Human Resources Associate

Job Title: Human Resources Associate

Department: Administration

Reports to: Executive Director

Position Type: Part Time

FLSA Classification: Exempt

Schedule: Monday, Wednesday, Friday, 8am – 4pm with 1 hour lunch break (days in office can be flexible)

Summary

The Human Resources (HR) Associate works closely with the Executive Director to provide support with employee relations, processing of personnel changes, and HR compliance. They maintain and audit all employee records and ensure compliance with the most recent New York City, New York State, and Federal laws governing employment. They closely collaborate with the Executive Director and communicate directly with all staff members on a regular and ongoing basis to facilitate resolving issues, and ensure compliance with both the employee handbook and the latest Collective Bargaining Agreement (CBA). This role reports to the Executive Director and works collaboratively with all levels of staff at CHiPS.

Responsibilities include:

Employee Onboarding and Benefits Management-

• Responsible for the accurate onboarding of new employees and contractors, including filing and maintenance of HR records (including, but not limited to I-9s, payroll information, and W-9s), enrollment in the retirement plan, union enrollment (when applicable), and enrollment in health care benefits (when determined to be eligible)
• Schedule brief 30-, 60-, and 90-day check ins with new hires to make sure enrollments are accurate and that employees have contact information for all benefit providers and customer service options
• Research new employee benefits on a continual basis and make suggestions to the Executive Director
• Assist the Executive Director in the annual health care benefit renewal decisions, including soliciting staff opinions and requirements
• Take the lead on managing any annual benefit program audits in collaboration with the Executive Director
• Create and maintain an onboarding process, including orientation, explanation of employee handbook and basic training in workplace rules and expectations

Payroll and Retirement Deposits –

• Responsible for working with managers to double-check employee timesheets, working with consultants to receive invoices, and running bi-weekly payroll
• Responsible for entering bi-weekly retirement account contributions
• Responsible for maintaining record of, and regularly reporting out to employees, all Paid Time Off (PTO) balances
• Take the lead on managing the annual retirement plan audit, in collaboration with the Executive Director

Compliance -

• Responsible for directing the organization’s HR policies with respect to record-keeping and employee-employer communications to assure continued compliance with all city, state and federal laws
• Responsible for directing the organization’s HR policies with respect to payroll and enrollment in, and contributions to, the company sponsored retirement plan to assure continued compliance with all city, state and federal laws
• Perform quarterly HR audits to ensure all necessary documentation and employee-facing postings are in compliance with New York City, New York State, and Federal requirements
• Work with all Managers to advise on and maintain accurate and timely reporting of all employee incidents and disciplinary actions
• Responsible for monitoring retirement plan compliance (including completing the annual compliance process and gathering compliance documents for annual board acknowledgement)
• Interface with the Finance Manager to provide expense approvals for any HR related spending, and maintain and submit receipts for such spending
• Coordinate with the Accounting Consultant and the Finance Manager at the end of the fiscal year to provide any and all HR data/reports needed to complete the annual financial audit
• Assist the Executive Director in the bi-annual Collective Bargaining Agreement negotiation, and annual wage reopener preparation

Staff Development -

• Responsible for working with the Executive Director and managers to plan and execute staff appreciation events, such as staff birthday gatherings/gifts/cards, a holiday party, happy hours and other appreciation events
• Assist in the research and coordination of professional development opportunities for the staff, including conducting annual gap analyses to identify professional development needs
• Assist the Executive Director and other Managers in the annual employee evaluation process
• Perform quarterly check ins with all Managers (Director of Food Service, Director of Residential Services, and Director of Development) to discuss any staff issues
• Prepare/update job descriptions for open positions and manage the recruitment process from job posting through hire, in collaboration with the direct manager of the new hire
• Facilitate annual or semi-annual employee check-ins and/or “stay interviews” between employees and their managers in order to continually improve the employee experience and facilitate communication between the employees and their managers
• Provide mediation between Managers and employees on an on-going and as needed basis
• Perform other projects and duties as requested by the Executive Director and the Administrative Team at CHiPS

Qualifications

• Bachelor’s degree in human resource management or related field, with 3-5 years prior related human resource management experience.
• Proven experience managing union relations and HR compliance
• Proven ability to work collaboratively, as well as independently, in a fast-paced team environment
• Excellent written and verbal communication and organizational skills and attention to detail, with ability to prioritize, manage and complete multiple tasks contemporaneously
• Ability to work well with a variety of stakeholders include staff and board members
• Proficient in Excel, Microsoft Suite, DropBox, G-Suite, and payroll management systems (such as ADP)

Physical Requirements and Working Conditions:

• The employee is required to actively listen and communicate clearly.
• The employee is required to walk, reach with arms and hands, sit for long periods and stand.
• Ability to travel to different parts of the NYC-metro area for communication-related activities.
• Vision abilities required by this job include close and far.
• Ability to operate a computer keyboard and mouse.

CHIPS offers a competitive salary commensurate of experience. The pay rate range for this opportunity is $35-$45 per hour. CHiPS offers an extensive benefits package that includes generous paid time off (vacation, personal, sick days, and the week between Christmas and New Year’s Day off), health, dental, vision and life insurance, and a retirement plan with matching up to 3%.

CHiPS is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, transgender or transsexual status, national origin, disability, ethnicity, genetic information, pregnancy, military service or any other protected characteristic as outlined by federal, state, or local laws. CHiPS makes hiring decisions based solely on qualifications, merit, and business needs at the time.

CHIPS offers a competitive salary commensurate of experience. The pay rate range for this opportunity is $35-$45 per hour. CHiPS offers an extensive benefits package that includes generous paid time off (vacation, personal, sick days, and the week between Christmas and New Year’s Day off), health, dental, vision and life insurance, and a retirement plan with matching up to 3%.