Personnel Data Specialist

OPEN UNTIL FILLED

JOB SUMMARY:      

Manages and maintains employee records within the electronic workforce management system.  Responsible for data entry of all new hires, rehires, promotions, demotions, internal transfers, additional positions, terminations, ESS employees, and interns.  Creates, develops, and maintains personnel files and completes employment verifications.  Responsible for entry of each employee record to include, but not limited to, all base compensation, personal information, managers, accruals, earnings, deductions, tax withholding information, direct deposit, and education/certifications.  Reviews and reconciles Virginia Retirement System reports, health savings/flexible savings accounts, medical insurance reports, and voluntary optional life insurance reports.  Responsible for ensuring payment of premiums to benefit vendors accurately and timely. Enters employee education contracts, as well as the employee referral incentive program. Handles sensitive employee information with discretion and maintains confidentiality. Ensures compliance with relevant data privacy regulations and Agency policies.     

ESSENTIAL FUNCTIONS:

1. Entry into the Agency's workforce management system on each new employee from information generated in the hire packet to include position, supervisor, demographics, salary, tax withholdings, direct deposit, timecard setup, voluntary/involuntary deductions to include insurance, pension, life insurance, etc.
2. Responsible for entry into the Virginia Retirement System which includes enrollment, termination, salary changes, and all other correspondence related to VRS.
3. Responsible for maintaining current employee salary and position information in the Agency's workforce management system to include demographics, salary, tax withholdings, voluntary/involuntary deductions to include insurance, pension, life insurance, etc.  Make internal changes in system which could include but is not limited to demotions, promotions, education updates, cost center changes, and supervision changes. Shares pertinent information with corresponding departments to ensure consistency and continuity of information inside of various Agency databases. 
4. Entry of employee terminations into Agency's workforce management system which includes but not limited to calculating leave payouts and ending benefits both within the system and with benefit vendors.
5. Coordinates with other staff to reconcile reports and invoices for the Virginia Retirement System, optional life insurance, HSA/FSA, and medical insurance. 
6. Ensures open line of communication with benefit representatives, as well as timely payment of invoices to the Virginia Retirement System, optional life insurance, HSA/FSA, and medical insurance.
7. Works closely with the Payroll and Special Funds Accountant and the Payroll Technician to communicate any changes that effect deductions and employee compensation within the corresponding pay period.
8. Prepare monthly reports and conduct searches for excluded individuals and entities in the LEIE Database and prepare bimonthly report and conduct searches in the System of Award Management Database.

 OTHER DUTIES: 

• Participate in meetings and trainings as requested by the Supervisor and /or the Chief Financial Officer.
• Perform such other duties as assigned by the supervisor and/or the Chief Financial Officer. 

QUALIFICATIONS:

• Good attention to detail, including analytical skill.
• Ability to maintain confidentiality
• Strong computer skills.
• Excellent written and oral communications skills
• Good organizational and time management skills.
• General knowledge of employment issues.
• Knowledge of office procedures and equipment.
• Knowledge of legal standards regarding personnel records.

EXPERIENCE/EDUCATION REQUIRED:

Three (3) years of experience in human resources/payroll data entry preferred or an equivalent combination of administrative experience, education, and training to fulfil the job duties.

An Associate’s degree is preferred.

Valid Driver’s license with a safe driving record.