HR Systems & Records Assistant - Full Time

Description

Job Summary

Under the supervision of the Human Resources Director, the HRIS & Records Assistant will be responsible for the front-line administration and internal entry, maintenance, auditing, and processing of sensitive employee data. This role ensures employee records and HRIS information are accurate, timely, and up to date. This position will also aid in other various duties as assigned by the Director to further advance the ministry.

Essential Responsibilities & Duties

General:

• Answer and screen incoming calls and emails.
• Assist in managing the Human Resources inbox.
• Maintain digital and hard copy file system.
• Schedule and coordinate meetings, agendas, and appointments.
• Create and/or revise systems and documents as necessary.
• Assist in projects as assigned.

HRIS - Personnel Administration:

• Manage and maintain HRIS systems to ensure accurate and timely employee information.
• Serves as the primary recipient and processor of organization-wide Personnel Status forms.
• New Hires/Rehires
• Internal Transfers
• Status Changes/Title Changes
• Wage Adjustments
• Terminations
• Position Approvals
• Process approved Personnel Status Forms in the HRIS and monitor pending changes to ensure timely and accurate updates.
• Add necessary payroll adjustments resulting from Personnel Status Forms to the payroll manual adjustment sheet.
• Process employee terminations, including required HRIS updates, termination paperwork, and related payroll adjustments.
• Work closely with Weekday Preschool to process Personnel Status Forms, contracts, reviews, and employee changes.
• Update and maintain employee employment status in FellowshipOne Go.

Payroll:

• Assist with training timecard managers on Time and Labor in Paylocity. 
• Participate in year-end W-2 and 1095 audits. 
• Perform other payroll duties as assigned.

Human Resources:

• Update and maintain the Open Positions Detail Report to ensure 100% accurate annual reporting. 
• Participate in Open Enrollment reconciliation. 
• Assist with recruiting, onboarding, and benefits activities as assigned. 
• Conduct exit interviews as needed.

Compliance & Reporting:

• Assist with ACA compliance activities, including January and July Evidence of Offer uploads and ACA Dashboard updates. 
• Assist with Hours Verification reports for ACA compliance and budget preparation. 
• Perform monthly audits to reconcile electronic employee files with HRIS records. 
• Create and compile weekly, monthly, quarterly, and annual reports, including Payroll Groups, Default Hours, and Employee Status reports to verify accuracy in the system.

Budget & Administrative:

• Provide backup support for invoice entry, monthly bankcard statements, mileage reimbursements, and credit card statement reconciliation. 
• Provide backup support for processing the detailed MetLife self-bill. 
• Perform other duties as assigned by the Human Resources Director.

Requirements

Job Requirements

• Highschool diploma, Associates degree preferred.
• Two (2) years of administrative experience.
• PC skills including Microsoft Office Suite (Excel, Outlook, Publisher, Word, Planner, and Teams).
• Any equivalent combination of training and experience. 
• Called to support ministry.
• This position requires that the candidates be actively attending and have completed grow track with approval as a dream team member.

Knowledge, Skills, & Abilities

• High customer service and detail focus.
• Exhibit good judgment, honesty, integrity, responsibility, and punctuality through the utilization of professional work standards. 
• Ability to work in a fast-paced environment while meeting critical deadlines. 
• Knowledge of modern office methods and procedures, filing, telephone techniques, and office equipment; as well as English usage, spelling, grammar, and punctuation. 
• Ability to get along well with others and handle confidential matters.
• Ability to manage time and multiple priorities to meet deadlines.
• Ability to communicate effectively and professionally, orally, and, in writing.
• Must be punctual, pleasant, and tactful with professional appearance and conduct. 
• Exhibit professionalism and always maintain confidentiality. 
• Capacity to interact positively and provide service to others at all levels within James River Church. 
• Ability to establish and maintain effective working relationships with supervising personnel, coworkers, civic organizations, business professionals, and the public. 
• Must have strong analytical skills and critical thinking skills. 
• Exhibit a spirit of unity.

Code of Conduct and Character

James River Church is Pastor-led, and staff driven with board oversight. James River Church staff are expected and considered to share in the responsibility of practicing and propagating the Christian gospel message and upholding the doctrine of the Church (the employer), as stated on our website and in our Bylaws. As leaders and ministers of the gospel, staff therefore agree to the following:

1. Develop and maintain a close personal walk with the Lord including:

 a. Daily devotional time with the Lord.

 b. Daily dependence on the empowerment of the Spirit.

2. Develop a strong marriage and family life. This includes:

 a. Communicating and sharing with your spouse.

 b. Spending time together on days off and when extra time is available.

3. Keep personal finances in order with no delinquencies.

4. Attend all regularly scheduled services in the church. Special services and functions will be required as deemed necessary by the Lead Pastor.

5. Maintain a high level of personal integrity, honesty, and confidentiality in dealing both with the staff and congregation.

6. Maintain a Christian outlook and attitude at all times.

7. Maintain loyalty to the staff and church, actively promoting unity within the church.

HEART BEHIND ALL WE DO

JOY

Smile at EVERYONE you encounter! 

• “Rejoice in the Lord always. I will say it again: Rejoice!” Phil 4:4 (NIV) 
• “In your presence there is fullness of joy; at your right hand are pleasures forevermore.” Ps 16:11 (ESV) 

ENTHUSIASM  

Be enthusiastic about your role, about the church, & about what God is doing in your life and in the church.   

• “Zeal for your house has consumed me…” Ps 69:9 (ESV) 
• “I was overjoyed when they said, ‘Let’s go up to the house of the Lord.’” Ps 122:1 (TPT) 

ENCOURAGEMENT  

Be encouraging with your countenance, with your words, and with your actions to the team and to everyone you connect with as you serve! 

• “So encourage each other and build each other up…” 1 Thess 5:11 (NLT) 
• “…Look for the best in each other, and always do your best to bring it out.” 1 Thess 5:15 (MSG) 

LOVE AND CARE 

Show compassion & represent the love of Jesus! 

• “Dear friends, let us continue to love one another, for love comes from God.” 1 John 4:7 (NLT)
• “Love each other. Just as I have loved you, you should love each other.” Jn 13:34 (NLT) 

SERVANT - MINDED  

How can we help you with what you need? If needed, connect the individual to someone who can help. 

• “God has given each of you a gift from his great variety of spiritual gifts. Use them well to serve one another.” 1 Pt 4:10 (NLT) 
• “For even the Son of Man came not to be served but to serve others and to give his life as a ransom for many.” Mt 20:28 (NLT) 
• “…Through love serve and seek the best for one another.” Ga 5:13 (AMP)