Conduct compensation analysis for new hire offers, internal transfers, and promotions.
- Manage the process for promotions and evaluate job descriptions for grade level and title.
- Administer health and welfare plans including enrollments, revisions, and terminations.
- Conduct new hire orientations for full and part-time employees, explaining company benefits and policies.
- Provide support for managing revisions and implementation of HR policies and procedures throughout the Institute.
- Respond to ad hoc report requests and provide analysis as needed.
- Assist in the performance evaluation program and implementation.
- Complete special projects as assigned by Human Resources Management.
Requirements
- Bachelor's degree in a related field or equivalent combination of education and experience required.
- Minimum of five (5) years of related human resources experience required.
- HR expertise including understanding of employment law, EEO guidelines, and health and welfare benefit programs.
- Previous experience maintaining an HRIS required; experience with UKG strongly desired.
- Experience processing payroll, not simply entering data required (UKG preferred).
- Proficient computer skills including Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
- Ability to analyze and manipulate data in Excel.
- Project and task management skills with the capacity to work on multiple assignments.
- Detail-oriented with excellent organizational and analytical skills.
- Excellent communication (written and spoken), organizational, administrative, and time management skills.
Nice-to-haves
- Experience in a non-profit or governmental organization.
- Knowledge of international HR practices and policies.
Benefits
- Competitive salary based on qualifications and experience.
- Health and welfare benefits administration.
- Professional development opportunities.
- Supportive work environment focused on peacebuilding efforts.
