Employee Records Associate (Human Resources)

Florida International University; Miami (FL); On-site; USD 40,000 - 45,000; Full time

Job summary

Florida International University in Miami is seeking a Payroll Specialist to process all payroll transactions for Federal Work Study, Temporary hourly, Student Assistant hourly, and Graduate Assistant employees, including new hires and pay changes.

You will review sign-on packages, I-9 forms for IRCA compliance, process payroll edits, update W-4 and Direct Deposit data, and liaise with Payroll to resolve overpayments while ensuring USCIS employment requirements are met.

Qualifications

• High school diploma or bachelor’s degree with relevant experience.
• Experience with payroll processing or HR systems is preferred.
• Knowledge of I-9 forms and USCIS employment rules is desirable.

Responsibilities

• Process payroll transactions for Federal Work Study, temporary hourly, student assistant hourly, and graduate assistant employees.
• Review sign-on packages and ensure documentation complies with federal and state laws including IRCA.
• Process payroll edits and data entry for accuracy and proper payment.
• Update W-4 changes, direct deposit, and transcript data in HR systems; liaise with Payroll to resolve overpayments.

Skills

Payroll processing

I-9 compliance

Data entry

Education

High school diploma

Bachelor's degree

Tools

HR system

Job description

About FIU

Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and MacArthur Genius Fellows. A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.

Job Summary

Processes all payroll transactions for Federal Work Study, Temporary hourly, Student Assistant hourly, and Graduate Assistant employees including employees including: new hires, rehires, pay adjustments, and allocation changes.

• Processes personnel transactions for Temporary employees and Student Assistants/Federal Work Study and Graduate Assistants such as manage hires, biweekly and fee-for-service contracts, salary changes, terminations/resignations, department budget table changes, etc. in Human Resources (HR) system. Inputs documentation necessary to set up new employee instances and updates existing information as applicable.
• Reviews sign-on packages and ensures all required documentation are in accordance with departmental guidelines and applicable federal and state laws. Reviews and processes I-9 forms in order to comply with Immigration and Reform Act (IRCA) regulations.
• Processes manual interventions and contract edits during payroll closing to validate proper payment of biweekly, overload and fee-for-services. Reviews payroll edits during payroll closing for data entry corrections to ensure data accuracy.
• Processes personal data actions for employees, this includes but is not limited to W4 changes, Direct Deposit updates, and notifications from the HR system's worklist. Enter degree information for active employees provided in Transcript queue from the ImageNow system to HR system.
• Troubleshoot and provide assistance with cancelling and superseding of existing contracts to avoid overpayments. Communicates overpayments to Payroll and/or department as needed.
• Reviews department budget funding end dates reports (appointment type) for temporary employees. Communicates to departments to ensure proper funding to and from projects. Reviews inactive department budget table funding and inactive combo codes to ensure proper funding of appointments.
• Monitors the expiration of work authorizations and immigration documents, including but not limited to Form I-9 for reverifications, temporary residents, working permits, and visa expiration dates in order to comply with United States Citizenship and Immigration Services (USCIS) employment requirements. Reviews submitted documents to ensure Tax Compliance requirements are met for foreign nationals.
• Provides information regarding personnel rules and policies and assists in the resolution of individual personnel transaction problems. Serves as a liaison between the university community and Payroll department. Provides assistance/research with Payroll related inquiries.
• Performs other related duties as assigned or as directed. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Minimum Qualifications

High school diploma and two (2) years of applicable experience, or Bachelor's degree and one (1) year of applicable experience.

Job Category

• Staff

Advertised Salary

• $40,000 - $44,500

Work Schedule

Begin time: 8:30 AM

End time: 5:00 PM

Pre-Employment Requirements

• Criminal Background Check

How To Claim Vet Preference

Since 1945, the Florida Legislature has made a provision to give preference in the hiring process to United States war veterans in recognition of their military, naval, or air service who meet specific conditions. The conditions are as follows:

• Veterans with a VA service-connected disability
• Spouses of veterans with permanent and total service-connected disability
• Honorably discharged veterans with wartime service.
• Unmarried widow or widower of a veteran who died as a result of a service-connected disability
• A veteran who has served in a qualifying campaign or expedition for which a campaign badge has been authorized, to include the Global War on Terrorism Expeditionary Medal.

Florida International University honors this policy and will comply with Veterans' Preference guidelines when filling staff positions. Any applicant claiming Veterans' Preference will be required to attach a DD214 with each application submitted for verification.

If there are any questions concerning Veterans' Preference, please contact Talent Acquisition & Management by calling 305-348-2500.

For additional information on Veterans' Preference, visit http://www.floridavets.org/.

Disclosures

Clery Notice

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the University Police department at Florida International University provides information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three (3) calendar years. The FIU Annual Security report is available online at: https://police.fiu.edu/download/annual-security-fire-safety-report/.

To obtain a paper copy of the report, please visit the FIU Police Department located at 885 SW 109th Avenue, Miami, FL, 33199 (PG5 Market Station).

Pay Transparency

Florida International University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

Notice of Non-Discrimination

FIU is a State University System of Florida member, Equal Opportunity, Equal Access, and Affir

All qualified applicants will receive consideration for employment decisions, programs, and events without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status. For inquiries regarding non-discrimination, contact FIU's Office of Civil Rights at 305.348.2785 or email [e-mail].

Reasonable Accommodation Statement

Should you need an ADA accommodation to participate in a University event, program, or activity or need to request materials in an accessible format, please contact FIU's Office of Civil Rights (OCR) at 305-348-2785 or [e-mail]. All requests for ADA accommodation or accessible materials for this event must be submitted to OCR at least seven (7) business days prior to the event or at the earliest possible opportunity.