Human Resource and Payroll Assistant

 JOB TITLE | Human Resource and Payroll Assistant

REPORTS TO | Director HR and Business Services

PROGRAM | Human Resources

POSITIONS SUPERVISED | No

SALARY RANGE | $20.00 - $23.00 / hour

JOB SUMMARY

Under the direct supervision of the Director of HR and Business Services, the HR and Payroll Assistant will be responsible for a variety of Human Resource functions; including payroll and benefits data entry, employment and recruitment, and maintaining personnel files. Working knowledge of state employment laws is essential.

RESPONSIBILITIES AND DUTIES

• Serve as the first point of contact for employee questions queries such as: PTO, W2s, leaves of absence, initial payroll questions, Paychex Flex/HRIS questions, etc. via phone, chat, or email.

• Maintains employee records, ensuring completion and accuracy of details such as employee contact information, job classification, pay rates, organizational structure, and other key details.

• Maintains accurate records of active job openings and received applications; manages internal and external job postings.

• Conduct new hire orientations.

• Assist with the credentialing of all licensed and certified staff.

• Support the onboarding new employees, including:

  • Be the first point of contact for newly hired employees by coordinating their orientation and hosting the biweekly orientation session for new hires

  • Manage benefits administration and enrollment, background checks and other compliance reporting/verifications

  • Coordinate with managers and internal trainers on onboarding and first week programs

  • Answer new hire questions as needed

• Assist with all Leaves of Absences and Workers’ Comp issues.

• Maintain, with strictest confidentiality, all personnel files.

• Enter information into Champions HRIS - Paychex Flex. This includes data entry, report generation, and maintaining employee records.

• Coordinate trainings – Mandated reporter, CPR/First Aid re-certifications and certification and licensing courses.

• IT setup (Email, GoToMeeting, Anasazi, Clock In) and System setup (Square, GoToMeeting, QuickBooks)

• Process unemployment claims within designated state notice deadlines.

• Ability to think outside the box and find new and creative solutions

• Reviews applications for entry-level and non-exempt positions; conducts and/or schedules preliminary interviews.

• Performs administrative and recordkeeping tasks related to staffing changes, which may include layoffs, resignations, terminations, and extended leaves of absence.

• Assists with the administration of employee benefits, which may include collecting and submitting employee information and notice of change in status to health, dental, life, disability in Paychex, and other insurance carriers or insurance brokers.

• Supports company-wide information meetings such as open enrollment, new hire orientation, and meetings to announce or discuss changes in retirement or benefits plans.

• Review HR scanned mail (e.g., unemployment insurance, tax documents, garnishments, new hire audits etc).

• Assists with record audits and mandatory reports, which may include I-9 audits, EEO-1 filings, payroll audits, and other compliance reviews.

• Comply with all Champions policies and procedures, including but not limited to workplace safety, reporting work related injuries, Infection Control and preventing potential safety risks for staff, clients and others.

• Performs other duties as assigned.

QUALIFICATIONS AND SKILLS

• Experience: Bachelors Degree in Human Resources Management, Business Administration, Labor Industrial Relations, Public Administration, Social Science or a closely related field preferred from a 4-year college or university or an equivalent combination of education and experience and/or or AA/AS Degree with two years’ experience

• Ability to write reports, business correspondence, and procedure manuals

• Ability to effectively present information and respond to questions from groups of managers, customers, and co-workers

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists

• Strong integrity and ability to work with highly confidential information and maintain privacy standards (i.e. HIPAA compliance and other sensitive employee information) and detail-orientation required

• Knowledge of Federal/State Labor Laws

• Familiarity with HRIS – preferably Paychex.

• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers

• Excellent computer proficiency (MS Office – Word, Excel and Outlook)

• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service

• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices

• Spanish speaking a plus but not required

• Possession of a valid, appropriate California driver's license issued by the Department of Motor Vehicles and current CPR Certification at the time of appointment.

• Ability to adapt in a fast-changing environment and contribute regularly to process improvement changes

• Ability to work additional hours as needed during the month-end close cycle to ensure all deadlines are met (month-end close cycle is defined as the week leading into and the three days after the fiscal month-end close date)

• Ability to get along with others and to handle both internal and external customers on a professional basis

• Ability to work flexible schedules/shifts/areas.

• Ability to pass a criminal background check.

• Ability to pass a pre-employment physical, drug screen, general physical, and TB test.

• Must maintain good relationships with consumers, co-workers, government and civic representatives, as well as community members within whom the Agency is transacting business and relate to them in a professional manner.

ORGANIZATION RELATIONSHIPS/INTERACTIONS

• Interfaces with all levels of management, staff, clients, residents and families including partner agencies.

PHYSICAL SKILLS AND ABILITIES

• Ability to perform the essential job functions consistent safely and successfully with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.

• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards.

• Prolonged periods of sitting at a desk and working on a computer.

• Must be able to lift and carry up to 20 lbs.

• Must be able to talk, listen and speak clearly on telephone and telehealth platforms.

WORKING CONDITIONS

• Services may involve travel to offsite locations for assessments, service provision, and crisis management.

EMPLOYMENT STATUS

• Full Time, Exempt

ANTICIPATED HOURS

• Work hours can vary and may require some on‐call scheduling including weekends, evenings, and holidays per program requirements.