Position Title: Workforce and Fiscal Operations Coordinator
FLSA Classification: Exempt
Location: Central Office
Position Type: Full Time
Reports to: HR Data Manager & Chief Financial Officer
EEOC Classification: Admin Support Worker
Summary:
Workforce and Fiscal Operations Coordinator plays a critical role in supporting the Human Resources department and Finance department. This position's time will be split between the two departments as needed given the workflow of activities. This position involves a variety of HR-related administrative tasks to support the effective and efficient operation of the HR office but primarily consists of processing payroll of our third-party processor. The Workforce and Fiscal Operations Coordinator assists in recruitment, onboarding, orientation, employee record maintenance, HR compliance/audits.
The Business Administrative Coordinator will support the Finance department in depositing, receipting and coordinating, through a third-party processor, payment of invoices to make sure the organization internally is effective in remaining compliant with all regulatory agencies and maintain best practices.
Responsibilities:
Administrative Human Resources Support
- Assists with training registration and relaying training information to staff.
- Assists in new-hire orientation.
- Manages I9 forms upon hire and maintains I9 records for agency.
- Completes Employment Verifications requests in a timely manner.
- Prepares documents, including scans/copies, HR materials for trainings, audits, meetings etc.
- Updates or creates HR documents, as needed.
- Maintain accuracy and compliance in files, documents, and other records.
- Creates and maintains Personnel files.
- Enter and maintain data into HRIS including data for new hires, status changes, leaves (FMLA) and terminations.
- Create routine HR letters and communications.
- Assists in Benefit Administration as needed; participates in Open Enrollment and other HR projects.
- Directly communicate with employees to answer routine HR questions.
- Respond to voicemails and emails and general requests in a timely manner.
- Tracks performance review completions.
- Supports Payroll and Time & Attendance system changes, as required.
- Supports the HR team with other task-related service(s) as directed by immediate supervisor.
- Performs general office duties: answering business line, typing, mailings, faxing and copying documents.
- Conducts self-audits & annual/monthly HR audits to maintain accuracy for HR file compliance.
- Provides administrative support to the Credentialing Committee, as needed.
- Update HRIS home page as needed.
- Other duties as assigned
Finance Department Support
- Assists and support processing payroll through ADP Workforce
- Provides payroll reports as requested
- Coordinates the disbursement process through third-party processor, Bill.com
- Ensures that the appropriate supporting documentation, signature authorization, cost account, department, and reporting unit are provided prior to entering invoices and check requests into the accounting software system for payment.
- Verifies all documentation submitted for check requests meet standards
- Coordinates new vendors added to the system including, but not limited to, procuring all necessary information and verifying the vendor is not bound by the federal government to receive payments.
- Returns check requests submitted for processing with insufficient documentation (i.e. inadequate signature authorization, incorrect cost account or RU's) to the originator within 1-2 business days of receipt.
- Deposit checks received by the organization
- Receipt deposits into the system and provide the documentation to the third-party accounting team
- Collaborate with the finance and program staff to clarify or improve processes and procedures; enhance productivity, and support organization and department initiatives
- Assists with month-end close, bi-weekly payroll, and special projects
- Performs all other duties as assigned by Supervisor
Candidate Requirements:
Education: AA/AS in Human Resources, or related business-oriented degree required. 2 years of previous Human Resources Experience may be substituted for degree.
Minimum Required Experience: 1 year of experience in a Human Resources position.
- Must possess excellent MS Office Skills (Word, Excel, PowerPoint, Outlook)
- Must demonstrate excellent multi-tasking and time management skills
- Must possess excellent verbal and written communication skills
- Must have previous HRIS experience (ADP Workforce Now is preferred)
- Experience with Payroll/Time & Attendance is desired, but not mandatory
- Experience in a non-profit is desired, but not mandatory
- Demonstrates experience in always maintaining confidentiality
Neighborhood Service Organization is an equal opportunity employer and values diversity in its workforce. We encourage applications from all qualified individuals, including those with diverse backgrounds and those with disabilities.
