Human Resources/Payroll Assistant

People-Focused? Great With Details? We Want to Meet You!
The City of Batavia is looking for an Human Resources/Payroll Assistant to join our team and help support payroll, benefits, recruitment, employee records, and the people who make our City work.

Application Deadline: This position will remain open until September 4th, 2026. However, the City reserves the right to close the posting early if a sufficient number of applications are received. Interested candidates are encouraged to apply early, as the position may close before the posted deadline.

POSITION SUMMARY

This position provides administrative, payroll and customer service support to the Human Resources Department. This position assists with payroll processing, personnel records management, recruitment support, employee engagement activities and general HR operations. The work involves performing diverse administrative and support activities which will require a high degree of confidentiality.  Work often involves extensive employee contact and communication with other departments. Work requires the exercise of considerable judgment, initiative, and discretion based on knowledge of citywide policies and procedures.  Work is performed under the oversight of the Human Resources Director with a day-to-day guidance provided by the Benefits & Payroll Supervisor. 

This position is a full-time on-site position reporting to the City of Batavia's City Hall building. The work schedule for this position is Monday to Friday 8:00AM-5:00PM. 

Hiring Range: $31.58–$37.09 per hour ($65,705–$77,156 annually), DOQ

Full Salary Range: $31.58–$43.55 per hour ($65,705 – $90,597 annually)

This position is classified as Pay Grade 8 under the City of Batavia’s Wage and Salary Ordinance. This is a non-union, non-exempt position with excellent benefits.

This position will be open until filled

The City of Batavia offers a competitive benefit package that includes:

• Paid Time Off (PTO): Generous vacation days, sick leave, and personal day.

• Comprehensive Health Insurance: BCBSIL PPO & HMO Medical, dental, and vision coverage.

• Life Insurance equal to your annual salary paid by the City.

• IMRF pension with an employer contribution.

• Tuition Reimbursement: Support for further education.

• Milestone Reward Program

• Annual Employee Awards and Appreciation Event.

• Annual Employee Picnic

• Annual Holiday Party

• Wellness Events

• Inclusive and Diverse Workplace: Commitment to diversity, equity, and inclusion.

• And much more!

For more information check out the City of Batavia Human Resources site under the Employee Benefits Summary tab.

ESSENTIAL DUTIES & RESPONSIBILITIES

Assist with bi-weekly payroll processing and related payroll functions including reviewing timesheets, leave records, and payroll data for accuracy and completeness.  

Enter payroll changes including new hires, salary adjustments, deductions, direct deposits, and benefit elections.  Assist employees with payroll inquiries.   

Process and prepare payroll-related paperwork/reports and maintain payroll records. Ensure compliance with federal, state, and local payroll regulations. 

Participates in benefits administration including open enrollment activities.   

Assist with recruitment activities including scheduling interviews and communicating with applicants.

Assist in the record retention and document management of employee personnel files, digital records and HR information systems.

Provides administrative support for Human Resources department which may include conducting research, preparing reports, handling information requests and performing functions such as answering phones, receiving visitors, preparing correspondence, scheduling meetings and providing customer service

Support special projects, events and initiatives within the Human Resources Department.

Perform other duties as assigned.

MINIMUM QUALIFICATIONS – EDUCATION & EXPERIENCE

Graduation from high school (or GED) required with an associate’s degree/certification in Human Resources preferred. One to three years’ payroll and human resources experience; or any equivalent combination of training and experience which provides the following knowledge, abilities, and skills:

MINIMUM QUALIFICATIONS - KNOWLEDGE, SKILLS & ABILITIES

Knowledge of modern human resource principles and practices including recordkeeping functions and applicable federal, state and local employment laws and regulations. 

Considerable computer knowledge involving Microsoft Suite programs, Human Resources Capital Management system (HCM) and Adobe.

Considerable knowledge of office practices and procedures, terminology and equipment with an emphasis on detail and accuracy.

Considerable skill in working independently to organize and prioritize competing work demands. 

Working skill in reading, analyzing, interpreting and effectively applying moderately complex information such as rules, laws, contracts, standards, and procedures related to human resources.

Ability to process information of a confidential and sensitive nature and maintain strict confidentiality and integrity.

Ability to be flexible, creative, decisive and exercise sound judgement in order to assist others in a fast-paced environment. 

Ability to present ideas effectively both orally and in writing.

Ability to establish and maintain effective working relationships with other staff, City officials, officials of other agencies, and the public.

PHYSICAL DEMANDS/WORKING CONDITIONS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed mostly in a climate-controlled office setting.  May occasionally visit possible other worksites outdoors.  The noise level in the work environment is usually quiet to moderate. 

While performing the duties of this job, the employee frequently is required to sit, stand and talk or hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms.  Hand-eye coordination is necessary to operate computers and various pieces of office equipment. The employee is occasionally required to walk; climb or balance; stoop, kneel, and crouch.

The employee must frequently lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and the ability to adjust focus.

The City of Batavia is committed to compliance with the American Disabilities Act and is an Equal Opportunity Employer. Diversity and inclusion are critical to our success.

Applications will be reviewed after the posting has closed. Selected candidates will be invited to an in-person interview. If selected to move forward, the candidate will be subject to reference checks, background and/or credit checks, fingerprinting, polygraph, and medical or other examinations, as required. This represents the City’s general hiring process; specific steps may vary depending on the position.