Payroll & Office Associate

**IMPORTANT: Applicants must email resume & cover letter to jobs@findlaymarket.org to be considered. No applications through Black Achievers site will be accepted.

Overview of Findlay Market Payroll & Office Associate

The Payroll & Office Associate is a full-time, year-round position with a normal schedule of Monday-Friday, 8:30- 5:00 PM. Performance will be reviewed on an annual basis and will primarily be based on performance of the management of the Payroll/HRIS software as well as office tasks. Support of the office and professional staff administrative needs will also contribute to the annual performance appraisal.

Payroll & Office Associate Role Description

The Payroll and Office Associate will work with the Finance team to ensure all payroll and benefits information is seamlessly communicated across the organization. They will coordinate and communicate all benefits changes with insurance companies/brokers. They will serve as point of contact for employees for all payroll & benefit questions. They will track and communicate all PTO as well as review the payroll time clock system. They will work with all Directors and Managers on job postings, as well as schedule interviews, track annual review logistics, etc. They will make sure all employees have the technology inventory they need.

The Payroll and Office Associate will also help create a welcoming office environment for both employees and visitors to enjoy. They will be the main point of contact for the CFFM office. They will answer phones, buzz in visitors, take deliveries, keep the office and kitchen organized and clean, order office supplies, and keep internal shared office calendars, etc. They will create an office environment that looks and feels professional and clean.

Principal Duties & Responsibilities

Payroll & Human Resources

Payroll

• Time clock review and coordination with managers on missing clock in/outs
• Assist Finance on biweekly payroll procedures as well as reviewing relevant reporting for each payroll
• Set up new employees in Payroll/HRIS system.
• Track & communicate all benefits details
• Track new eligibility /termination dates for enrollees
• Communicate new enrollments to Insurance Broker
• Track benefits deductions spreadsheets
• Update all information in Payroll/HRIS system
• Assist Finance Team on Annual Review process communication and logistics
• Review PTO calendar and sync to Shared organizational calendar.
• Enter PTO manually in the HRIS system for certain departments
• Communicate and track Holiday hours for employees
• Track all pertinent Anniversary dates for both Benefits and Sabbatical purposes
• Track sabbatical logistics
• Track onboarding/offboarding tasks in HRIS system

Recruitment

• Assist Finance team with Job posting process in HRIS system
• Posting job requisitions
• Communication with candidates
• Scheduling interviews
• Creating and sending offer letters

Organization

• Responsible for maintenance of both physical and digital employee files
• Ensure staff contact list and emergency list are up to date and shared with staff

Technology

• Order required equipment for new employees
• General troubleshooting for shared and individual programs and equipment
• Keep track of Technology inventory

Uniforms

• Order uniforms
• Manage uniform inventory
• Audit uniform rentals for accuracy

Culture

• Organize office parties and celebrations on a monthly basis (Birthday/Anniversary/Holiday)
• Coordinate new employee introductions (both email and in person) to staff
• Assist with staff retreat execution

Confidentiality

• Ensure the care and confidentiality of all financial information to which you have access - any breach of this can result in immediate termination from CFFM

Office Duties:

• Office Environment
• Greet all visitors to the CFFM office
• Work with all departments to make the office an organized and pleasant space to work and gather.

Office Maintenance

• Oversee phone system, update phone tree, answer phone, return messages, get messages to proper staff
• Assist with office deliveries
• General office organization including Kitchen (dish management, cleanliness, etc)
• Organize and keep stock of all supplies (kitchen, office, restrooms, Market Center, new hire supplies, etc.)
• Troubleshooting – phone system, internet, IT support, equipment

Scheduling

• Manage conference room schedules for large meetings, including but not limited to board meetings and Merchant Meetings
• Responsible for in person and virtual meeting set ups
• Train employees on Office Calendar usage

Market Center

• Pick up items from safe
• Assist with work order coordination
• Assist with technology troubleshooting
• Manage supplies and assist with inventory management

Values, Skills, Knowledge and Abilities

• Office management experience preferred
• Knowledgeable with all Microsoft Office products especially Microsoft Excel
• Demonstrated ability to recruit train and manage and supervise a staff team
• Skill and experience in program development and execution, coordinating activities, evaluating data and establishing priorities
• Demonstrated ability to work in a proactively diverse and inclusive organization
• Excellent, proven interpersonal, verbal and written communication skills
• Effective problem-solving and mediation skills
• Demonstrated ability to share skills and knowledge with others
• Proficiency with office computer equipment and software
• Demonstrated ability to multi-task and work in a fast-paced environment
• Proven ability to cope with conflict, stress and crisis situations
• Continual on the job learning is required
• Must be able to work some non-traditional hours, including evening and weekends

Application Information

• Application: Applicant must send a resume and cover letter to jobs@findlaymarket.org
• Pay Rate: $17-19/hour
• Benefits: This is a year-round, full-time position with an attractive benefits package that includes:
• 4 weeks of PTO (5 weeks after 2 years, 6 weeks after 10 years)
• Paid parental leave
• Health Benefits (health, vision, dental) including High Deductible Health Plan with employer funded HSA ($1000-$1200 for individual or $2000-$2200 for Family) - Employer pays 85%-90% of the health premiums
• Sabbatical Program: 5 weeks paid sabbatical after 5 years with $1,000 stipend at the start of sabbatical
• Option for monthly cell phone reimbursement or company phone
• Work computer.

The Corporation for Findlay Market is an equal opportunity employer.