Manager, Human Resources

The HR Manager will oversee various HR functions, including recruitment, employee relations, performance management, and compliance. This role is crucial in supporting our organizational goals and ensuring a positive work environment. The HR Manager will report to the CEO and Director of Operations and work closely with other department managers. The ideal candidate will be proactive and detail oriented and have a strong foundation of California Labor Code.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Staff Recruitment and Onboarding

• Manage the recruitment and selection process, including job postings, interviews, and onboarding.
• Conduct new employee orientations and ensure a seamless onboarding experience.

Office Administration

• Manage new-hire and maintenance of HR records such as: employee personnel files, employee information forms, job performance evaluations, changes in pay status forms, I-9 forms, inactive personnel files, temporary staff log, and termination checklist.
• Monitor use of sick leave, vacation and other absences. Utilize HR software for attendance records.
• Handle requests for verification of employment.
• Conduct exit interviews to determine reasons behind separations.
• Assist in coordination of special projects as requested, including, but not limited to the Staff Appreciation events and other office events.

Employee Relations

• Act as the first point of contact for employee queries and concerns.
• Help field and respond to inquiries from the staff regarding Agency policy and procedures.
• Foster a positive work environment through effective communication and conflict resolution.
• Create retention strategies that promote employee satisfaction and reduce turnover.
• Implement and oversee employee engagement initiatives and activities.
• Oversee employee relations, addressing concerns and resolving conflicts.
• Handle sensitive employee relations issues with discretion and professionalism.
• Maintains confidentiality of sensitive employee and company information.

Performance Management

• Assist in coordinating the annual performance evaluation program and goal setting for staff.
• Support managers in providing constructive feedback and addressing performance issues.
• Identify training and development needs and facilitate appropriate programs.

Employee Benefits

• Administers all employee benefit programs, including medical, dental, vision, life insurance, ADD, LTD, EAP, FSA, 401(k) retirement plan, and other benefit offerings.
• Ensure compliance with all relevant regulations involving benefits.
• Oversees the web-based benefits enrollment system and onboarding platform with both internal partners and outside vendors to ensure the sites are accurate and up to date.
• Manages online enrollments to ensure timely contribution deductions for paychecks.
• Coordinates with benefits vendors for timely processing, billing, and payment of monthly invoices. Performs periodic audits as needed.
• Administers the FSA plan Non-Discrimination Test, corrections, and resolves all discrepancy issues each payroll cycle.
• Answers employee questions regarding benefit plans for active, COBRA, or retirees in a timely manner.
• Partners with Plan Administrators, carrier representatives, and insurance brokers to resolve benefit issues.
• Prepares and distributes information to employees on benefits such as insurance and retirement plans.

Compliance and Policy Management

• Assist with developing and implementing HR policies and procedures in alignment with organizational goals and legal compliance.
• Ensure the Agency’s HR policies comply with all applicable laws and regulations. Coordinates compliance with federal and state regulations pertaining to ADA, EEO, FMLA, OSHA and FLSA.
• Maintains a current knowledge of applicable laws, rulings and regulations and recommends appropriate changes in office practices.
• Conduct regular audits to ensure compliance with labor laws and internal policies.
• Handle employee grievances and disciplinary actions in accordance with firm policies.
• Collaborate with CEO and Director of Operations to address any HR-related legal matters. Mitigate compliance related risks by staying informed with industry trends and legal developments.

Compensation and Benefits

• Conduct regular salary reviews and benchmarking exercises.
• Assist with coordination of the local office benefits administration including communication and distribution of related forms.
• Manage employee leaves of absence (LOA), including providing guidance to employees on eligibility, completing and submitting FMLA and STD forms to Agencywide and the State of California, ensuring compliance with state laws like Paid Family Leave (PFL) and California Family Rights Act (CFRA), maintaining accurate records related to leave usage, and staying updated on any regulatory changes.
• Oversee the Workers Compensation process and ensure coding in OnePoint is up to date and correct.
• Organize safety and workers compensation programs to limit losses and exposure.
• Investigate work-related accidents, prepare first report of injury paperwork, and submit Worker’s Comp claim to our 3rd party administrator.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION/EXPERIENCE:

• Bachelor’s degree in Human Resources, Business Management, or related field.
• 7 years of proven working experience in Human Resources
• PHR, SPHR, SHRM or similar certification preferred.
• People-oriented and results-driven.
• Demonstrable experience with Human Resources metrics.
• Knowledge of HR systems and databases (We use OnePoint HCM).
• Excellent active listening, negotiation, and presentation skills.
• Competence to build and effectively manage interpersonal relationships at all levels of the company.
• In-depth knowledge of labor law, employee benefits and HR best practices.

TECHNICAL SKILLS:

Demonstrated proficiency in Microsoft Office Suite including Word, Outlook and Excel. Proven aptitude to learn new software applications.

LANGUAGE SKILLS:

Ability to speak effectively with all levels of clients and professional and support staff. Interpersonal communication skills are necessary to maintain effective relationships with staff, and to exhibit a high degree of responsiveness, diplomacy and professionalism in these interactions. Ability to respond to common inquiries or complaints from all levels of professional and support staff, clients, regulatory agencies, or members of the community.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

Ability to deal with problems involving several concrete variables in standardized situations. Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of instructions and deal with several abstract and concrete variables. Exhibit independent thinking and decision making. Ability to think strategically, develop tactics and execute pragmatically.

OTHER SKILLS and ABILITIES:

Demonstrated ability to multi-task and be detail-oriented with strong organizational skills. Strong analytical and communication skills both oral and written. Excellent organizational and planning skills with ability to prioritize multiple tasks and projects to meet deadlines. Outstanding creativity; flexibility and persistence; motivation and energy with the ability to work with little supervision and collaborate with other members of the team. A tolerance for uncertainty and an ability to prioritize and complete simultaneous projects with minimal supervision. Ability to coordinate the activities of department resources. Ability to work in an environment with strict deadlines.

Must be able to perform essential duties of the position with time constraints and interruptions. Demonstrate good judgment, tact, and flexibility under pressure in a mixed-matrix environment with many stakeholders and potentially competing priorities.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that should be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, documents, books, pen/pencil, paper, controls and manipulate a keyboard, and input data into a PC; and talk or hear. The employee is frequently required to walk. The employee is occasionally required to use hands to prepare correspondence and reports on a personal computer. The employee is occasionally required to stand and reach with hands and arms. And stoop, kneel, bend, crouch or crawl. Ability to operate a variety of standard office equipment including a computer, copy and facsimile machines. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.
We are seeking a dynamic and experienced Human Resources Manager to lead our HR department. The ideal candidate will possess strong leadership skills and a deep understanding of HR practices, including talent management, change management, and succession planning. This role is crucial in fostering a positive workplace culture and ensuring that our HR processes align with the overall business strategy.