Position Title:HR & Payroll Coordinator
Date Posted: July 21, 2021
Job Location: Madison, WI
Company Name: Madison Mallards
Contact: Molly Schicantek
2920 N Sherman Ave
Madison, WI 53704
Description: Position Summary:
The HR & Payroll Coordinator plays an active role in carrying out the day-to-day HR management of a seasonal, part-time, workforce for the Madison Mallards, the national leaders in Summer Collegiate baseball. This position reports to the Director of Finance and will have accountability for payroll processing as well full cycle recruitment, scheduling and employee relations for the seasonal workforce. The HR & Payroll Coordinator will serve in an advisory capacity to the Kenosha Kingfish, a second Northwoods League baseball team under related ownership.

Major Responsibilities/Activities:
  • Ownership of the full-cycle recruiting process of seasonal staff, including but not limited to reviewing job descriptions, updating and distributing of all job postings, responding to candidate inquiries, checking references, creating and sending offer letters and completing onboarding process.
  • Maintain employee files including personnel, benefits, I-9, and wages; ensuring paperwork is routed in a timely manner and follows all laws.
  • In conjunction with Management Team, administer corrective actions for staff, and, where applicable, process terminations for staff, which includes but is not limited to completing necessary paperwork, gathering documentation, and updating internal records/systems.
  • Working with department managers, schedule part-time seasonal staff for event days.
  • Send pertinent daily notes/messages to part-time seasonal staff on event days.
  • Hire and supervise a seasonal HR Intern.
  • Onboard new employees in payroll system
  • Accurate and timely review, input and analysis of timecard data for bi-weekly payroll. Ensure compliance with all applicable state and federal wage and hour laws.
  • Process bi-weekly payroll on time with a high degree of accuracy.
  • Process requests for paychecks adjustments, retro amounts and final checks, as needed.
  • Provide routine and ad-hoc payroll reporting and analysis to management.
  • Administer employee access levels and provide training to new department users.
  • Respond to requests for verifications of employment in a timely manner.
Required Qualifications:
  • A minimum education level of: BA/BS Degree (4-year)  
  • Experience with a full-service payroll system such as ADP, Paychex, or iSolved.
  • Experience recruiting or supervising an hourly workforce in excess of 100 employees.
  • Must be able to work independently to perform work assignments and make sound business decisions
  • Significant knowledge of recruitment, employee and labor relations, payroll, and training and development
  • General knowledge of compensation and benefits.
  • Proven ability to handle confidential information and sensitive issues in a professional manner.
  • Excellent written and oral communication, comfortable with public speaking.
  • Conflict resolution skills
  • Excellent computer skills; MS Excel proficient; Familiar with HRIS programs/functionality
  • Familiarity with Federal and State employment and leave laws (i.e., FLSA, HIPPA, FMLA, CFRA, PDL, ADA, FEHA)
  • Ability to build and maintain very effective relationships and work successfully as an influencer across organization lines at all levels; excellent customer service skills.
  • Willingness to work a varied schedule including long hours, nights, weekends and occasional holidays. Candidate will be expected to work upwards of 50 events annually, concentrated in the summer months.

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