Payroll & Benefits Specialist

Payroll & Benefits Specialist Hybrid Remote/In-Person Full-Time (40 hours per week) Position in Oakland, CA (Non-Exempt)

• Reports To: HR Manager

Who We Are Ruby's Place dba Restorative Pathways (RP) is an innovative nonprofit committed to ending domestic violence, human trafficking, and violent crime through hope, advocacy and connection. Our services include emergency shelter, transitional housing, rental subsidies, mental health services, substance recovery, and wrap-around services. All our services are trauma-sensitive and client-centered and are provided at no cost to our clients. All programs are low barrier.

RP is led by survivors with a focus on reflection, innovation, and connection. We believe in fostering relationships, both in our direct service work and throughout our internal work culture. We aim to cultivate a workplace that appreciates and emphasizes the voices of those most impacted by violence. We recognize these voices are vital to interrupting the cycle of violence and transforming lives towards safety, unity, and trust.

Who You Are:

You have excellent organizational skills and are highly detail oriented. You navigate fast paced environments effectively and efficiently and are comfortable with continual change and updates. You enjoy working both collaboratively and independently. You are adept at time management with a proven ability that you can plan, organize and execute to meet deadlines. You are comfortable working as part of a team and are an accountable collaborator. You excel at organizing, prioritizing, and following through on multiple time-sensitive projects. You are flexible, creative, and take initiative in handling emergencies.

You have excellent interpersonal skills and strong techniques for relationship building. You have a strong commitment to preventing interpersonal violence as well as an understanding of, and sensitivity to, serving diverse populations. You believe people should determine their own path towards healing, and have an orientation towards survivor-centered services.

What qualifications are required for this position?

You also have:

Minimum of 2 years of payroll experience, preferably in a non-profit environment Minimum of 2 years of experience administering medical, dental and vision plans Minimum of 1 year of experience administering 403(b) or 401(k) plans Previous experience working and maintaining and HRIS, experience in BambooHR preferred

Previous experience in Google suite Proficient in Microsoft Office products

• Demonstrated written and verbal communication skills
• Demonstrated knowledge of CA overtime regulations
• Demonstrated high level of professionalism in the workplace

Flexibility and willingness to work with changing priorities Prior experience and demonstrated success with working with a diverse workforce and at all organizational levels Sensitivity to the needs of individuals who are victims of domestic violence, human trafficking, or homelessness. Ability to complete all required background checks. Additional requirements may be deemed necessary, including fingerprinting (Live Scan), completion of all Community Care Licensing (CCL) documents, a suitability process through ORR and ability to meet CCL licensing requirements.

What You Will Do:

In this role you will be responsible for processing accurate and timely regular semimonthly payroll for staff members at Restorative Pathways while maintaining compliance with state and federal laws and regulations. You will calculate and process off cycle payroll (i.e. adjustment checks, final checks, etc.). You will administer benefits (medical, dental, 403b, life, etc.). This includes ensuring the benefits are listed accurately in the benefits portal (Ease), payroll system and the HRIS (BambooHR). You will ensure accuracy of data between all systems the HR team uses. This includes entry of updated/new information across all systems/platforms as well as regularly reviewing each system and running parallel reports to actively cross check and maintain data between systems. You will field questions from staff and management and either answer or elevate them. As with other members of the HR team, this role will be expected to work together seamlessly as part of the HR team, communicate with each other and provide cross support as needed.

Responsibilities include:

Payroll Processing:

• Process regular semimonthly payroll for all Restorative Pathways staff
• Manage timesheet scrubbing for semimonthly payroll in accordance with wage and hour laws and agency policies
• Process off-cycle payroll as needed including but not limited to adjustment checks, final checks, etc.
• Ensure staff receive pay cards or manual checks as applicable

Remit 403b contributions as applicable

• Communicate to all staff members on holiday schedule, payroll schedule, regular timesheet reminders and other dates as needed

Benefits administration including:

Send a welcome email to incoming staff members with details on what benefits they qualify for.

• Maintain data in the benefits platform including adding and removing staff as appropriate.
• Maintain staff records in the retirement plan system including incoming staff, exiting staff, changes of address and any changes in contributions
• Ensure existing staff are removed from all benefits they are enrolled in.

Answer staff questions regarding benefits and elevate questions as necessary/appropriate to benefits broker or supervisor.

• Ensure staff are enrolled in or removed from benefits as appropriate from changes in scheduled hours.

System/Platform Maintenance Enter new employee information into all applicable HR systems including the HRIS, timekeeping, payroll, benefits portal and others as appropriate. Accurately enter personnel information into the appropriate platform. These include but are not limited to: payroll system, HRIS, benefits administration system

Enter changes of status for staff into the applicable HR systems including the HRIS, timekeeping, payroll, benefits portal and others as appropriate Regularly review personnel information in the HRIS to ensure completeness of information Regularly run reports between platforms to ensure accuracy of information across systems

• Process offboarding of staff members in applicable HR systems including but not limited to payroll, timekeeping, benefits, etc.

Open enrollment:

• Ensure all staff enroll or decline benefits by the deadline annually.
• Ensure all deductions are entered into the payroll system by the first affected payroll
• Ensure benefits summaries are filed for all eligible employees for open enrollment.
• Recruiting
• Assist hiring managers as needed with review of candidates, phone screens, etc.

Check references for all staff Other

• Train new employees (both management and non-management) on use of the timekeeping and payroll systems

Run monthly reports to ensure renewing qualifications, certifications, etc. are up to date and on file. This includes but is not limited to: ensuring current TB test results are on file (Alameda county requirement for shelters), current drivers license is on file for applicable staff, current clinical license on file for applicable staff, current auto insurance is on file, background checks have not expired, etc.

• Assist with maintaining confidential employee files

Respond to internal and external requests and provides assistance, and redirects to the appropriate person when necessary

• Maintain I-9 binder and verify incoming employee’s work status (including signing I-9)
• Work with the appropriate staff to ensure asset tracking in the HRIS is accurate

Complete functional timesheets by assigned due dates in compliance with time allocations. Actively participate in reflective supervision sessions.

• Create and maintain documentation of processes and procedures related to job duties.
• Perform other duties as assigned.

Working Conditions This position is eligible for hybrid in person & remote work. Time spent on-site versus remote working will be discussed and agreed upon with your supervisor. You are expected to be available on-site as necessary given business needs. You must be able to stand for long periods of time and perform physical activities, including lifting up to 25 pounds. You will be subject to frequent interruptions and must be able to multitask and handle stress.

Local travel in the greater Bay Area may be required. Applying The pay scale for the Payroll & Benefits Specialist is $34.50-$38.50 per hour, non-exempt. The benefits that come with working at Ruby’s Place at full-time hours include medical, dental, and vision plans, a life insurance policy, significant vacation, sick time, restorative care time, and immediate vesting in our 403(b) with a generous match. This is a full-time, 40 hours per week, hourly position. This is a hybrid position (flex work), with some days required in our Castro Valley Office. Applicants must be located in the greater Bay Area.

Preference will be given to internal applicants. At Ruby’s Place, we are committed to workplace diversity and providing equal employment opportunities. Please also note that we are going to be especially excited about candidates who understand the unique nature of a mission-driven organization and have lived experience or direct experience working with survivors of domestic violence, human trafficking, or violent crime.