Office and People Care Manager

Status: Paid - Full Time

Description:

The Office & People Care Manager (OPCM) at Care Net will play a vital role in managing and optimizing our Human Resources Information System (HRIS) and building a culture that is Christ-centered, supportive, and empowering for our staff. In addition, the OPCM will serve our organization by performing a variety of operational and administrative tasks, including managing the administration of our headquarters office in Lansdowne, VA.

You will be responsible for overseeing recruiting, onboarding, benefit selection, payroll verification, annual review processes, and off-boarding while ensuring alignment with the organization’s mission and values. This role requires someone who thrives in a fast-paced, ever-changing and detail-oriented environment and has the ability to streamline processes. You will be responsible for developing key performance indicators around your deliverables and reporting on progress.

Primary Responsibilities On-Site Office Management of Lansdowne, VA

• Serves as main POC for Virginia office building management (currently ADF) ensuring necessary communications from ADF to HQ staff are timely and accurate 
• Receives all incoming mail at HQ not otherwise assigned to another staff member; reviews, acts on, distributes mail as appropriate 
• Receives multiple invoices (mostly monthly recurring) via the mail and digitally for the operation of the HQ office, benefits administration and premium payments, etc.
• Appropriately codes expenses per the chart of accounts, and routes to the appropriate Director/VP for approval, submits to accounting for payment. 
• Orders office supplies as needed for the Virginia office 
• Maintains Care Net’s multiple storage closets at HQ Office; schedules and completes removal of files in Document Retention closet; coordinates the return and organization of materials from Care Net’s annual national conference
• Coordinate hospitality arrangements (hotel arrangements, group meals) for board meetings (two times per year) and other events at the Virginia office 
• Assist the Director of IT with the fulfillment of new hire equipment (laptop, peripherals) and the return of company equipment and property at employee separation. Interface with technology support and Director of IT to decommission older laptops and recycle appropriately.

People Systems

• Ensures data accuracy, system integrity and data security in our HRIS platform (currently Paylocity)
• Initiates the New Hire process within the system and ensures new employee data accuracy. The new hire process includes pre-employment data collection, benefits package launch and employee selection of benefits, 90day “onboarding” (currently housed in project management software).
• Maintains strict confidentiality of employee privileged and sensitive information including salary, benefits selection, healthcare claims information, performance review information, etc.
• Accurately maintains paper files for all employees (current and terminated) in accordance with the Document Retention Policy headquarters office in Lansdowne, VA
• Serves as primary administrator of and main point of contact with the HRIS platform firm, routing questions, and receiving and acting on system generated notices, responding to inquiries

Recruitment

• Manages the recruiting process in the HRIS, including job requisitions, postings, applicant tracking
• Collaborates with hiring managers to ensure effective candidate selection for open roles
• Interfaces with and manages external recruiters, as required, to obtain additional candidates for selected roles.
• Ensures candidate offer letters are compliant with Care Net processes and have the approvals required.
• Using an online platform, orders and reports on background checks for all candidates signing an offer letter

Payroll

• Ensures the accuracy and integrity of data in the HRIS system which impacts bi-weekly payroll. This includes the timely processing of hires, terminations, leaves of absence, salary changes, changes in deductions or withholding, etc. in the HRIS platform 
• Communicates with Accounting firm who processes payroll the data changes which impact payroll 
• Communicates with staff at regular intervals the need to complete and approve timecards; assists staff who are having difficulty with this task 
• Receives and reviews the “pre-process payroll register,” ensuring data changes are accurately reflected in payroll processing; collaborates with Accounting vendor Payroll Processor to resolve data and payroll discrepancies

Benefit Administration

• Assists with data compilation and evaluation to select health care insurance carriers, employees plans, etc. prior to Open Enrollment process.
• Communicates with employees the Open Enrollment process and deadlines; facilitates all-staff meetings in which the healthcare plans are presented; assists staff with online benefit selection in HRIS, answers questions on the plan; ensures new benefit deductions are accurate in payroll processing
• Assist employees with benefit enrollment, inquiries, and changes. Directs employees as needed to insurance brokers/customer service, insurance carriers’ customer service
• Assists employees needing to take extended leave by accurately communicating Care Net’s leave policy, short-term disability benefit, and (when appropriate) maternity leave pay; completes required forms for short and long-term disability claims provided by insurance carrier
• Serves as main billing contact for all insurance carriers; receives, codes, gains approval and routes monthly premium bills
• Serves as Administrator for corporate travel platform (Travel Perk) and corporate credit card platform (Divvy) – adds new staff, removes separated staff as needed.

Annual Review Process

• Oversees the administration/system functions of the annual performance review process by ensuring the annual performance review process is launched in the HRIS for each eligible employee, ensuring reviews are moving through the approval and digital signature process to completion
• Under the supervision of the VPAO, calculates merit increases based on Annual Review Scores; receives the appropriate approval of those calculations, enters new salary information into HRIS, reconciles payroll to new salary amounts
• Ensures each employee receiving a merit increase has a Personnel Action Form completed and signed by their manager and appropriate Executive. Files completed forms in employee permanent paper filed at headquarters office.

Compliance & Reporting

• Assists in compliance with employment laws and regulations by working with the SVP of Administration & Operations and, if necessary, outside legal/HR counsel.
• Generates reports and analytics on key culture and staff metrics for management.

Employee Relations & Culture

• Serves as employees’ main contact for all topics of employee care (salary, benefits, leave, certain policies, healthcare claim resolution); appropriately answers questions, or refers employees to correct contacts inside or outside of the organization; follows up with employees to ensure resolution to issues
• Maintains daily devotional calendar and assignments for the staff, updating regularly with changes in staff
• Plans and coordinates annual all-staff retreat including travel, accommodations, meals, meeting space, programming.
• Develops and maintain employee appreciation programs, including birthday and holiday programs.

Financial Oversight Assistance

• Assists the SVPAO with employee communications regarding financial reporting and oversight:
  • Monthly emails to complete expenses in credit card portal and invoices
  • Monthly emails to Budget Owners to review and correct financial reports 
• Maintains filing in headquarters office of correspondence from states related to Charitable Registrations. 
• Assist the SVPAO with the collection and recording of various data for the Annual Financial Audit

Experience Needed:   ● 3+ years of experience in HRIS system administration and maintenance and 3+ years of office management experience. ● Bachelor’s degree from an accredited college or university ● Committed follower of Jesus Christ who wholeheartedly shares and will uphold the Care Net’s Statement of Faith, Vision, Mission, and Core Values. ● Possesses a strong commitment and dedication to the pro-life position and Biblical family values. ● Relational sincerity and warmth, with proven capacity to earn the trust and goodwill of both co-workers and partners. ● Able to foster a positive and supportive work environment that encourages unity, forgiveness, and reconciliation among employees in accordance with principles from Matthew 18. ● Proven ability to uphold standards of confidentiality related to sensitive information. ● Ability to perform well under pressure and deadlines. Very organized. Very detail oriented.
Job Type: Administrative
State: Virginia
Apply by Email: [email protected]
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