Payroll & Office Associate

The Payroll & Office Associate is a full-time, year-round position with a normal schedule of Monday-Friday, 8:30 AM - 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 play a key role in supporting the Finance team by ensuring accurate and seamless communication of payroll and benefits information across the organization. This role includes coordinating and communicating benefits changes with insurance companies and brokers, serving as the primary point of contact for employees regarding payroll and benefits inquiries, and maintaining accurate records of PTO and time clock entries. Additionally, the Payroll and Office Associate will collaborate with Directors and Managers on job postings, interview scheduling, and tracking annual review logistics. They will also ensure employees have the necessary technology and inventory to perform their roles effectively.

Beyond payroll responsibilities, the Payroll and Office Associate will help foster a welcoming and professional office environment for employees and visitors alike. As the primary point of contact for the CFFM office, they will handle phone calls, greet and assist visitors, manage deliveries, and oversee the organization and cleanliness of the office and kitchen. This role includes maintaining office supplies, managing shared internal calendars, and ensuring the office space remains organized, clean, and professional.

Living the Mission

As ambassadors for Findlay Market, every team member plays a vital role in supporting the organization’s mission, values, and philanthropic efforts. This means actively contributing to the market’s initiatives, embodying our commitment to community and diversity, and championing the cultural and economic vibrancy that defines Findlay Market. Together, we strive to uphold our mission and make a lasting impact.

Principal Duties & Responsibilities

Payroll & Human Resources

• Payroll
  • Review employee time clock entries and coordinate with managers to resolve discrepancies.
  • Assist the Finance team with biweekly payroll processing and reporting.
  • Set up new employees in the Payroll/HRIS system.
  • Track & communicate all benefits details:
    • Track new eligibility and termination dates for enrollees.
    • Communicate new enrollments to Insurance Broker.
    • Maintain benefits deduction spreadsheets.
    • Ensure all information is updated in the Payroll/HRIS system.
  • Assist the Finance team with communication and logistics for the Annual Review process.
  • Maintain the PTO calendar and ensure alignment with the shared organizational calendar.
  • Manually input PTO into the HRIS system for specific departments as needed.
  • Communicate and track holiday hours for employees.
  • Track all pertinent anniversary dates related to benefits and sabbatical eligibility.
  • Track & communicate logistics for employee sabbaticals.
  • Track and update onboarding/offboarding tasks within the HRIS system
• Recruitment
  • Support the Finance and Communication team with job posting process, including:
    • Posting job requisitions.
    • Communicating with and screening candidates.
    • Scheduling interviews.
    • Creating and sending offer letters.
  • Organization
    • Responsible for maintenance of both physical and digital employee files.
    • Ensure the staff contact list and emergency list are up to date and shared with staff.
  • Technology
    • Order required equipment for new employees.
    • Provide general troubleshooting for shared and individual programs and equipment.
    • Manage and track technology inventory.
  • Uniforms
    • Order and manage inventory of uniforms.
    • Audit uniform rentals for accuracy.
  • Culture
    • Collaborate with the Communication team on birthday, anniversary, and holiday celebrations.
    • Coordinate new employee introductions (both email and in-person) to staff.
    • Assist with executing staff retreats.
    • Serve as an ambassador for Findlay Market, embodying its mission and values.
  • 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 and assist all visitors to the CFFM office.
  • Work with all departments to maintain an organized and pleasant space to work and gather.
• Office Maintenance
  • Manage the phone system, including updating the phone tree, answering and returning messages, and directing calls to the appropriate staff.
  • Assist with office deliveries and ensure timely distribution.
  • Maintain general office organization, including but not limited to kitchen cleanliness and dish management.
  • Monitor and stock supplies for the kitchen, office, restrooms, Market Center, and new hires.
  • Troubleshoot issues with the phone system, internet, IT, and office equipment.
• Scheduling
  • Manage conference room schedules for large meetings, including but not limited to Board and Merchant Meetings.
  • Responsible for in-person and virtual meeting setup.
  • Train employees on Office Calendar usage.
• Market Center
  • Pick up items from safe.
  • Assist with work order coordination.
  • Assist with troubleshooting support.
  • Manage supplies and assist with inventory management.

Values, Skills, Knowledge and Abilities

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

Application Information

• Application: Send a cover letter and resume to jobs@findlaymarket.org
• Deadline to Apply: February 7, 2025
• Hourly: $17.00 - $19.00 per 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)
  • 9 paid Holidays
  • Paid parental leave
  • Health Benefits (health, vision, dental) including High Deductible Health Plan with employer paying 85%-90% of the health premiums
  • Employer funded HSA ($1000-$1200 for individual or $2000-$2200 for Family) - For those enrolled in health benefits
  • 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.