Assistant Payroll/HR Coordinator

Job Description

Job Description

This position is a Hybrid remote position that manages payroll processing, timekeeping, personnel records, HR policies, and employee compliance requirements. The Coordinator serves as the agency's Payroll/HR resource and works closely with the Regional HR/Payroll and leadership team to support a positive, legally complaint-friendly workplace.

This position requires occasional on-site visits.

Key Responsibilities:

Essential Duties and Responsibilities

Human Resources Administration

• Maintain complete and confidential employee personnel files.

• Coordinate employee onboarding and offboarding processes.

• Ensure all required employment documents are completed and maintained.

• Track employee licenses, certifications, background checks, and mandatory training.

• Maintain HR records in compliance with applicable laws and agency policies.

• Assist supervisors with employee relations issues and HR guidance.

• Coordinate annual performance evaluation process.

• Monitor compliance with employee handbook policies.

HR Compliance

• Ensure compliance with:

• Federal labor laws

• Pennsylvaina employment laws

• Wage and hour regulations

• Leave laws (FMLA, NJFLA, TDI/FLI, Earned Sick Leave)

• Equal Employment Opportunity requirements

• Workers' Compensation reporting

• OSHA workplace posting requirements

• Recommend updates to HR policies and procedures based on legal or regulatory changes.

• Maintain required employment posters and notices.

• Assist with HR compliance during audits.

Payroll Administration

• Review and verify employee timesheets for accuracy and completeness.

• Ensure supervisor approvals are obtained before payroll processing.

• Process payroll through the agency's payroll system (hosted time)

• Monitor PTO, vacation, sick leave, holidays, and leave balances.

• Coordinate payroll corrections when necessary.

• Maintain payroll records and reports.

Policy Development

• Assist in developing and revising:

• Employee Handbook and Employee Record System

• Personnel policies

• HR procedures

• Leave policies

• Workplace safety procedures

• Recommend policy updates to ensure legal compliance and best practices.

Employee Support

• Answering employee questions regarding:

• Payroll

• Benefits

• Leave eligibility

• Agency policies

• Employment procedures

• Assist in resolving routine HR concerns while maintaining confidentiality.

Administration Benefits

• Coordinate employee enrollment in benefit programs.

• Communicate with insurance carriers and benefit providers.

• Monitor eligibility and enrollment changes.

• Assist employees with benefit questions.

Meetings and Collaboration

• Attend weekly or bi-weekly staff meetings.

• Meet regularly with the Regional HR/ Payroll regarding HR matters.

• Provide HR updates and recommendations to leadership.

• Participate in strategic planning related to staffing and workforce development.

Recordkeeping and Reporting

• Prepare HR reports as requested.

• Maintain payroll and personnel documentation.

• Support grant-funded personnel documentation requirements.

• Assist during financial, grant, or compliance audits.

Qualifications

Education

Associate's degree required; bachelor’s degree in human resources, Business Administration, or related field preferred.

Experience

• Minimum 1 year of human resources experience.

• Payroll processing experience required.

Knowledge and Skills

• Knowledge of HR compliance requirements.

• Understanding of payroll procedures.

• Strong organizational skills.

• Excellent communication and interpersonal skills.

• High level of confidentiality and professionalism.

• Strong attention to detail.

Schedule

• Approximately 20 hours per week

• Attendance at staff meetings is required.

• Additional hours may occasionally be needed during payroll processing, audits, or open enrollment periods.

Preferred Qualities

The ideal candidate will:

• Demonstrate integrity, discretion, and sound judgment.

• Be approachable and responsive to staff.

• Possess excellent problem-solving abilities.

• Have strong knowledge of employment compliance.

Job Type: Part-time-hours per week (Hybrid Remote Position)