Position Summary
The HR & Compliance Specialist is a full-time position that supports QEM Network’s mission to improve STEM education nationally. The HR & Compliance Specialist is responsible for ensuring accurate payroll processing, maintaining full compliance with state and federal regulations, and supporting ongoing HR operations. This role manages employee records, oversees compliance audits, and partners closely with internal teams to maintain a high standard of HR integrity and operational excellence.
Key Responsibilities:
Payroll Administration
- Process monthly payroll, ensuring accurate pay, deductions, and timekeeping data.
- Coordinate with Accounting team to maintain payroll records, wage adjustments, garnishments, and tax withholdings.
- Coordinate with Accounting and Finance teams to resolve payroll discrepancies promptly.
Regulatory Compliance
- Ensure ongoing compliance with all federal, state, and local employment laws, including EEO, FLSA, FMLA, ADA, and other applicable regulations.
- Maintain compliance with OSHA, DEO, Workers’ Compensation, and internal company policies.
- Monitor legal and regulatory changes and create/make necessary updates to HR policies and procedures, forms and guidance documents.
- File state specific compliance/tax reports as needed.
Audit & Documentation Management
- Maintain organized and compliant employee files for internal and external audits.
- Prepare and provide documentation for payroll, HR, safety, and labor compliance audits.
- Conduct routine internal reviews to ensure adherence to retention standards and regulatory requirements.
- Complete annual insurance audit
Talent Acquisition & Recruitment
- Create and post job descriptions on QEM’s website, internal communication channels, and selected external boards and networks.
- Screen applications, create interview guides and selection processes that support leadership team’s ability to conduct mission-focused interviews.
Employee Onboarding, Records & Lifecycle Management
- Conduct all onboarding activities (orientation, coordination of first day, background checks, etc.).
- Manage entire employee records lifecycle, including new hires, onboarding, status changes, and terminations.
- Ensure all I-9 forms are accurately completed, verified, and stored in compliance with federal guidelines.
- Maintain digital and physical file systems, ensuring proper document retention and confidentiality.
Leave & Benefits Compliance
- Lead employee benefits enrollment and changes (health, dental, vision, retirement, etc.), ensuring timely and accurate updates to benefits and payroll systems.
- Maintain benefits-related documentation and records required for compliance (e.g., eligibility, enrollment forms, COBRA notices, leave documentation).
- Help ensure compliance with benefits-related laws and regulations (e.g., ACA, COBRA, ERISA, HIPAA, state leave laws) and flag needed policy or process changes.
- Serve as a first point of contact for routine employee questions on benefits, referring complex issues to the benefits broker as appropriate.
- Support administration and tracking of FMLA and other leave programs.
- Coordinate with employees and managers to ensure proper documentation and adherence to policy requirements.
Evaluation, Training, & Communication
- Implement and support employee performance evaluation processes.
- Prepare and deliver compliance-related training and communications (e.g., anti-discrimination, anti-harassment, reasonable accommodation, interviewing best practices, recordkeeping) for managers and staff.
Confidentiality, Employee Information & Issues Management
- Maintain strict confidentiality and discretion in handling sensitive employee information, investigations, and HR-related issues.
- Oversee issue management, lead investigations (harassment, discrimination, retaliation, safeguarding) and corrective-action calibration.
- Ensure consistent progressive discipline/PIPs; coordinate ADA/State accommodation interactive processes.
- Partner with all supervisors to codify an employee Code of Conduct; standardize selection, scheduling, and recognition end-to-end.
Other Duties
- Perform other related HR and compliance duties as assigned to advance QEM’s organizational effectiveness and mission impact.
Qualifications
- Bachelor’s degree in Human Resources, Business, Public Administration, Communications, or a related field.
- 2–4+ years of experience in HR, payroll, or compliance-related roles.
- Familiarity with OSHA, DEO, FMLA, Workers’ Compensation, and other labor regulations.
- Strong understanding of payroll processes, labor laws, and HR best practices.
- High level of integrity, discretion, and professionalism in handling confidential and sensitive information.
- Proficiency with HRIS systems and Microsoft Office Suite.
- Excellent attention to detail, accuracy, and organizational skills.
- Excellent written and oral communication skills.
- Ability to work independently and as part of a collaborative team.
- Alignment with QEM’s core values and mission to improve educational outcomes and strengthen the domestic STEM workforce.
Preferred Skills
- SHRM or HRCI certification.
- Prior experience supporting HR compliance, EEO/AA, or HR policy development and implementation.
- Experience using HRIS systems such as Blackbaud, ADP Workforce, applicant tracking systems, or talent management systems, including reporting functionality.
- Familiarity with federal contractor or grant-funded compliance expectations.
- Experience working in a non-profit, education, or research-focused organization.
Annual Salary: $67,000.00
Please submit your resume and cover letter to QEMNetwork@qem.org by April 17, 2026
