Payroll & HR Administrator

Haun Companies•Syracuse, NY

2d•Onsite

About The Position

The Payroll & HR Administrator is responsible for supporting payroll processing, employee onboarding, compliance tracking, and HR-related recordkeeping. This role ensures accuracy, timeliness, and compliance across payroll systems, employee data, safety and regulatory programs, and audit support functions. This position requires strong attention to detail, confidentiality, organizational skills, and the ability to manage multiple compliance-driven processes while supporting a positive employee experience.

Requirements

Strong attention to detail
Solid organizational skills
Experience handling payroll, HR systems, and confidential employee data
Ability to manage multiple priorities in a fast-paced, compliance-driven environment
Experience in payroll, HR, and/or administrative support roles
Familiarity with HRIS/payroll systems (Paylocity a plus)
Strong attention to detail and accuracy with data entry and records
Ability to manage multiple deadlines and prioritize tasks
High level of confidentiality and professionalism
Strong communication and problem-solving skills
Experience with onboarding, and compliance tracking
Proficiency with Microsoft Office (Excel, Outlook, Teams)
Ability to work independently while supporting a team environment
Strong sense of accountability and follow-through
Comfort working in a fast-paced, deadline-driven environment

Nice To Haves

Working knowledge of DOT compliance, drug testing programs, or employee recordkeeping

Responsibilities

Process weekly payroll through Paylocity accurately and on time
Review payroll data for completeness and resolve discrepancies prior to processing
Assist employees and managers with payroll-related questions
Maintain payroll records in compliance with company policy and regulations
Process employee changes including wage adjustments, deductions, direct deposit updates, and status changes
Launch and monitor onboarding documents through Paylocity
Ensure completion of all new hire paperwork and acknowledgments
Maintain personnel files and electronic employee records in compliance with legal and company requirements
Audit employee files regularly for accuracy and completeness
Assist with employment verifications and document requests
Coordinate HR onboarding for all new hires
Schedule orientation and safety training sessions
Send Microsoft Teams invitations to new hires, leadership, and training participants
Track completion of onboarding, safety, and compliance requirements
Monitor onboarding checklists and follow up on outstanding items
Support continuous improvement of onboarding processes and employee experience
Maintain accurate onboarding and orientation records
Assist with administering employee benefits within Employee Navigator
Assist in entering and maintaining employee benefit-related changes (hires, terminations, life events, transfers)
Launch and track new hire enrollment tasks within required timeframes
Audit benefit records for accuracy and consistency with payroll systems
Assist employees with enrollment, registration, and benefit questions
Support open enrollment communications, tracking, and reporting
Generate census and enrollment reports as needed
Schedule drug testing and physical abilities testing for candidates
Track and communicate testing results to HR and hiring managers
Ensure all pre-employment requirements are completed prior to start dates
Coordinate random, post-accident, reasonable suspicion, return-to-duty, and follow-up testing
Manage eScreen system records and ensure compliance documentation accuracy
Track completion of testing and follow up as needed
Maintain compliant records for CDL and safety-sensitive employees
Maintain DOT driver qualification files in compliance with FMCSA regulations
Track expiration dates for licenses, medical cards, and required documentation
Conduct annual driver file audits and MVR reviews
Process FMCSA Clearinghouse queries and maintain documentation
Support ongoing DOT compliance and new driver file setup
Assist with 401(k) and financial audits by gathering payroll and employee data
Prepare payroll, benefits, census, and compensation reports for auditors and leadership
Upload documentation to secure audit portals
Track audit requests and ensure timely completion
Support year-end payroll reconciliations and reporting
Maintain organized audit documentation and records
Maintain confidential employee and compliance records
Support audits related to payroll, DOT, benefits, drug testing, and HR files
Ensure compliance with federal, state, and company retention requirements
Generate reports for HR, Payroll, Safety, and leadership as needed
Provide administrative support to HR and Payroll functions
Assist with employee communications regarding payroll, benefits, onboarding, and compliance
Support special projects and process improvement initiatives
Maintain strict confidentiality of employee information
Uphold company values of being Helpful, Humble, Honest, and Heart-Driven
Perform other duties as assigned