People Operations Coordinator

JOB SUMMARY

The People Operations Coordinator at Alternative Wellness Services (AWS) is pivotal in supporting the

organization's mission to provide compassionate behavioral health and wellness care. This hybrid role involves a

blend of remote and in-office responsibilities, ensuring seamless HR and Payroll operations while maintaining

the highest standards of confidentiality and compliance. The People Operations Coordinator reports to the

Practice Manager, Business Manager, and CEO, depending on the task, ensuring comprehensive oversight and

alignment with organizational goals.

In this role, you will be the point person for the People Operations Department. You will manage bi-weekly

payroll processing, maintain accurate and up-to-date employee records, and oversee the administration of

employee benefits, including open enrollment periods. You will guide and support staff in onboarding new hires,

managing employee relations, and ensuring compliance with HR policies and regulations. Your expertise in HRIS

management and Paylocity software will be crucial in advising leadership on leveraging these systems for

efficiency and data-driven decision-making.

Additionally, you will be responsible for ensuring compliance with DHHS Licensing Guidelines, assisting with

inspections, and maintaining personnel records in line with state regulations. The People Operations

Coordinator will play a key role in fostering a positive work environment, supporting employee engagement

initiatives, and contributing to the overall well-being of our employees. This position demands strong

organizational skills, attention to detail, and the ability to work effectively both independently and as part of a

team.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

The knowledge, skills, and abilities listed below are essential for successfully performing the core responsibilities

and essential functions of this role:

• Attention to Detail: Demonstrates precision in data entry and record-keeping to prevent errors in payroll processing, reviews, and audits data to ensure completeness and accuracy, and balances accuracy and thoroughness while managing multiple tasks and priorities to meet payroll and benefits deadlines.
• Confidentiality: Ensures the security and confidentiality of sensitive payroll and benefits information, upholding ethical standards in handling employee data. Demonstrates the ability to maintain confidentiality and to handle sensitive information with discretion at all times.
• Communication Excellence: Possesses excellent verbal and written communication skills, effectively communicating complex payroll and benefits policies and changes to employees and liaising with external vendors and benefits administrators.
• Self-Direction and Autonomy: Capable of working independently and efficiently in a remote, hybrid environment. Demonstrates strong self-motivation, time management, and organizational skills to complete tasks with minimal supervision, while maintaining productivity and meeting deadlines.
• Leadership and Support: Demonstrates leadership ability by effectively directing and supporting administrative staff on key tasks such as onboarding, open enrollment, personnel file maintenance, and other HR-related activities. While not a direct supervisor, this role requires providing guidance, training, and support to ensure tasks are completed efficiently and accurately.
• Interpersonal Skills: Exhibits exceptional interpersonal abilities, maintaining positive relationships with integrity and ethics.
• Approaches work with a customer service mindset, treats others with respect, and accepts responsibility for personal actions.
• Problem Solving: Skilled in addressing and resolving payroll and benefits-related issues promptly, with the ability to analyze and resolve complex payroll and benefits problems.
• Compliance & Legal Knowledge: Possesses a working knowledge of federal, state, and local tax laws, as well as labor laws, to ensure compliance. Proactively stays updated on changing regulations, ensuring all payroll and benefits practices adhere to legal requirements, and supports the development and enforcement of policies that align with legal and regulatory standards.

CORE RESPONSIBILITIES AND ESSENTIAL FUNCTIONS

These responsibilities are fundamental to the role and must be performed, with or without reasonable

accommodation.

General HR and Administrative Duties:

• Onboarding Support: Manage the onboarding process primarily through remote tools, including conducting orientation sessions, employee handbook overviews, and processing employment documents and benefit enrollments. Guide and supervise administrative and programmatic staff to handle tasks that must be completed in person at the various AWS office locations.
• Employee File Maintenance: Oversee all electronic personnel record management, ensuring complete and confidential employee files. Utilize administrative staff for handling paper records, including scanning, filing, and processing documentation related to staffing, recruitment, training, grievances, performance evaluations, and classifications.
• Record Keeping and Reporting: Oversee the establishment and updating of department records and reports. Recommend improvements in policies and procedures to enhance efficiency and services.
• Applicant Inquiry Management: Manage applicant inquiries primarily via phone and email communications. Utilize administrative staff to handle in-person inquiries, process employment applications, and assist in evaluating qualifications and eligibility.
• Claims Management Support: Collaborate with the HR Consultant to assist in managing workers' compensation and unemployment compensation claims, supporting relevant staff in handling these processes.
• Employee Data Recording: Oversee the recording and maintenance of detailed employee data, including personal information, performance reports, status changes, and termination details.
• HR Information Support: Provide accurate answers to staff and employee questions about eligibility, benefits, and other HR-related information.
• Community Engagement: Support marketing efforts by participating in community meetings and business development activities as directed by senior agency leadership.
• Recruitment Coordination: Work with managers and the HR Consultant to coordinate recruitment activities, including posting jobs, screening resumes, scheduling interviews, and managing candidate records.
• Benefits Administration Support: Support the administration of employee benefits, including processing enrollments, changes, and terminations. Collaborate with the benefits broker and manage open enrollment periods to ensure a smooth and efficient process.
• HRIS Management: Ensure accurate, up-to-date employee records in the HR information system, complying with laws and regulations.
• HR Policy Communication: Respond to employee inquiries about HR policies, procedures, and benefits with timely and accurate information, conferring with the HR Consultant and Practice Manager as necessary on policy and procedure questions.
• HR Reporting: Prepare HR reports and metrics for management and participate in HR projects like employee engagement and training initiatives.
• Confidentiality: Maintain the confidentiality of all sensitive employee and HR matters, ensuring the ethical handling of employee data. Ensure compliance with HIPAA and other privacy standards. Manage personnel and recruitment records, including coordinating the confidential destruction of records in accordance with policy and legal standards.
• General Administrative Support: Provide comprehensive administrative support related to payroll and HR tasks that can be performed remotely. This includes remote filing, data entry, resource maintenance, preparing documents, scheduling meetings, generating reports, and assisting with other administrative tasks as needed.

Payroll Processing:

• Paylocity System Expertise: Act as an ambassador for the Paylocity Software, advising AWS leadership on leveraging the system for efficiencies, cultural enhancement, and data-driven decision-making.
• Payroll Oversight: Oversee payroll processing, reviewing bi-weekly payroll for accuracy, including timecards and PTO requests, and serving as backup for the payroll processor.
• Tax and Deduction Management: Conduct quarterly reviews of state, federal, and local tax payments, garnishments, and other deductions.
• Financial Collaboration: Collaborate with finance/accounting staff to ensure accurate and timely data transfer from payroll into the general ledger.
• Customized Reporting: Prepare customized and on-demand reports from the payroll system for agency leadership in support of agency operations and personnel management.
• End-to-End Payroll Management: Manage all aspects of payroll processing, ensuring proper processing of deductions and monthly reconciliation of employee payroll deductions and vendor statements.
• Bank Reconciliation: Provide support to the Business Manager in reconciling the payroll bank account monthly.
• Compliance: Stay updated on federal, state, and local regulations related to payroll and ensure compliance.

HR Administration and Employee Support:

• Primary Contact: Serve as the primary point of contact for employee inquiries regarding payroll, benefits, and related HR policies, providing remote assistance as needed.
• Onboarding Assistance: Assist with onboarding new hires remotely, ensuring they have the necessary resources and information.
• Employee Relations: Resolve employee relations issues promptly and professionally, knowing when to escalate to the HR Consultant, Practice Manager, or Business Manager.
• Compliance: Ensure compliance across all HR-related areas in collaboration with the HR Consultant.

Compliance and Collaboration with DHHS Licensing

• DHHS Compliance: Work closely with the Clinical Director, Programmatic Staff, and others to ensure that personnel records are maintained in a manner compliant with State Regulations and DHHS Licensing Guidelines.
• Licensing Inspections: Assist with DHHS Licensing Inspections, ensuring all relevant documentation and records are accurate and readily available for review.

HR Process Management:

• Day-to-Day Operations: Oversee and manage the day-to-day operations of employee support services, ensuring accurate and timely processing of payroll, benefits administration, and HR documentation.
• Timekeeping Verification: Verify timekeeping records and resolve discrepancies.
• Performance Evaluation Review: Review performance evaluations and manage workers’ compensation and unemployment insurance claims.
• Escalation Management: Escalate matters such as harassment, ADA accommodations, disciplinary/termination actions, and FMLA approvals to the HR Consultant.

Guidance, Support, and Supervision:

• Direct Supervision: Provides comprehensive supervision and support to team members within the People Operations Department, ensuring clarity on roles and responsibilities, setting performance expectations, providing regular feedback, and fostering a positive and productive work environment.
• Administrative Guidance: Facilitate the completion of tasks related to the People Operations Department by assigning them to administrative staff, managers, coordinators, and other personnel. Encourage collaboration and input from team members and provide support and guidance to ensure tasks are completed efficiently and accurately, fostering a collaborative and productive work environment.
• Task Delegation: Delegate or escalate tasks effectively, ensuring that team members meet deadlines and understand their responsibilities.
• Team Environment: Foster a collaborative and positive work environment within the team, offering guidance, training, and constructive feedback to promote professional growth and efficiency.

Reporting & Analysis:

• Report Preparation: Prepare reports and analyze data related to employee support services.
• Process Improvement: Identify areas for improvement and recommend process enhancements.
• Regulatory Awareness: Stay informed of changes in HR, payroll, and benefits regulations, ensuring the organization remains compliant with all applicable laws and standards.

Cross-Functional Collaboration:

• Interdepartmental Coordination: Work closely with other departments to streamline processes and resolve issues.
• Employee Relations Support: Collaborate with HR Consultant, Practice Manager, Program Managers, and AWS Leadership to address employee relations matters and support a positive work environment.
• Special Projects: Participate in special projects and initiatives related to employee experience, diversity, equity, and inclusion.

Other Duties:

• Special Assignments: Undertake special projects or administrative support tasks as assigned.
• Audit Support: Assist in internal and external audits related to payroll and benefits and prepare necessary reports.

• Bachelor’s degree in human resources, business, or a related field (preferred).
• SHRM-CP Certification (completed within first year as People Ops Coordinator).
• Proven experience in payroll processing and benefits administration.
• Ability to maintain a flexible work schedule in accordance with employee and programmatic needs.
• Proficient in Paylocity, Benefits Administration Portals, HRIS platforms, Google for Business, Microsoft
• Office, Zoom, and other agency-utilized computer programs.
• Ability to pass a comprehensive background check, and possess a current, valid Maine Driver's License
• (within 30 days of hire if the applicant is from out-of-state) and a driving record acceptable to AWS and
• the Agency’s auto insurance carrier. Current proof of personal auto insurance is also required.