Payroll and Office Associate

The Payroll & Office Associate is a full-time, year-round position with a normal schedule of Monday-Friday, 8:30-5:00 PM. Performance will be reviewed annually based on the management of Payroll/HRIS software and office tasks. Support of the office and professional staff administrative needs will also contribute to the annual performance appraisal.

Payroll & Office Associate Role Description

The Payroll and Office Associate will work with the Finance team to ensure seamless communication of payroll and benefits information. Responsibilities include coordinating benefits changes, serving as the point of contact for payroll & benefits inquiries, tracking PTO, and managing the payroll time clock system. The role also involves collaboration with Directors and Managers on job postings, interview scheduling, and maintaining employee technology inventory.

This role is key in creating a welcoming office environment, acting as the main contact for the office, handling phone calls, managing deliveries, organizing the office space, and maintaining shared calendars.

Principal Duties & Responsibilities

Payroll & Human Resources

• Payroll
  • Review time clock and coordinate with managers on discrepancies.
  • Assist with biweekly payroll procedures and reporting.
  • Set up new employees in Payroll/HRIS system.
  • Track and communicate benefits details, including eligibility and deductions.
  • Assist with Annual Review process logistics.
  • Sync PTO calendar with organizational calendar.
  • Enter PTO in HRIS for specified departments.
  • Track holiday hours and anniversary dates related to benefits and sabbaticals.
• Recruitment
  • Assist with job posting process including posting requisitions, candidate screening, scheduling interviews, and sending offer letters.
• Organization
  • Maintain physical and digital employee files and keep contact lists up to date.
• Technology
  • Order equipment for new employees and troubleshoot programs and equipment.
  • Maintain technology inventory.
• Uniforms
  • Order and manage uniforms and inventory, and audit rentals for accuracy.
• Culture
  • Assist with celebrations and coordinate staff introductions and retreats.
• Confidentiality
  • Ensure confidentiality of all financial information.

Office Duties

• Office Environment
  • Greet visitors and collaborate with departments to maintain an organized office.
• Office Maintenance
  • Manage phone systems, oversee office deliveries, and maintain cleanliness and organization.
• Scheduling
  • Manage conference room schedules and set up meetings.
• Market Center
  • Handle safe items, coordinate work orders, and assist with inventory management.

Values, Skills, Knowledge and Abilities

• Office management and customer service experience preferred.
• Proficiency in Microsoft Office, especially Excel.
• Experience in recruiting, training, and managing staff.
• Skills in program development and execution.
• Ability to work in diverse and inclusive environments.
• Strong communication and problem-solving skills.
• Capacity to handle multiple tasks in a fast-paced setting.
• Willingness to work non-traditional hours, including evenings and weekends.