Human Resources/Payroll Specialist (Hilo)

Reports to:        Director of Human Resources                                              Classification:      Exempt
Overall Responsibility:

HOPE Services Hawaii seeks a highly organized, dedicated, passionate, and committed individual to fill our Human Resources/Payroll Specialist position in the administrative office. The HR/Payroll Specialist is responsible for managing the payroll and human resources functions within a non-profit organization dedicated to serving people experiencing homelessness. This role ensures accurate payroll processing compliance with labor laws and provides HR support to staff. The HR/Payroll Specialist is critical in supporting the organization's mission by maintaining smooth HR and payroll operations while adhering to budget constraints typical in a non-profit setting.

Essential Functions

• Payroll Management:
  • Process and manage bi-weekly payroll for all employees, ensuring accuracy and timeliness in wages, taxes, and benefits deductions.
  • Maintain payroll records and update employee information as needed (e.g., salary, deductions, bonuses, and direct deposit details).
  • Ensure compliance with federal, state, and local payroll, wage, and hour laws, particularly those relevant to non-profits.
  • Handle payroll adjustments, overtime, stipends, and grant-specific pay.
  • Collaborate with the Finance team on payroll-related budgeting tracking and reports.
• Human Resources Support:
  • Assist in maintaining employee records in the HRIS (Human Resources Information System).
  • Assist with new hire documentation, onboarding, and terminations, processing them in compliance with organizational policies and legal regulations.
  • Assist in benefits administration, including health insurance changes and audits.
  • Respond to employee inquiries related to payroll, benefits, and HR policies.
  • Ensure payroll taxes, garnishments, and other deductions are adequately submitted on time.
  • Understand and ensure organizational compliance with HR laws and regulations, including the FLSA, FMLA, and ADA.
  • Assist in internal and external audits related to payroll and HR practices.
  • Contribute to fostering a positive workplace culture by supporting HR initiatives, including training and development programs.  
  • Oversee the tracking and collection of required certifications (e.g., TB clearance, CPR/First Aid/AED, CPI) and coordinate the scheduling of training sessions for staff.
  • Performs general clerical duties, including photocopying, faxing, filing, and mailing.
  • Performs other duties as assigned.

Minimum Qualifications:

• High school diploma or equivalent required.
• Minimum of 3 years of experience in payroll processing and HR administration required, preferably in a non-profit setting.
• Proficient in payroll software (e.g., ADP, ALTRES)
• Strong knowledge of federal, state, and local employment laws.
• Experience with budgeting and grant-funded payroll, including familiarity with grants management and its impact on payroll processing.
• Intermediate knowledge of Microsoft Office programs.
• Strong attention to detail, excellent communication skills (verbal and written), and great interpersonal skills.

Other Job Requirements:

Scheduling requirements
Entails periodic evening and weekend work.