AUXILIARY SERVICES ADMINISTRAT (BA-AXAD-IUBLA)

Provides administrative and operational support for payroll and employment processing activities within the department. Responsible for coordinating employment eligibility verification, background check administration, and routine payroll processing. Ensures compliance with Indiana University policies, federal employment requirements, and established payroll procedures while delivering excellent customer service to employees, supervisors, and departmental stakeholders.

Department Specific Responsibilities

• Works independently to manage assigned transactions and resolves moderately complex issues while escalating highly complex matters to leadership or central offices as appropriate.
• Completes Form I-9 verification processes for newly hired employees in compliance with federal employment eligibility requirements.
• Reviews employment authorization documentation for accuracy and completeness.
• Coordinates with employees and hiring managers to resolve missing or incomplete onboarding documentation.
• Monitors I-9 deadlines and maintains compliant employment verification records.
• Assists with onboarding activities and provides guidance regarding required employment documentation.
• Maintains confidentiality of employee records and personal information.
• Initiates and monitors background check requests for prospective employees.
• Reviews background check status reports and communicates results in accordance with university procedures.
• Coordinates with hiring managers, candidates, and central Human Resources (HR) offices regarding background screening requirements.
• Tracks completion of required pre-employment screenings.
• Maintains documentation and records associated with employment screening activities.
• Reviews and processes routine payroll transactions and adjustments.
• Monitors employee time records and assists supervisors with timekeeping issues.
• Investigates and resolves payroll discrepancies and reporting errors.
• Ensures payroll transactions are completed accurately and within established deadlines.
• Maintains payroll records and supporting documentation.
• Assists employees with payroll-related questions and directs complex issues to appropriate resources.
• Processes employee data changes and employment-related transactions within university systems.
• Assists with appointment, funding, and organizational changes as assigned.
• Maintains accurate employee personnel records.
• Supports compliance with university policies and record retention requirements.
• Serves as a resource for employees and supervisors regarding payroll, onboarding, and employment processes.
• Communicates payroll deadlines and employment requirements to departmental stakeholders.
• Assists with development and maintenance of departmental procedures and process documentation.
• Participates in special projects and process improvement initiatives.
• Exercises independent judgment in reviewing employment eligibility documents, payroll transactions, and onboarding processes.
• Identifies and resolves moderately complex payroll and employment-related issues.
• Researches policy and procedural questions and recommends solutions.
• Escalates unusual, high-risk, or complex compliance matters to leadership or central university offices.

General Responsibilities

• Performs, Under supervision, routine administrative tasks related to payroll, such as computing wages, overtime payments, taxes, and withholdings.
• Audits timekeeping records and payroll reports to identify errors and ensure compliance with policies and deadlines.
• Responds to employee inquiries and requests and explains policies and procedures.
• Helps employees understand paycheck information, including deductions, taxes, garnishments, and payroll calendar.
• May serve as a resource to lower-level Payroll Coordinators.

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED).

WORK EXPERIENCE

Required

• 2 years in relevant field.

Preferred

• Experience in payroll, human resources, employee records administration, or related administrative functions.

SKILLS

Required

• Proficient communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast-paced, dynamic environment.
• Highly thorough and dependable.
• Ability to learn and use Indiana University (IU) systems, such as Human Resource Management System (HRMS) and Kuali Financial System (KFS).

Preferred

• Knowledge of payroll processing principles and employment documentation requirements.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality of sensitive information.
• Excellent customer service, communication, and organizational skills.
• Experience with Indiana University systems such as HRMS, Kuali Time, and related HR/payroll applications.
• Experience conducting I-9 employment eligibility verification.
• Experience managing background check processes.
• Knowledge of university employment and payroll policies.
• Working knowledge of payroll and HR administrative functions.
• Ability to interpret and apply policies and procedures.
• Ability to prioritize multiple deadlines and competing responsibilities.
• Strong analytical and troubleshooting skills.
• Proficiency with Microsoft Office applications.
• Ability to establish effective working relationships across departments.

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Indiana University Bloomington Campus

Bloomington, Indiana

$23.11 per hour

Standard office hours are Monday - Friday, 8:00am - 5:00pm.

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Career Level: Intermediate

FLSA: Nonexempt

Job Function: Finance

Job Family: Payroll

Click here to learn more about Indiana University's Job Framework.

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.

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