Human Resources/Payroll Coordinator - Full Time

Full-time schedule: 8:00 AM – 4:30 PM.

About the Role

Performs diversified duties related to the functioning and operation of services provided in Human Resources, Payroll, Benefits Administration, and Accounting. This position requires a high degree of confidentiality, independence, and self-motivation in processing personnel actions and assisting/advising departments with personnel issues. Establishes and maintains an effective working relationship with facility team members in the areas of Payroll, Benefits, and Human Resources.

Responsibilities

• Conducts new team member orientation training sessions in compliance with the community and Pinnacle Living policies and procedures in the absence of the Organizational Development Manager.
• Ensures that all employment candidates meet the community and Pinnacle Living requirements before offers are extended and orientation is commenced.
• Updates orientation manual as needed.
• Ensures consistent application of Human Resources policies to all team members.
• Collects and reviews job applications and resumes and forwards to the appropriate department in the absence of the Organizational Development Manager.
• Provides necessary technical assistance and advice about Human Resource principles, practices, and procedures to applicants, team members, supervisors, and Directors as needed.
• Ensures timely compliance with PPD tests for new team members and annual tests for existing team members or alternative chest x-rays.
• Maintains team member personnel files in accordance with Department of Health and the Department of Social Services regulations and Pinnacle Living records retention requirements.
• Reviews departmental compliance with annual performance reviews and monitors performance appraisal program.
• Assists departments with staffing and recruiting needs and prepares job postings.
• Reviews and updates bulletin boards to comply with Federal and State regulations.
• Produces monthly turnover report and distributes to Department Directors.
• Conducts drug testing procedures in accordance with Pinnacle Living policies for new team members. Communicates positive screenings to the Director HR.
• Processes criminal background checks using the Virginia State Police website and communicates with the Director HR when results have findings.
• Ensures compliance with employment eligibility verification requirements (I-9 forms).
• Maintains up-to-date job descriptions for all team members and ensures that all personnel files have a signed job description annually.
• Ensures compliance with federal and/or state laws, regulations, and/or agency rules, standards, and guidelines.
• Processes bi-weekly payroll and maintains accurate payroll records, reports, and files according to established procedures. Distributes payroll checks to departmental supervisors.
• Assists the Accounting Coordinator as needed.
• Monitors timekeeping equipment/software (ADP) to confirm appropriate functioning and use, and troubleshoots problems. Communicates timekeeping problems to departments when needed.
• Ensures timely and accurate completion of Personnel Action Forms (PAFs) from Department Directors and enters PAFs accurately into payroll software system.
• Coordinates and records vacation/leave requests for salaried team members into payroll software system.
• Maintains appropriate withholding forms and support for payroll deductions.
• Enters recruitment incentives for referred team members.
• Coordinates team member benefits such as health, dental, life, long- and short-term disability insurance within the designated time limits. Interfaces with benefits representative to resolve questions and concerns team members may have.
• Performs timely processing of workers’ compensation claims and evaluates accident reports to determine accuracy and completeness.
• Reconciles monthly insurance bills to ADP payroll software report.
• All other duties as assigned.

Requirements

• Basic administrative knowledge and skills which are applied within clearly defined parameters using standard procedures and practices.
• Typing speed of 50+ WPM.
• Ability to read and write and follow written and oral instructions.
• Excellent computer skills with proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Attention to detail and high regard for confidentiality.
• Ability to communicate well with visitors, residents, and family members as well as community team members.
• Exceptional customer service and phone skills.

Qualifications

• High School diploma or equivalent.
• Associate degree preferred.
• 0-2 years administrative experience preferred.

Physical Requirements and Working Conditions

• May include lifting (particularly records storage boxes up to 25 lbs).
• Extensive walking, bending, stooping, standing.
• Ability to work in a fast-paced environment with multiple tasks.
• Ability to work in different locations throughout the community daily to respond to inquiries, problems, and issues of residents, team members, corporate office, and outside parties.
• Universal staffing, holiday, inclement weather, and a flexible work schedule are required.

Benefits

• Double time when working designated holidays.
• Holiday pay for non-exempt team members.
• PTO with a cash-out option available.
• 8 Federal Holidays, including Martin Luther King Day and Juneteenth.
• One paid personal day per year.
• Free parking available.
• 6% retirement matching 403(b).
• PayActiv – cash advance on your paycheck available.
• Employee Assistance Program – LifeSolutions EAP.
• Full health, dental, and vision insurance options are available for individuals or families (zero cost to team members).
• $50,000 term life insurance policy (zero cost to team members).
• Short-term disability insurance available.
• Immunizations available.
• Tuition Assistance Program available.
• Team member referral bonus available.
• Even more benefits available depending on location.

About the Company

Williamsburg's newest CARF accredited community and a top workplace award winner! At WindsorMeade Williamsburg, our team members are dedicated to creating a community where age does not define the person. Our mission of Enriching Life’s Journey guides our team in delivering service that focuses on autonomy and self-direction, whether that is done in our residents’ villas, apartments, assisted living, memory support, or nursing residences. Our values of Culture, Stewardship, Partnership, Diversity, Hospitality, and Quality form a framework for everything we do.

Vaccination Requirement

Employees hired for this position will be required to follow Pinnacle Living’s company-wide policies of being or becoming fully vaccinated against the annual flu, each subject to potential accommodation for medical reasons or religious beliefs.