As a member of the Leadership Team, the Human Resources Manager (HRM) is responsible for the hands-on, day-to-day operation of the Human Resources’ (HR) function of the Willamette Humane Society (WHS). The HRM must demonstrate, mentor, and reinforce WHS values, principles and mission-driven culture.
DUTIES AND RESPONSIBILITIES
The duties and responsibilities include but are not limited to:
- Administers various human resource plans and procedures for all organization personnel; develops, recommends and implements personnel policies and procedures; prepares and maintains the employee handbook, and the supervisor’s handbook.
- Participates in developing department goals, objectives and systems. Implements and annually updates the compensation program; rewrites job descriptions as necessary; analyzes compensation; monitors the performance review program and revises as necessary.
- Directs and coordinates the recruitment and selection activities with respect to WHS guidelines, Equal Employment Opportunity and Fair Labor Standards from the creation of the position description and job announcement through the orientation of the new hire. Develops proactive recruitment sourcing and ensures appropriate recordkeeping is maintained.
- Responsible for maintaining current status of all areas of employment law to which the WHS is subject and reviewing WHS practices and procedures when laws change. Serves as a resource to supervisors and managers by advising and/or training on employment laws and proper personnel documentation and maintain the proper record keeping for all said documents.
- Participates in the selection and identification of employee benefits programs. Administers the programs through the new hire enrollment, changes, leaves of absence, terminations, and COBRA administration, and communicates with employees regarding benefits deadlines, changes and other information. Tracks issues of concerns that may result in renewal decisions or need for employee communications that will maximize program understanding.
- Perform the required duties as Trustee of the WHS 401k Profit Sharing Plan.
- Process, distribute and file correspondence, reports, records, and other information relating to employment, medical insurance, garnishments, 401k retirement plan, and other personnel documents; maintain personnel files and other employee records. Ensure that all legally mandated materials, such as minimum wage laws, safety in the work place, family leave laws, etc., are posted for employees.
- Monitors personnel activities such as paid leave use, address changes, accidents, overtime, compensation, and performance review due dates. Designs and distributes reports to management as required.
- Acts as an employee relations specialist.
- Participates in administrative staff meetings and attends other meetings and seminars.
Payroll – ADP
- Perform the essential functions of payroll management: process semi-monthly payroll, and monitor accruals according to established procedures.
- Facilitates management and employee understanding of payroll procedures.
Bookkeeping – QuickBooks
- Completes monthly billing for services rendered to the county, municipalities, and veterinarians, as well as COBRA payments. Processes incoming checks for accounts receivables and prepares bank deposits.
- Performs all accounts payable duties including entering bills, cutting checks, and balancing vendor statements.
- Reconciles cash tills (Clinic, Thrift store, Davenports and customer service) verifying deposits and recoding in QuickBooks.
- Performs the essential tasks involved in OSHA safety standards and guidelines. Prepare and maintain the safety handbook.
- Responsible for assisting injured workers through the worker’s compensation process, providing assistance in filing claims, tracking and providing information on claim status and assisting claimants in understanding their rights.
- Serves as the chairperson of the WHS Safety Committee.
- Orders and maintains office and business supplies for WHS.
- Monitors and tracks corporate gas cards.
- Maintains petty cash and balance as needed.
- Monitors alarm system codes. Deletes and issues codes as needed.
- Ensure the maintenance of accurate cremation records and complete annual DEQ reports.
- Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.
- Duties, responsibilities and activities may change at any time with or without notice as assigned by the Finance & Business Operations Director (FBOD).
This position has no direct supervisory responsibilities, but does serve as a coach and mentor for other positions in the department.
CONTROLS OVER WORK
The HRM works under the general direction of the FBOD and is expected to pursue the established duties with minimal supervision. Confidentiality and professionalism must be strictly adhered to at all times.
CONTACTS WITH OTHERS
The HRM offers superior and supportive customer service to employees and supervisors by thoughtfully and thoroughly answering questions and providing solutions in the administration of WHS HR policies and procedures. Champions’ progressive employee relations practices designed to establish a positive and productive employer-employee relationship, promotes a high level of employee morale and motivation, and maintains a supportive workplace culture characterized by teamwork and mutual respect. Contacts include volunteers, government agents, law enforcement officers, vendors and partners. All contacts will require tactful exchanges and a positive, professional demeanor to ensure the shelter’s positive image and integrity throughout the community.
The HRM will work in an office setting among other staff and volunteers.
There is considerable work sitting at a desk, using computers, operating telephones and working with other office equipment. Typical lifting requirements do not exceed 50 pounds. The position requires the ability to work successfully in a stressful environment.
KNOWLEDGE, SKILLS. AND ABILITY
- Proven expertise in process and policy development. Pro-active, uses initiative when applicable; strong organizational and planning abilities, and able to interact with executives; high degree of self-motivation and the ability to make decisions independent of others.
- Excellent writing and grammar skills essential.
- Proficient computer skills using Microsoft office suite and Google products.
- Must have a thorough understanding of state and federal laws encompassing all personnel matters, including, but not limited to OFLA, EEO, and wage and hour laws. Demonstrate ability to track changes in applicable HR statutes. Strive for continuous improvement in training and performance management standards. Must have the knowledge of OSHA work safety standards.
- Exercise good judgment when dealing with confidential information regarding employee issues. Ability to visualize, plan and carry out projects related to staffing needs and development.
- Possess excellent communication skills, strong organizational skills, with an attention to detail and accuracy; time-management skills with the ability to set and implement priorities, and the ability to consistently meet deadlines and be dependable.
EDUCATION AND EXPERIENCE
- A bachelor’s degree and five years’ experience in the administration of human resources experience or nine years of experience in the HR field.
- Professional certification in Human Resources preferred.
- Experience with ADP software preferred.
- Must be able to perform basic accounting practices. Experience in QuickBooks preferred.
Additional requirements: A demonstrated interest and enthusiasm for animal welfare and WHS mission; be willing to work weekends and evenings as required by the job; have a valid Oregon driver’s license and insurable by WHS vendors; meet the physical requirements of the job, and be bondable.
Wage: Position begins at $34,000 annually DOE.
Schedule: Exempt – typically M-F.
Benefits: Medical, Dental, and Life insurance available after 60 days, paid time off provided after 90 days. Employee Assistance Program benefits available. A 401(k) retirement plan is available after one year of service.Apply Online!
INCOMPLETE APPLICATION PACKAGES WILL NOT BE ACCEPTED
All WHS employees are committed to the following mission-driven values:
- Positive Service to All
- Sharing Knowledge
- Collaborative Problem Solving
- Initiative and Innovation
- Accountability and Responsibility
- Safe Actions
Under the provisions of the Immigration and Reform Act of 1986, the successful candidate will be required to provide evidence of identity and eligibility for employment. WHS is an Equal Opportunity Employer that does not discriminate on the grounds of race, color, sex, religion, national origin, marital status, disability, sexual orientation, genetic profile or any class protected by law. WHS is a drug free/smoke free workplace. Employment will be contingent upon successfully passing a drug screen conducted at WHS expense.
Latest posts by Debbie Schmick (see all)
- Career Opportunity – Human Resources Manager – Full time - September 12, 2017
- Career Opportunity – Development Coordinator – Full time - September 1, 2017
- Career Opportunity – Feline Support Specialist – Part time - August 29, 2017