Assistant Payroll/HR Coordinator

This position is a Hybrid remote position that manages payroll processing, timekeeping, personnel records, HR policies, and employee compliance requirements. The Coordinator serves as the agency's Payroll/HR resource and works closely with the Regional HR/Payroll and leadership team to support a positive, legally complaint-friendly workplace.

This position requires occasional on-site visits.

Key Responsibilities:

Essential Duties and Responsibilities

Human Resources Administration

• Maintain complete and confidential employee personnel files.
• Coordinate employee onboarding and offboarding processes.
• Ensure all required employment documents are completed and maintained.
• Track employee licenses, certifications, background checks, and mandatory training.
• Maintain HR records in compliance with applicable laws and agency policies.
• Assist supervisors with employee relations issues and HR guidance.
• Coordinate annual performance evaluation process.
• Monitor compliance with employee handbook policies.

HR Compliance

• Ensure compliance with:
• Federal labor laws
• Pennsylvaina employment laws
• Wage and hour regulations
• Leave laws (FMLA, NJFLA, TDI/FLI, Earned Sick Leave)
• Equal Employment Opportunity requirements
• Workers' Compensation reporting
• OSHA workplace posting requirements
• Recommend updates to HR policies and procedures based on legal or regulatory changes.
• Maintain required employment posters and notices.
• Assist with HR compliance during audits.

Payroll Administration

• Review and verify employee timesheets for accuracy and completeness.
• Ensure supervisor approvals are obtained before payroll processing.
• Process payroll through the agency's payroll system (hosted time)
• Monitor PTO, vacation, sick leave, holidays, and leave balances.
• Coordinate payroll corrections when necessary.
• Maintain payroll records and reports.

Policy Development

• Assist in developing and revising:
• Employee Handbook and Employee Record System
• Personnel policies
• HR procedures
• Leave policies
• Workplace safety procedures
• Recommend policy updates to ensure legal compliance and best practices.

Employee Support

• Answering employee questions regarding:
• Payroll
• Benefits
• Leave eligibility
• Agency policies
• Employment procedures
• Assist in resolving routine HR concerns while maintaining confidentiality.

Administration Benefits

• Coordinate employee enrollment in benefit programs.
• Communicate with insurance carriers and benefit providers.
• Monitor eligibility and enrollment changes.
• Assist employees with benefit questions.

Meetings and Collaboration

• Attend weekly or bi-weekly staff meetings.
• Meet regularly with the Regional HR/ Payroll regarding HR matters.
• Provide HR updates and recommendations to leadership.
• Participate in strategic planning related to staffing and workforce development.

Recordkeeping and Reporting

• Prepare HR reports as requested.
• Maintain payroll and personnel documentation.
• Support grant-funded personnel documentation requirements.
• Assist during financial, grant, or compliance audits.

Qualifications

Education

Associate's degree required; bachelor’s degree in human resources, Business Administration, or related field preferred.

Experience

• Minimum 1 year of human resources experience.
• Payroll processing experience required.

Knowledge and Skills

• Knowledge of HR compliance requirements.
• Understanding of payroll procedures.
• Strong organizational skills.
• Excellent communication and interpersonal skills.
• High level of confidentiality and professionalism.
• Strong attention to detail.

Schedule

• Approximately 20 hours per week
• Attendance at staff meetings is required.
• Additional hours may occasionally be needed during payroll processing, audits, or open enrollment periods.

Preferred Qualities

The ideal candidate will:

• Demonstrate integrity, discretion, and sound judgment.
• Be approachable and responsive to staff.
• Possess excellent problem-solving abilities.
• Have strong knowledge of employment compliance.

Job Type: Part-time-hours per week (Hybrid Remote Position)