Reports To: Finance & Business Operations Director
Status: Non-exempt, Part-time
Revised: March 2021
Pay Range: $17.35 – $23.60
Hiring appointments are made at the start of the range. Multilingual employees of WHS receive a pay differential. All qualified and interested individuals including BIPOC, disabled, LGBTQ+, Veterans, 50+ applicants are encouraged to apply.
PURPOSE OF THE POSITION
As a member of the Leadership Team, the Human Resources Generalist (HRG) is responsible for the hands-on, day-to-day operation of the Human Resources’ (HR) function of the Willamette Humane Society (WHS). The HRG must demonstrate, mentor, and reinforce WHS values, principles and mission-driven culture.
DUTIES AND RESPONSIBILITIES
- Administers various human resource plans and procedures for all organization personnel; develops, recommends and implements personnel policies and procedures; maintains the employee handbook and the supervisor handbook.
- Provides employee relations assistance and guidance to all staff.
- Rewrites job descriptions as necessary; analyzes compensation; monitors the performance review schedule.
- 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 employment laws to which 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 maintains the proper recordkeeping for all documents.
- Performs Data Entry for the General Ledger and Insurance Billing utilizing QuickBooks Online.
- 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.
- Performs the required duties as Trustee of the WHS 401(k) Profit Sharing Plan.
- Processes, distributes and files correspondence, reports, records, and other information relating to employment, medical insurance, garnishments, 401(k) retirement plan, and other personnel documents; maintains personnel files and other employee records. Ensures that all legally required notices, such as minimum wage laws, safety in the workplace, 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.
- Participates in administrative staff meetings and attends other meetings and seminars.
Payroll – ADP
- Perform the essential functions of payroll management: processes semi-monthly payroll, and monitors accruals according to established procedures.
- Facilitates management and employee understanding of payroll procedures.
- Performs the essential tasks involved in OSHA safety standards and guidelines. Prepares and maintains the safety handbook.
- Responsible for assisting injured workers through the workers’ compensation process, tracking and providing information on claim status and assisting claimants in understanding their rights.
- Serves as the chairperson of the WHS Safety Committee.
- 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).
None, but will engage with, train and support WHS employees.
CONTROLS OVER WORK
The HRG 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 HRG 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. The HRG 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 HRG will work in an office setting among other staff and volunteers as well as occasional remote work.
There is considerable work sitting at a desk, using computers, operating telephones and working with other office equipment. Typical lifting requirements do not exceed 30 pounds. The position requires the ability to work successfully in a stressful environment.
KNOWLEDGE, SKILLS. AND ABILITY
- Proactive, 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.
- Demonstrated ability or strong interest to work and interact effectively with diverse audiences, including those with differing histories and experiences.
- Excellent writing and grammar skills essential.
- Strong Data entry and organizational skills.
- Proficient computer skills using Microsoft office suite and Google products.
- A thorough understanding of state and federal laws encompassing all personnel matters, including, but not limited to FMLA/OFLA, EEO, and wage and hour laws. Demonstrated ability to track changes in applicable HR statutes. Strive for continuous improvement in training and performance management standards. 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.
- Excellent communication skills, strong organizational skills, with an attention to detail and accuracy; time-management skills with ability to set and implement priorities, and ability to consistently meet deadlines and be dependable.
EDUCATION AND EXPERIENCE
- Three years experience in the administration of human resources required, or an equivalent combination of education and experience sufficient to perform the essential functions of the job.
- Professional certification in Human Resources preferred.
- Experience with ADP software or similar programs is strongly preferred.
Additional requirements: Must have a demonstrated interest and enthusiasm for animal welfare and WHS Mission; have a valid Oregon driver’s license and be insurable by WHS vendors, and meet the physical requirements of the job.
Note: Under the provisions of the Immigration and Reform Control Act of 1986, the successful candidate will be required to provide evidence of identity and eligibility. WHS is an Equal Opportunity Employer that does not discriminate on the grounds of race, religion, national origin, marital status, disability or any class protected by law.