Position Summary: The Finance & Human Resources Assistant directly supports the VP of Finance and HR with all departmental duties, including payroll functions, human resources administration, and bookkeeping tasks, i.e. accounts payable, accounts receivable, and financial reporting. This key role interacts with employees on a regular basis to address employee concerns that may arise, including but not limited to employee benefits, policy compliance, and conflict resolution. To be successful in this role, the incumbent must be a critical thinker with outstanding written, organizational, time management, administrative, verbal, and interpersonal communication skills with a deep understanding of employee relationships, managing conflict, staffing management, and general bookkeeping and payroll expertise. This is a support staff role, and the majority of the day-to-day tasks of this position are cyclical and, therefore, could involve a variety of duties, including Payroll related tasks, assisting with Government Grant billings, Recruiting, A/P data entry, Employee Onboarding/Terminations, Personnel and Vendor file maintenance, data entry, as well as Workers’ Compensation and Benefits analysis and allocation data entry, etc. The position includes access to information of a confidential nature. Strict adherence to agency procedures and protocols is required.
Essential Duties and Responsibilities: (include but are not limited to)
Payroll
- Assist in processing semi-monthly payroll in accordance with APA policies, federal, state, and local laws with current payroll provider, ADP for >50 employees.
- Establish, maintain and update employee payroll records in ADP (e.g., new hires, salary changes, and terminations).
- Maintain employee confidence and protect payroll operations by keeping information confidential.
Human Resources
- Answer general internal and external human resources-related inquiries or requests.
- Maintain/update employees’ records.
- Keep up-to-date and comply with the latest Human Resources trends, laws, and best practices.
- Perform Employee Onboarding and Exit duties, including New Hire Orientations and Terminations, with oversight from the VP of Finance and HR and administration.
- Responsible for administrative tasks for human resources, including maintaining the employee handbook, all forms and policies, job descriptions, etc.
- Assist with ad hoc Human Resources projects and research.
- Administer employee health and welfare plans, including enrollments, changes, terminations, and annual open enrollment.
- Acts as liaison between employees and insurance providers and resolves benefits-related problems.
- Assist VP of Finance & HR in tracking and maintaining company business insurance policies and applications.
General Bookkeeping Duties
- Assist with Government Grant billings and QuickBooks A/P, A/R, and Budget data entry.
- Respond to ad hoc analytic requests from the Finance & HR Director.
- Assist with managing employee company credit card reconciliation and allocation data entry.
- Act as backup to Staff Accountant on general bookkeeping duties.
- Develops and maintains financial record-keeping and reporting systems.
- Assists with annual audit.
General Administrative Duties
- Perform other administrative tasks as may be required and sometimes on short notice for the Finance & HR department.
- Help maintain Finance & HR files (personnel, vendor, deposit files, etc.).
- Other duties as needed.
Qualifications
- Bachelor’s degree in human resources, business, or finance is preferred. Experience will be considered in lieu of degree..
- A minimum of three years’ experience in a Payroll Office performing all payroll functions and/or other accounting duties, preferred.
- A minimum of three years’ experience in an HR role preferred..
- Experience with the QuickBooks accounting platform or related software.
- Knowledge of Financial Accounting, including Generally Accepted Accounting Principles (GAAP).
- Knowledge of nonprofit accounting is a plus.
- Excellent interpersonal and verbal/written communication skills.
- Ability to work independently, have excellent organizational skills, be flexible and be able to handle changing workload with multiple projects and changing priorities.
- Willingness to take initiative within assigned responsibilities.
- Ability to maintain confidentiality and exercise discretion.
- Excellent problem solving/judgment skills, and high level of attention to detail and accuracy.
- Strong organizational/time management skills, meticulous attention to detail, works well
under pressure and meets tight deadlines.
- Ability to handle and prioritize multiple tasks and meet all deadlines.
- Exposure to labor laws and employment equity regulations.
- Effective human resources administration and people management skills.
- Excellent written and verbal communication skills.
- Work independently and as a team member.
- Maintain and improve professional skills and knowledge.
- Be flexible and receptive to suggestions, input and change.
- Communicate effectively and tactfully in both oral and written forms.
- Spanish proficiency preferred, but not required.
Work Environment / Physical Demands:
- Working under deadlines, reading, calculating.
- Valid driver’s license and reliable transportation.
Hours & Attendance Requirements:
- Full-time as assigned. Some remote work is possible.
To apply, please send resume to aperez@gencenter.org