Human Resources Generalist/Payroll Specialist (Onsite) POST NUMBER: 457631
HR Generalist/Payroll Specialist (on-site)
The HR Generalist/Payroll Specialist will support a variety of human resources functions, including onboarding, benefits, payroll, compliance, and employee support. This role requires strong attention to detail, excellent organizational skills, and the ability to handle sensitive information with discretion.
Key Responsibilities
Onboarding & Employee Records
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Prepare and send offer letters for new office staff.
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Distribute new hire announcements for office employees.
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Facilitate the HR portion of new hire orientation for all employees.
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Occasionally coordinate travel arrangements for new hires.
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Maintain personnel files in both electronic and paper formats.
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Ensure compliance with Form I-9 employment verification requirements.
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Enter and update employee information in payroll, HRIS, and benefits systems.
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Monitor DMV pull notices and communicate driver updates to insurance providers.
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Process employee terminations in applicable systems.
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Track and maintain technician certifications.
Benefits Administration
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Assist with annual benefits renewal discussions and open enrollment.
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Support employees with claims resolution and benefits questions.
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Audit monthly benefits invoices for accuracy.
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Communicate benefits eligibility and updates to employees.
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Review and approve enrollments, changes, and cancellations.
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Manage the leave of absence process, including disability and COBRA communications.
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Verify disability claim forms as required by carriers.
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Partner with ACA vendor to ensure compliance and prevent year-end penalties.
Payroll Administration
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Process weekly payroll and maintain accurate payroll records.
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Update systems with employee pay adjustments.
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Manage 401(k) changes, loan deductions, and special transactions.
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Process garnishments, child support orders, and related compliance items.
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Respond to verification of employment requests.
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Complete unemployment and disability-related paperwork and audits.
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Generate and submit payroll-related reports as needed.
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Upload annual benefits deductions and manage changes throughout the year.
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Support payroll automation initiatives and process improvements.
General HR Support
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Assist with petty cash management as backup.
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Coordinate employee recognition programs, including anniversary awards.
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Participate in monthly safety and claims management meetings.
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Provide guidance on company policies and procedures.
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Handle employment-related inquiries from employees, applicants, and supervisors.
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Administer 401(k) transactions such as loans, hardship withdrawals, and terminations.
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Conduct terminations, final pay processing, and exit interviews when needed.
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Maintain and update HR department standard operating procedures.
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.