Administration Specialist

PURPOSE AND SCOPE

The Administration Specialist provides day-to-day operational support for payroll, benefits, and human resources administration under the direction and guidance of the Director of Administration, and provides administrative and executive support to the executive team, Board of Directors, and other volunteers. The Administration Specialist also plays a key role in the onboarding and training of new employees. The highest level of confidentiality and discretion is expected in the performance of the job.

ESSENTIAL JOB FUNCTIONS

1. Processes payroll on a recurring basis under the guidance and review of the Director of Administration, including timecard review, data entry, and correction of discrepancies.

2. Supports day-to-day benefits administration, including enrollment and termination processing, responding to routine employee benefits questions, and maintaining benefits records; escalates complex or sensitive issues to the Director of Administration.

3. Assists with new hire onboarding, including processing new hire paperwork, coordinating orientation logistics, and setting up personnel files, under the Director's guidance.

4. Provides administrative support to the executive team, including calendar coordination, correspondence, meeting scheduling, and travel arrangements.

5. Works with the Director of Administration to support the needs of the Board of Directors and other credit union volunteers. Assists in coordinating logistics for Board of Directors meetings and materials distribution.

6. Performs general administrative duties, including correspondence, filing, supply ordering, and other office support functions

7. Coordinates the credit union’s training programs. Develops and conducts general training for new hires, works with subject matter experts to facilitate job-specific training, and works with the Director of Administration to provide ongoing professional development opportunities to staff.

8. Maintains accurate and organized personnel files and HR records in compliance with federal and state recordkeeping requirements.

9. Must comply with applicable policies, laws and regulations, including but not limited to the Bank Secrecy Act, the USA PATRIOT Act, Office of Foreign Assets Control, and the Equal Credit Opportunity Act.

10. Perform other duties as assigned.

SUPERVISION RECEIVED

• Works under the direct supervision of the Director of Administration; receives regular guidance and review on payroll, benefits, and HR administration tasks.
• Exercises discretion in routine matters; escalates complex, sensitive, or legally significant issues to the Director of Administration.

MANAGEMENT/SUPERVISORY RESPONSIBILITIES

Directly Supervises: None.

IDEAL EDUCATION AND/OR EXPERIENCE

• High School Diploma or equivalent required.
• Two years of administrative, payroll, benefits, or human resources support.
• Experience in financial institution preferred.
• Strong attention to detail and organizational skills; ability to handle confidential information with discretion.
• Strong written and verbal communication skills.
• Proficiency with HRIS/payroll systems and the Microsoft Office Suite

PHYSICAL DEMANDS

Work Environment:

· “Moderate” noise level in an enclosed air-conditioned facility (e.g., office with computers, printers, work area with light traffic, telephones, etc.).

· Usually indoor work with occasional work outdoors for special events.

· May require continuous communication via telephone and other electronic messaging for up to 4 hours.

· Must be able to lift, push, and pull a minimum of 25 lbs.

· Must be able to operate office equipment.

· Position may require prolonged sitting, standing, and walking.

TRAVEL REQUIREMENTS

Some travel may be required to attend meeting/educational offerings by car or aircraft to various locations throughout the United States. The length of the travel varies by purpose.

ATTENDANCE REQUIREMENTS

Please note that scheduled attendance requirements may change due to business needs.

Please note that scheduled attendance requirements may change due to business needs.

Scheduled days of work when the credit union is open:

o Monday – Thursday from 8:00am – 4:45pm

o Friday from 8:00am – 5:45pm

Must be able to work additional hours, weekends, and Holidays as needed.

The position occasionally requires availability for meetings and events during evenings, weekends, and holidays as business needs arise. Hybrid work may be permissible in accordance with the credit union's policies after applicable requirements have been met.

Job Type: Full-time

Pay: $30.00 - $35.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance

Work Location: In person