Under general supervision of the CFO, HR/Benefits/Payroll Manager is responsible for managing and running the school’s HR, Benefits, and Payroll functions, including the touchpoints with the GL that services all employees, both exempt and non-exempt. Manages the implementation and administration of mandated federal and state regulations, mandated reporter training and policies, including benefits.
This position must display sound judgment, great attention to detail, plus exhibit superior professional and confidentiality behavior at all times. Additionally, this position must be extremely organized and maintain all records in a complete and appropriate manner
Such duties and responsibilities include, but are not limited to:
Manage and administer all aspects of HR, including HRIS system, benefits and legal compliance
Manage and administer all aspects of Payroll, through the Paycom system, from onboarding, offboarding and everything in between.
Manage and administer all aspects of benefits, working with our broker.
Create, update, and present the annual HR/PR/Benefits Orientation packet to staff.
Lead and organize staff orientation for all new hires.
Act as the point person for all HR-related questions.
Lead and organize regular meetings and Q&A sessions with school employees.
Communicate professionally and effectively and work to fulfill the missions of the school.
Must be available and approachable to all employees.
Must have the ability to take responsibility for own work, establish trust, and be receptive to feedback;
Must be able to build genuine relationships, be respectful and inclusive, and work well with others.
Manage benefits program, working with our broker, Filice.
Train all employees on self-service benefits sign-up and maintenance.
Administer and maintain benefit records for all Park Day School employees.
Register new employees in Ease and Paycom.
Perform reconciliations of benefits activity to general ledger for benefits-related balance sheet and income statement accounts.
Complete and oversee employee separation tasks outlined on the employment checklist; including termination letter, COBRA, any other qualifying events as well as removal of benefits for terminated employees from both payroll system and benefits system.
Reconcile all benefit related accounts, manage employee deductions set-up in Payroll system and maintain benefits billing. Work with benefits broker to ensure all balances are correct and maintained. Communicate with Controller to ensure the GL balance is reconciled.
Manage and administer the open enrollment process, working with CFO and broker
Manage and reconcile all 403(b) activity to ensure the plan is in compliance, accurate and up to date. Work with the 403(b) administrators on all maintenance and reconciling items.
Prepare and assist with annual W/C audit.
Employee relations- must be able to identify and resolve employee concerns as they develop, including acting as the School’s expert on all HR- and payroll-related questions.
Manage the performance management tracking system, including guiding supervisors in setting expectations for employees, monitoring performance review dates, tracking performance issues and helping employees meet goals outlined in performance evaluations. This skill relies heavily on strong communication and interpersonal abilities and can help with long term employee tenure trends.
Organize and lead monthly meetings to update employees on HR- and payroll-related matters
Organize and lead monthly Q&A sessions for staff to ask HR- and payroll-related questions.
Take initiative to update HR documents and HR systems where appropriate.
Assist with hiring by posting job ads, forwarding applications to hiring managers and maintaining the shared drive files (Google Drive)
Manage and lead new hire onboarding, including creating and maintaining a strong onboarding process to ensure all proper documentation is received, processed and filed, including TB testing, I-9, fingerprinting, background checks, etc.
Administer and maintain HRIS/payroll system
Organize, manage, and lead new hire orientation
Provide expertise and guidance to employees in reviewing benefits, reviewing employee handbook, setting up payroll system, training employees on electronic timesheet system, assisting with online benefits enrollment.
Ensure all labor law posters and information is available to employees and visible as required.
Ensure all employees’ permanent files are updated, accurate and audit ready at all times
Manage Workers’ Compensation program: maintain and manage all Workers’ Compensation injuries as well as prepare and complete documentation needed by our Workers’ Compensation insurance provider. Ensure proper communication with supervisors.
Manage, track, and provide guidance to employees on all CPR, Mandated Reporter, Title IX, and harassment trainings to ensure Park Day School is always in compliance.
Manage and provide guidance to employees on all Leave of Absences, including FMLA/CFRA and/or SDI questions and claims.
Assist CFO, as requested, with managing total compensation program as well as creating and tracking annual agreements, employment letters and personnel changes in both the shared Google drive and the payroll system.
Manage the Paycom payroll system to ensure it is setup in the most efficient manner and take initiative to update the Paycom system where it is not setup in the most efficient manner.
Process semi-monthly payroll and ensure all earnings and deductions are correct.
Remit deposits to retirement accounts.
Process employee expense reimbursements, staff lunch program, stipends etc. through each payroll.
Record and maintain all garnishments.
Create all semi-monthly payroll reports.
Create packet for all payroll reports, including GL entry and TIAA remittance.
Create GL import and reconcile the payroll GL accounts after each PR run.
Other projects as assigned by the CFO or Head of School.
Frequently required to communicate with other employees; walk, reach with hands and arms;
Must be able to sit and stand for long periods;
Must be able to cross campus multiple times per day;
Specific vision abilities required by this job include close vision and ability to adjust focus;
Must be able to work for extended periods time at a desk and at a computer;
The position is Monday-Friday, onsite, and will work on campus in the Oakland location.
The exact working hours will be set as to best ensure access by all staff, every day.
Knowledge, skills and abilities
Bachelor’s degree in a related field is preferred.
HR certification required
10+ years of Human Resources/Payroll / Benefit Administration experience preferred plus 5+ years of that in a not-for-profit or school environment.
Must have in-depth knowledge of IRS regulations, California labor laws, garnishments, federal, state and local laws pertaining to human resources, payroll, benefit administration, leaves of absence, reporting and compliance.
Must be able to manage all aspects of the school’s Human Resources and Payroll department independently. Must have a high level of organizational skills and attention to detail, including the ability to manage multiple tasks, meet deadlines and document events appropriately.
Must maintain confidential files and keep work area clear and uncluttered at all times.
Must have excellent verbal and written communication skills.
Must feel comfortable organizing and leading meetings, and speaking and presenting in both group environments and one-on-one meetings.
Must be able to effectively communicate with staff, students and parents in a clear, concise and pleasant manner at all times.
Must have strong computer skills (MS Office; Word, Excel, PowerPoint. Internet, Google Drive, Google Suite, Online payroll and timekeeping system) and possess ability to learn new programs when needed.
Must be able to solve problems and make decisions independently in an ever-changing environment with a high degree of flexibility and adaptability.
Must have an open, positive attitude and enjoy working in a highly collaborative, team-oriented environment where a diversity of opinion is valued and encouraged.
Must adhere to the Park Day Schools strategic goals and core values.
Must be able to communicate effectively, politely, and productively with all types of people. from all types of backgrounds.
Must have a comfort level in a school environment.
Hands on knowledge of online benefits enrollment tool required.
Must have strong accounting and reconciliation skills
Must have the ability to research and resolve problems and follow through with minimal supervision.
Must have the ability to take initiative to solve complex problems, provide follow through, and analyze information in multiple systems, knowing which system access will provide which data information.
Must handle sensitive issues with good judgment, tact, and discretion.
Must perform detailed work and complex calculations with a high degree of accuracy and to identify, research, and resolve problems independently.
Have excellent interpersonal skills to interact effectively with a diverse group of staff.
Discretion and Ethics
HR managers have access to a significant amount of sensitive information related to employees’ personal and professional lives. As an HR manager, it’s critical to manage personnel matters such as discipline, complaints, development and layoffs with complete discretion. To be an effective HR manager, you must be capable of handling sensitive information appropriately and only divulging it to authorized people while keeping the employees’ best interests in mind.
How to Apply
Complete job application and attach cover letter and resume here
At Park Day School, dedicated teachers and engaged students collaborate to create a dynamic and joyful learning community for mastering academic and interpersonal skills. Students construct meaning and deep understanding through inquiry and discovery-based teaching. Our practices promote critical and creative thinking, artistic expression, and a commitment to diversity and social justice. In the spirit of partnership and service, students expand their perspectives through participation in the broader community. Continuing the legacy of the progressive education movement, Park Day School prepares students to be informed, courageous, and compassionate people who shape a more equitable and sustainable world.
Our Campus and History
Park Day School was founded as a progressive K-6 school by teachers and parents in 1976, and opened with 28 students and four teachers. By 1982, the student body had grown to 90 students, and Park Day moved to the Temescal neighborhood of North Oakland, CA. The school purchased a two-acre campus on 43rd Street in 1993. Today, our four-acre campus is often described as "glorious" and "a jewel." Mature trees, lush flower gardens, birds, squirrels, a ch...icken coop, vegetable gardens and quiet niches are enjoyed by all. Swings, climbing bars, sandy play areas, a large all-weather playing field, multiple climbing structures and a shaded gazebo combine to provide an exciting and varied outdoor area for all ages.