Human Resources & Executive Assistant

Description

Job Summary

The Human Resources & Payroll Assistant provides administrative and operational support to the Human Resources Department, with primary responsibility for payroll processing, employee timekeeping, and maintenance of confidential personnel and payroll records.

This position works closely with the Director of Human Resources, the CEO and other members of management to coordinate administrative activities. Responsibilities include preparation and distribution of Board of Directors packets, Audit Committee packets, Asset-Liability Committee (ALCO) packets, Bond Portfolio balancing and preparation of other committee minutes.

The successful candidate must demonstrate exceptional dependability, confidentiality, accuracy, organizational skills, and the ability to manage multiple priorities and meet established deadlines.

Essential Functions and Responsibilities

Payroll and Timekeeping Administration

• Manage employee timecards and the timekeeping database.
• Process biweekly or other scheduled payroll accurately and in accordance with established deadlines and procedures.
• Review and verify employee timekeeping records, including hours worked, leave usage, overtime, and applicable adjustments.
• Research and resolve payroll and timekeeping discrepancies in coordination with employees, managers, and the Director of Human Resources.
• Maintain accurate payroll records and assist with payroll-related reporting and reconciliations.
• Assist with employee status changes, including new hires, terminations, compensation changes, and other payroll-related updates.

Human Resources Administration

• Assist in maintaining accurate and confidential personnel files, payroll records, and employee documentation.
• Maintain employee records and databases, ensuring information is current and properly documented.
• Assist with onboarding and offboarding processes and related employee documentation.
• Assist with the development, maintenance, and improvement of HR forms, procedures, recordkeeping systems, and administrative processes.
• Help support employee benefits administration and respond to routine employee questions or direct inquiries to the appropriate resource.
• Assist with coordinating employee training, recognition initiatives, and wellness programs.

Executive and Board Support

• Work closely with the CEO on Bond Portfolio, transactions and balancing.
• Prepare, organize, and distribute Board of Directors meeting packets and supporting documentation.
• Prepare and distribute Audit Committee and Asset-Liability Committee (ALCO) packets, ensuring accuracy, completeness, and timely delivery.
• Attend designated committee meetings and accurately record, prepare, and distribute meeting minutes.

Benefits

Benefits include medical, dental, and vision insurance, a 401(k)-retirement plan, and paid leave. Pay DOE. 

Additional Responsibilities

This job description is intended to describe the general nature and level of work performed and is not an exhaustive list of all duties or qualifications. Additional responsibilities may be assigned as organizational needs arise.

Requirements

Required Knowledge, Skills, and Abilities

• Strong commitment to dependability, accuracy, and meeting time-sensitive deadlines.
• Ability to maintain strict  confidentiality when handling employee, payroll, financial, and executive information.
• Strong organizational skills and the ability to prioritize and manage multiple responsibilities.
• Exceptional attention to detail and the ability to identify and resolve discrepancies.
• Effective written and verbal communication skills.
• Ability to establish and maintain positive working relationships with employees, managers, executives, and Board and committee members.
• Professionalism, tact, courtesy, discretion, and sound judgment.
• Ability to maintain financial and personnel records and prepare accurate reports, spreadsheets, and other business documents.
• Ability to operate standard office equipment, including computers, copiers, scanners, and related technology.
• Ability to work independently while also functioning effectively as part of a team.
• Perform other duties and responsibilities as assigned to support the needs and objectives of the organization.

Education, Experience, and Training

• High school diploma or equivalent required.
• Two to four years of experience in human resources, payroll, benefits administration, accounting, or related clerical or administrative work preferred.
• Working knowledge of business mathematics, accounting principles, and financial terminology a plus.  
• Proficiency in Microsoft Office applications, particularly Word, Excel, and Adobe as well as email, internet, and other standard business software.
• Ability to prepare professional meeting materials, record meeting minutes, and handle sensitive  information appropriately.
• Any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities may be considered.