Human Resources Specialist

Department

Compensation

General Description / Primary Purpose

Reporting to the Assistant Director of Employee Records and Leave, the HR Specialist supports the accurate and timely processing of personnel and payroll-related actions across all employee types. The position ensures compliance with institutional, state, and federal regulations while serving as a key resource to departments regarding HR processes, Workday transactions, and payroll-related requests in a high-volume work environment. The role contributes to the integrity of HR data and supports the effective administration of employee records and leave programs.

Job Functions

Employee Records Processing

• Process a wide range of personnel actions, including but not limited to job data changes, period activity pay transactions, compensation, FTE, additional jobs, job transfers, employee data updates, and terminations.

• Ensure appropriate documentation is provided in system transactions.

• Review and resolve payroll-related issues, including overpayments and retroactive or on-demand payment requests.

• Monitor and validate faculty FTE and deferred pay tasks to ensure correct payroll distribution. Review and resolve issues related to Faculty Deferred Payment plans.

• Participate in tasks in preparation for bi-weekly payroll processing by the Payroll team.

Time and Leave Administration

• Audit time and leave entries to ensure accurate payment, reporting, and documentation.

• Assist employees and departments with leave of absence and time off tasks.

• Analyze timekeeping errors and collaborate with departments to resolve discrepancies.

• Review and approve leave requests that require HR approval. Adjust leave balances as needed.

• Process leave transfers to and from other SUS or state agencies according to policy.

• Review Leave of Absence reports to ensure accurate leave and pay entries.

• Support the Sick Leave Pool enrollment process.

• Review and process leave payouts.

Records Management and Compliance

• Collect and maintain documentation supporting internal and external audits.

• Manage and access personnel records using paper and/or electronic imaging systems.

• Support public records and subpoena requests, ensuring proper data collection and redaction.

• Serve as an administrator for Florida Commission on Ethics Financial Disclosures.

• Conduct audits of HR data and coordinate corrections as needed.

Campus Partner Support

• Provide guidance to departments on HR transactions.

• Assist with timesheet inquiries.

• Review and respond to ServiceNow ticket requests.

• Advise departments on job changes, extensions, transfers, and terminations.

• Coordinate eligibility determinations for transportation stipends.

• Participate in training of campus partners.

• Create and update applicable Knowledge Base articles.

• Assist with creation of calendar for student employment start and end dates.

Marginal Functions

• Assist with HR special projects.

• Participate in system upgrades and enhancements through HRIS testing.

• Perform other duties as assigned.

Supervisory Responsibilities

• This position does not supervise full-time staff.

• May provide task-level guidance to student employees or temporary personnel.

• Work is performed under general supervision with independence in managing daily responsibilities.

Core Competencies

• Clear, professional, and effective communication with campus partners and colleagues.

• Maintains high attention to detail in a high-volume environment.

• Applies federal, state, local, and institutional regulations when applicable.

• Collaborates with appropriate campus partners when applicable.

• Handles sensitive information appropriately while exercising sound judgment.

Required Qualifications

Statement(s) of Understanding

This position requires a background check. In conjunction with the University's policy, this position may also require a credit check.

The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator

Equal Opportunity

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.

Carnegie

UNF is a Carnegie Community Engaged Institution. This designation celebrates the University’s collaboration with community partners from the local to the global level. It reflects UNF’s mission to contribute to the public good and prepare educated, engaged citizens.