Director of Human Resources

Director of Human Resources

The Director of Human Resources is responsible for the overall administration and management of human resources and payroll functions for City Mission-Living Stones, Inc.

This position serves as a member of the management team and works closely with the Executive Director, department supervisors, and external professional partners to ensure effective human resource practices, accurate payroll administration, regulatory compliance, and consistent application of City Mission policies and procedures.

The Director provides leadership and guidance in employee relations, recruitment and onboarding, compensation and benefits, performance management, policy development, personnel records, training and compliance, payroll administration, and other employment-related matters.

Essential Functions & Job Duties

• Oversee the day-to-day human resource functions of City Mission.
• Serve as the primary resource for employees, supervisors, and management regarding human resource policies, procedures, benefits, and employment-related matters.
• Maintain confidential employee personnel files, employment records, required clearances, training documentation, and other HR records.
• Maintain and administer the organization's Human Resources Information System (HRIS) and related employee systems.
• Ensure employment documentation and personnel records are maintained accurately and in accordance with applicable legal and organizational requirements.
• Prepare employment letters, offer letters, disciplinary documentation, separation documentation, and other HR-related correspondence.
• Maintain organizational job descriptions and assist management with developing and updating positions as organizational needs change.
• Coordinate recruitment and hiring activities in collaboration with department directors and supervisors.
• Prepare and post employment opportunities and assist management with candidate screening and selection.
• Conduct or coordinate employment reference checks, criminal background checks, clearances, and other pre-employment requirements.
• Prepare employment offers and coordinate the onboarding of new employees.
• Conduct or coordinate new employee orientation and ensure required employment documentation is completed.
• Monitor completion and expiration of required employee clearances, certifications, health documentation, and training requirements.
• Provide professional guidance to the Executive Director, directors, and supervisors regarding employee relations and personnel matters.
• Assist management with employee coaching, counseling, corrective action, performance improvement, and disciplinary processes.
• Facilitate conflict resolution and mediation when appropriate.
• Review employee complaints and workplace concerns and coordinate or conduct internal investigations as appropriate.
• Promote consistent and equitable application of organizational policies and employment practices.
• Coordinate employee separation processes and conduct exit interviews when appropriate.
• Assist supervisors with annual employee performance evaluations and performance management processes.
• Provide guidance to supervisors regarding documentation of employee performance, attendance, conduct, and disciplinary matters.
• Manage and process the organization's payroll accurately and within established payroll schedules using QuickBooks Desktop Payroll.
• Review employee time records for completeness and accuracy prior to payroll processing.
• Coordinate with supervisors to resolve timekeeping, PTO, overtime, and payroll discrepancies.
• Maintain employee payroll information, including compensation changes, deductions, benefits, tax withholding information, and direct deposit information.
• Process new hires, terminations, compensation changes, benefit deductions, and other payroll-related employee changes.
• Maintain accurate PTO and leave balances in applicable payroll and timekeeping systems.
• Prepare payroll reports and documentation as needed for management, accounting, annual audits, workers' compensation reviews, retirement plan administration, and other reporting requirements.
• Coordinate with the organization's accountant and other external professionals regarding payroll reporting, reconciliations, tax filings, and payroll-related matters.
• Maintain appropriate payroll records in accordance with applicable record-retention requirements.
• Administer employee benefit programs and serve as the primary contact for employees regarding benefit enrollment and eligibility.
• Coordinate employee enrollment, changes, and termination of medical, dental, vision, life insurance, retirement, and other benefit programs.
• Work with insurance brokers, retirement plan representatives, and other benefit providers regarding plan administration and employee needs.
• Coordinate annual benefit enrollment and communicate benefit changes to employees.
• Maintain accurate employee benefit deductions and employer contributions through payroll.
• Assist management with compensation reviews, wage analysis, and recommendations regarding employee compensation.
• Coordinate required continuation-of-coverage and benefit termination processes when applicable.
• Administer employee leave programs and maintain appropriate leave documentation.
• Track employee leaves of absence, PTO, and other approved absences.
• Administer workers' compensation claims, employee accident reports, and related documentation.
• Coordinate return-to-work documentation and employment-related medical documentation when applicable.
• Maintain knowledge of applicable federal and Pennsylvania employment laws and regulations and assist City Mission in maintaining compliance.
• Monitor changes in employment regulations and recommend updates to organizational policies and procedures when appropriate.
• Assist with unemployment compensation claims and provide requested employment documentation to appropriate agencies.
• Develop, review, and recommend updates to personnel policies, procedures, employee handbook provisions, and HR-related forms.
• Communicate approved policy and procedural changes to employees and management.
• Provide training or guidance to supervisors regarding HR policies, documentation, employee relations, and compliance responsibilities.
• Assist management with workforce planning, employee retention initiatives, staff development, and organizational changes.
• Promote a professional, respectful, collaborative, and mission-focused workplace culture.
• Maintain required employee clearances, health documentation, certifications, and training records for programs with specific regulatory requirements, including PROMISE Place and other applicable City Mission programs.
• Coordinate with program leadership to ensure personnel-related regulatory requirements are satisfied.
• Assist with personnel documentation requested during program monitoring, licensing reviews, audits, or other regulatory reviews.
• Provide or coordinate employee training as required.

Secondary Job Functions

• Participate in annual City Mission fundraising activities and agency events as appropriate.
• Participate in community functions and professional activities as a representative of City Mission.
• Assist the Executive Director and management team with special projects and organizational initiatives.
• Coordinate with accounting, auditing, insurance, legal, and other external professional partners as necessary.
• Perform other duties reasonably related to the position and organizational needs.

Job Requirements

Education & Experience:

• Preferred: Bachelor's degree in Human Resources, Business Administration, Management, or a related field with a minimum of two years of progressively responsible human resources experience; or
• Associate degree in a related field with a minimum of five years of progressively responsible human resources experience; or
• An equivalent combination of education and significant professional human resources experience.

Experience administering payroll is preferred. Prior experience with QuickBooks Desktop Payroll is highly beneficial.

Experience in a nonprofit, human services, healthcare, or similarly regulated environment is preferred.

Professional human resources certification, such as SHRM-CP, PHR, or equivalent, is preferred but not required.

Knowledge, Skills & Abilities

• Strong working knowledge of human resource principles, employee relations, payroll administration, and employment practices.
• Knowledge of federal and Pennsylvania employment laws and regulations.
• Ability to maintain strict confidentiality regarding personnel, payroll, compensation, and organizational information.
• Strong interpersonal skills and the ability to handle sensitive employee matters professionally and objectively.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Strong attention to detail and commitment to accuracy.
• Ability to exercise independent judgment while recognizing matters requiring consultation with the Executive Director or other professional advisors.
• Ability to work effectively and collaboratively with employees at all levels of the organization.
• Proficiency with Microsoft Office applications and the ability to effectively utilize payroll, HRIS, timekeeping, and other business software.
• Experience with BambooHR, TimeClock Plus, or similar systems is preferred.

Mandatory Clearances & Requirements

• Employment is contingent upon successfully obtaining and