Payroll and Data Entry Specialist

Job Posting Details

Starting Pay: $15+ Depending on Experience

Shift: Full-time 30+ hours per week

Location: Rapid City, SD

Job Title

Payroll & Data Specialist

Job Code

FLSA Status: Non-exempt

Job Grade:

Reports to: HR Director & Director of Grants/Donor Relations

Revision Date: 3/27/2026

Leadership Level: Leader

Primary Function/Department: HR/Development

POSITION SUMMARY

The Payroll & Data Specialist is responsible for supporting essential organizational operations through payroll administration and data management across HR and development systems. This role ensures the accuracy and integrity of payroll, employee records, and donor data while supporting reporting and administrative processes that sustain organizational effectiveness.

OUR CULTURE

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

ESSENTIAL FUNCTIONS/PERFORMANCE OBJECTIVES

Payroll, Benefits & HRIS Administration

• Prepare and process bi-weekly payroll, ensuring accuracy, timeliness, and compliance.
• Compile post-payroll reports, including payroll summaries and registers, and identify discrepancies for Director review.
• Respond to routine payroll and benefits-related inquiries; escalate discrepancies or complex issues to the HR Director.
• Reconcile and submit HR-related invoices accurately and promptly; track expenses in accordance with established procedures.
• Maintain and update employee records within the HRIS, ensuring data accuracy, completeness, and compliance with recordkeeping standards.
• Process employee status changes, deductions, and system updates related to payroll and benefits administration.

Employee Records & HR Support

• Support onboarding processes by ensuring completion and accuracy of required employment documentation, including background checks, employment eligibility verification, and system setup.
• Process employment verification requests, garnishments, and related documentation in accordance with established procedures.

Reporting & Data Support

• Track and manage key donor metrics, including retention rates, giving trends, and campaign performance.
• Develop and maintain dashboards, reports, and data summaries that highlight program outcomes and community impact for leadership, funders, and the Board.
• Prepare routine and ad hoc payroll, HR, and development reports, ensuring accuracy and timeliness.
• Assist in generating donor lists, mailing data, and reports to support fundraising and organizational initiatives.
• Assist with audits, data tracking, and compliance documentation as requested.

Donor CRM Management

• Accurately input, maintain, and audit donor information within CRM systems (Bloomerang, FreeWill), ensuring data integrity and consistency.
• Record and track donor gifts, pledges, and engagement activity in a timely manner, maintaining an accurate history of giving.
• Segment and maintain donor lists to support targeted communications, campaigns, and reporting needs.
• Ensure adherence to data entry standards, including data hygiene, deduplication, and audit-ready documentation practices.
• Stay current with CRM system capabilities and recommend process improvements to enhance data quality and efficiency.

Gift Processing & Donor Stewardship

• Process and record all donations accurately and in a timely manner in accordance with established procedures and audit requirements.
• Generate and distribute thank-you letters and gift receipts within 72 hours of donation entry, ensuring timely donor acknowledgment.
• Support donor stewardship efforts by maintaining accurate records and ensuring consistency in donor communication tracking.

LEADERSHIP COMPETENCIES

• Functional Expertise
• Collaboration
• Innovation
• Inclusion
• Developing Self and Others

QUALIFICATIONS

• Bachelor's Degree in human resources, business administration, accounting or related field preferred; equivalent combination of education and experience will be considered.
• Minimum of 2 years of experience in payroll processing, HRIS administration, database/CRM management, or related operational roles required
• Demonstrated experience with data entry, data management, and reporting with a high level of accuracy and attention to detail
• Strong organizational skills with a commitment to accuracy, deadlines, and confidentiality.
• Ability to communicate effectively and professionally with individuals from diverse backgrounds.
• Strong written and verbal communication skills, particularly in producing accurate documentation and reports
• Demonstrated ability to follow established processes while identifying opportunities for improved efficiency and data integrity
• Demonstrated commitment to the YMCA mission and core values of honesty, respect, responsibility, and caring.
• Must successfully pass all required background checks and screenings.
• Completion of required YMCA abuse prevention training and adherence to mandated reporting responsibilities.
• Report suspicious behavior, policy violations, and adhere to mandated abuse reporting and responsibilities.

WORK ENVIRONMENT & PHYSICAL DEMANDS

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.

• Consistently demonstrate the YMCA core values of honesty, respect, responsibility and caring.
• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device.
• The employee frequently is required to sit and reach and must be able to move around the work environment.
• The employee must have the ability to stay alert to potential safety and security problems.
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
• The noise level in the work environment is usually moderate to loud.
• Reliable transportation and travel among local branches and off-site facilities required.