Job Description

The Human Resources (HR) Administrator plays a key role in ensuring the smooth and accurate execution of the agency's HR operations, including payroll and benefits administration. This position manages a wide range of administrative responsibilities requiring strong knowledge of HR systems, organizational policies, and general office practices. The HR Administrator serves as a central resource for staff support, recordkeeping, compliance, and process coordination--helping to maintain a well-functioning, responsive, and mission-aligned workplace.

ORGANIZATIONAL RELATIONSHIPS

Reports to:

Chief Operating Officer

Supervises:

No supervisory responsibilities.

SPECIFIC DUTIES AND RESPONSIBILITIES

All duties are essential functions of the job.

Payroll and Time Management

Facilitate payroll processing.

Prepare biweekly payroll in Paycom and submit it to Director of Finance for review and authorization to process, ensuring all pay cycles and deadlines are met.

Time tracking system management.

Oversee the Agency's time and attendance system in Paycom, ensuring all staff submit and receive appropriate approvals before payroll processing.

Labor allocation reports.

Coordinate with finance staff to collect, track, and monitor labor allocation for all grant-funded employees within Paycom.

Data integrity.

Ensure accurate employee records in Paycom and communicate all personnel changes (e.g., new hires, terminations, salary adjustments, benefit deductions, etc.) to Director of Finance in a timely manner for use in final payroll posting and General Ledger entries.

Benefits and Retirement Plan Administration

Employee benefits management.

In coordination with COO, manage the Agency's employee benefits offerings, including communication, enrollments, changes, and terminations. This involves accessing and maintaining all relevant vendor websites to ensure accurate rosters.

Benefit invoice reconciliation.

Reconcile all employee benefit invoices (e.g., health, dental, vision, etc.) to assure completeness and accuracy before submitting to finance.

Benefits liaison.

Provide liaison between plan members and benefit providers, including providing information and resolving complex claims or issues.

403(b) plan management.

Manage enrollments, payroll deductions, and reporting for the Agency's 403(b) retirement plan. Ensure timely and accurate transmission of contributions and deduction data to the plan administrator. Provide documentation and administrative support for the annual 403(b) audit.

Defined benefit pension plan administration.

Perform clerical administration and record-keeping duties for the frozen defined benefit retirement plan.

Recruitment, Onboarding, and Employee Records

Recruitment posting.

Post new job openings to internal and external job boards.

Pre-employment compliance.

Perform background checks and ensure that all required documentation has been provided and verified prior to employment.

New employee onboarding.

Facilitate the basic onboarding process for new employees, including initial paperwork and benefits enrollments.

HR file maintenance.

Maintain all human resources files and employee records in a complete, accurate, and confidential state, both physically and electronically.

Records management.

Maintain organizational records for various requirements, including periodic background screening, TB tests, driver record checks, and fingerprints, as required by policy or regulation for employees, contractors, and/or volunteers.

General HR Administration and Compliance Support

HR administration.

Manage the general administrative duties of the human resources function for the Agency in close coordination with COO, who is responsible for HR strategy and policy.

Approvals, records, and communication

. Coordinate the approval process for personnel status changes through Paycom and ensure all required documentation and approvals are obtained. Communicate approved changes to relevant parties, including documenting all compensation-related changes to Finance and to the employee.

Performance management.

Provide administrative and technical support for the employee performance evaluation process.

Claims management.

Manage claims for worker's compensation and unemployment compensation.

Leave management.

Manage requests for leave, including FMLA, with appropriate communication and record-keeping.

Information requests.

Respond appropriately to requests for information from employees and outside organizations, including verifications of employment.

Grant/audit support.

Prepare HR-related reports for grant billing, audits, and monitoring visits for Finance and Program leadership.

HRIS optimization.

Assist COO with HRIS (Paycom) optimization, process documentation, and standardizing HR procedures.

Other duties.

Perform other duties as assigned and delegated by supervisor, including cross-functional administrative support as needed. Minimum of a bachelor's degree in a relevant field required, with at least three to five years' experience in a human resources role including significant experience in payroll and benefits administration. An equivalent combination of education and/or experience providing the required knowledge and skills may be substituted. * Experience with Paycom preferred.