Human Resources Operations Manager

Job Description

Job Description : \n\n Are you in search of a role that provides opportunity for growth, and encourages career advancement? Do you want to save lives and have a positive influence on the community? Look no further than CLARE|MATRIX! Whether you work within the clinical arena, or the administrative world. We all work toward our shared mission, and uphold the CLARE|MATRIX values of : COMPASSION – TEAMWORK – INTEGRITY – EMPOWERMENT – ADAPTABILITY - EQUALITY.If your values align with ours… JOIN US! Why CLARE|MATRIX? CLARE|MATRIX is seeking bright and compassionate leaders to help save lives through recovery! We are a nonprofit organization providing effective and compassionate treatment, recovery, and prevention services for alcoholism and substance abuse to individuals, families, and the community. We offer an engaging, mission-driven work environment with excellent benefits and compensation. Work with dedicated colleagues in a dynamic setting, utilizing innovative approaches to addiction recovery and mental health treatment. We recognize our staff as the heart of our organization, and seek to provide a generous and competitive benefit package to support our employees’ well-being. We offer the following : Employer Paid Medical, Dental, Vision, Life / AD&D, and LTD insuranceVacation and sick leave 11 Paid Holidays (including a birthday holiday) 403(b) Retirement Plan (may be eligible for employer matching up to 6% the 1st of the quarter after 90 days of service)Flexible Spending Account (FSA)Mentorship and formal training to help you growPerformance-based culture and endless opportunities for growth Job Title : Human Resources Operations Manager Department : Human Resources Reports to : Director of Human Resources Location : Santa Monica, CA FLSA Status : Exempt Shift : Day About CLARE|MATRIX : CLARE|MATRIX “CM” is a nonprofit organization providing effective and compassionate treatment, recovery, and prevention services for alcoholism and substance use to individuals, families, and the community. Headquartered in Santa Monica, CA, CLARE|MATRIX maintains multiple facilities in the Southern California region. Since 1970, CLARE|MATRIX has provided quality substance use and mental health treatment to men, women, and youth in southern California. The following is representative of the duties, responsibilities and requirements of the job, but is not intended to be an exhaustive list. Summary Under the supervision of the Human Resources Director, with moderate latitude for independent judgment and decision, the Human Resources Operations Manager “HROM” is responsible for the successful day-to-day operations of the HR Department ensuring compliance with and the successful operation of HR functions including, but not limited to Payroll, HRIS, Employee Health & Welfare Benefits, Workforce Planning, and Compensation and Headcount Budgets. Regularly assesses, evaluates and recommends improvements to ensure alignment with company values and goals. Supervision This role supervises subordinate roles in HR. Essential Duties and Responsibilities To perform this job successfully, an individual must be able to perform each essential function, with or without accommodation. The requirements listed below are representative of the duties, responsibilities, knowledge, skill, and / or ability required. Payroll, HRIS, Employee RecordsSupervise the compliant, timely and accurate processing of a semi-monthly payroll for 100 employees in strict compliance with Federal, State, and local laws using the company’s HRIS, currently ADP Workforce Now. This includes utilizing subject matter expert knowledge relating to our Wage Order including wage calculations, overtime, final pay, bonus pay, and penalties. Responsible for ADP vendor relations including review of system utilization of features and costs. Processes annual W-2s.Follows internal payroll checks and balances by auditing final payroll register to ensure a compliant and accurate payroll before review with Director of HR for approval to process.Acts as back-up for payroll processing.Provide guidance to managers to ensure the complete, accurate and timely submission of timecards.Ensures the accurate calculations of complex employee transactions including, but not limited to employee terminations, leaves of absence, and garnishments.Ensures the proper coding of earnings, taxes, and benefit deductions at election and changes. Responsible for Unemployment Claims management.Responsible for preparing and filing various required annual filings and reporting including ACA, 5500, and EEO-1.Responsible for data integrity and confidentiality.Conducts regular audits and prepares regular and ad-hoc reports using data to drive compliance, data integrity and continuous improvement.Responsible for the accurate maintenance of employee files including file content, file handling and security ensuring confidentiality and compliance.Ensures the compliant and timely completion of I-9 forms and the maintenance of data thereto, including tracking of the maturity of work authorizations, and Livescan processing. Employee Health & Welfare BenefitsResponsible for ensuring the compliant and timely management, implementation and administration of all company sponsored employee health and welfare benefits including medical, dental, vision, FSA, Life / ADD, LTD, voluntary benefits, 403(b) plan and sundry other benefits as may be offered. Also administers compliant paid time off benefits including but not limited to vacation, sick leave, holiday pay, and bereavement leave. Ensures compliance with Federal, State and Local laws.Manages relationship with benefit brokers.Communicates benefits with employees, answers staff inquiries. Promotes employee self-service.Recommends competitive benefits offerings to attract and retain employees. Plans, manages and administers employee benefit enrollment at new hire and annual Open Enrollment promoting utilization through communication campaigns. Manages COBRA, terminations, changes, and beneficiary declarations. Responsible for and assists employees with claims, 403(b) rollovers, QDROs, QMCSOs, distributions, loans and hardships, and compliance testing.Prepare and process monthly employee benefit billing and submit to Finance for payment. Track invoices to ensure timely payments.Uses surveys and utilization reports to assess and evaluate the effectiveness of benefit offerings. Uses data to make recommendations.Ensures compliance with ERISA, ACA, COBRA, HIPAA and all relevant Federal, State and Local laws. Maintains accurate and timely records.Manages transfer of data to external vendors for plan administration. Compensation, Org Chart and Headcount BudgetsCompensation : Develop, manage and administer a compensation program to attract employees in a highly competitive market. Uses trade benchmarking guides, and ad-hoc market data to create salary ranges for clinical, non-clinical and G&A roles. Regularly updates and maintains salary guides for clinical staff.Provides guidance and recommendations to HR, and hiring managers on new hire pay rates, employee pay increases per performance evaluations, merit-based pay increases, and market corrections. Prepares reports and submits for approval requests for pay changes including job offer, promotions, transfers, annual and merit pay increases.Prepares regular analysis reports to identify any pay equity and parity issues. Recommends cures and prepares changes for payroll processing.Compliance : Responsible for FLSA compliance and testing. Recommends, reports, and implements cures to maintain compliance. Tracks and ensures compliance with Federal, State, and Local laws relating to pay and wages. Monitors market trends and recommends updates. Provides updates with cross-functional teams on industry updates relating to compensation.Workforce Planning and Headcount Budget : Works with Director of HR and other stakeholders to create a headcount budget utilizing industry benchmarking and trends including workforce planning, headcount budget and position control reports. Prepare, manage and administer workforce planning forecasting system to optimize workforce planning and cost controls. Partners with HR and Recruitment staff to create and implement job requisition and approval workflow system to promote and provide transparency of approved positions to stakeholders. Track vacant, filled and budgeted positions. Provides guidance and recommendations to HR and hiring managers. Staff ManagementCM Mission and Values : The HROM is responsible for communicating and building fidelity through accountability with team members’ performance through the vision, mission, values and strategic plan of the organization. Staff Accountability : Ensure effective time management among staff including ensuring staff meal period and rest break schedules in compliance with C|M guidelines and labor laws.Staff Duties and Responsibilities : Assign and manage staff providing clear guidance and direction to staff on their roles, expectations, and daily tasks.Staff Evaluation : Supervise and manage staff through fostering a supportive and collaborative work environment that encourages accountability. Provide staff with timely feedback on job performance. Prepare timely staff performance evaluations. Address performance issues promptly and professionally including coaching, and training to resolve performance issues. Offer guidance, mentorship and feedback to support professional growth and skills development. Teamwork and CommunicationCommunication : Work in collaboration with stakeholders and cross-functional teams. Respond to staff in a professional and courteous manner. Staff Meetings : Participate in staff meetings, one-on-one meetings with supervisors, and other meetings as required.Mission and Values : Maintain knowledge, understanding and application of CLARE|MATRIX’s mission, vision, and philosophy. Builds staff accountability through performance to the company’s mission and values.Education and Training : Participate in ongoing training, team meetings, and certifications to maintain eligibility for the role.Contribute to a healthy work environment by cultivating and maintaining appropriate boundaries and professional demeanor at all times. Secondary Areas of Responsibility Other duties as assigned. Qualifications and RequirementsBachelor's degree in relevant field and a minimum of five years related experience with a minimum of three years of supervisory experience.Must have at least 3 years of direct experience processing payroll under California compliance for an employee population of 100 employees.Must have at least 3 years of direct experience creating and administering programs in Compensation, Benefits, Workforce Planning, and Headcount Budgets.Must be proactive, willing, and able to implement new processes. Advanced organizational and problem-solving skills.Ability to handle multiple projects / priorities simultaneously with an effective outcome.A commitment to maintaining the highest level of discretion and confidentiality. Must possess strong service-orientation skills.Experience building effective relationships, credibility and trust with employees and management.Excellent verbal, written, and interpersonal communication skills.PC proficient, including Microsoft Office (Word, Excel, PowerPoint, Outlook) and online research.Certification in payroll, compensation or human resources represents a competitive advantage.A minimum of one year sobriety is required if in recovery. Knowledge, Skills, Competencies Experience in a rehabilitation or recovery center or a behavioral health setting is appropriate, but not required. A commitment to, and a passion for the mission, vision and values of CLARE|MATRIX.Appropriate sensitivity, genuine compassion and empathy for working well with diverse populations.Self-starter with the ability to independently drive projects forward, prioritize tasks, and meet deadlines.The ability to think outside the box, look for opportunities, see the big picture, problem solve, and be flexible and adaptable.Sound judgement and discernment.Advanced verbal and written communication and interpersonal skills, including social and presentation skills.Effective collaboration and teamwork.Effective communication and interpersonal skills.Sound judgment and discernment.Organized and detail oriented with effective time management, verbal, and written skills.Self-motivated and able to effectively and accurately follow directions and effectively carry out job duties and responsibilities.Thrive in a fast-paced environment. Physical Demands : While performing the responsibilities of the job, the employee is regularly required to talk and hear. The employee is regularly required to sit and use their hands and fingers, to handle or feel. The employee is regularly required to stand, walk, and reach with arms and hands overhead or below the waist. The employee is occasionally required to stoop, kneel, crouch or crawl. The employee is regularly required to balance. The employee is occasionally required to lift, carry, push or pull up to 10 pounds. Vision abilities required by this job include close vision. The candidate must be able to complete all physical requirements to perform the essential functions of the job with or without reasonable accommodation. These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. In accordance with the Americans with Disabilities Act “ADA” and applicable state and local laws, the company will consider reasonable accommodations that enable qualified applicants or employees to perform the essential functions of the job, provided that such accommodations do not create an under hardship on the operation of the business. Medical History : All employees who have or require contact with participants, or in food preparation, shall complete a health screening report or a health questionnaire. A health screening report will be provided upon hire. For all residential and detox employees, a health screening report will be completed and approved by a medical practitioner for clearance. All outpatient employees will complete a self-report screening questionnaire. A TB test will be conducted under a licensed medical supervision not more than 60 calendar days prior to 7 calendar days after employment and renewed annually from the date of the last tuberculosis test. Staff with a known record of tuberculosis or a record of positive testing shall not be required to obtain a tuberculosis skin test. Unless there is documentation that the staff have completed at least 6 months of preventive therapy, the staff shall be required to obtain, within 45 calendar days of employment, a chest x-ray result and a physician’s statement that the incumbent does not have tuberculosis and has not been under regular care and monitoring for tuberculosis. A chest x-ray w