Human Resources Manager

Department:   Administration

Supervisor:   Chief Executive Officer

FLSA Status:   Exempt

Terms of Employment: At Will

Position Status:  Full-Time

Annual Salary:  $85,500 / Year; Based on experience and qualifications

Position Objective: 

The Human Resources Manager is responsible for managing the planning, development, and administration of all Human Resources functions, including but not limited to the following: employment, recruitment, employee relations, EEO, compensation/benefits, and organizational development. Organizes and drives creative HR initiatives and activities. Provides counsel to company management in Human Resources policy and program matters.  This position reports to the Chief Executive Officer.

Duties and Responsibilities:

Key duties and responsibilities include, but are not limited to:

Talent Acquisition, Hiring, and Onboarding:

• Manage recruitment for open positions, actively participating in recruiting activities as necessary to enhance visibility and accessibility.
• Coordinate with managers to schedule candidate interviews and participate in interviews as necessary
• Ensure best practices in interview techniques and minimize interviewer bias by providing interviewing training to managers. 
• Complete pre-hire steps such as generating offer letters and conducting background checks. 
• Manage all new hire paperwork and ensure compliance with state and federal requirements during hiring and onboarding processes.
• Ensure that new employees receive comprehensive New Hire Orientation and Training.
• Review and monitor job descriptions for consistency and compliance with ADA and other regulations and requirements; update job descriptions post vacancies or as required.
• Conduct comprehensive union onboarding to ensure adherence to federal and state laws, as well as Center policies.

Employee Relations and Discipline Management

• Supervise termination procedures, which involve gathering exit feedback, issuing final checks, and collecting keys, property, and passwords from departing Center employees, ensuring compliance with state, federal laws, and Center policies.
• Update and enforce the Center's progressive discipline plan, ensuring compliance and proper documentation of disciplinary actions. Provide coaching and training to managers on disciplinary policies as necessary.
• Conduct investigations into employee relations issues such as sexual harassment, safety violations/injuries, and infractions. Collaborate with department managers to determine the most appropriate course of action.

Policy Development and Records Management:

• Manage all records requests concerning employee personnel records.
• Develop and implement Human Resources and compliance policies and procedures, collaborating closely with departments to establish or revise department-specific guidelines.
• Ensure interpretation and compliance with established and new personnel policies, as well as state and federal regulations related to employment practices and procedures. Provide guidance and coaching to staff as needed.
• Maintain up-to-date employee records in compliance with state and federal laws.
• Ensure that all federally and state-required documentation is compliant and displayed as mandated.
• Oversee all staff and management training/development programs including new employee orientations, mandatory sexual harassment training for all staff and members of management, safety training, health and well-being, customer service, Workplace Violence Prevention training and more.
• Manage internal records, including Staff Contact Lists, Organizational Charts, the Employee Handbook, and other Human Resources-related materials.
• Work with Center management to devise strategic plans and suitable business practices for each department.

Benefits Administration:

• Process benefit enrollment for all new employees eligible for benefits.
• Manage employee group medical, dental, and vision plans, workers' compensation inquiries/investigations, and other established employee benefit plans.
• Supervise annual renewals for benefits and workers' compensation plans, analyzing previous year's plans and negotiating competitive rates for efficient plans.
• Collaborate with Worker's Comp broker and insurance to ensure compliance in reporting and obtaining all required documentation for work-related employee injuries.
• Conduct training sessions with all staff to review Injury Procedures.
• Perform an audit of carrier invoices to verify the accuracy of active participants.

Payroll & Finance: 

• Prepare and maintain annual and monthly HR budget.
• Support the Payroll department in ensuring the timely and accurate submission of time cards.
• Act as the final reviewer of the Payroll Register provided by the Payroll Department, reviewing and approving payroll, identifying discrepancies and pay errors to minimize overpayments and underpayments to staff before running payroll.
• Enter new employees' information into the HRIS system, which includes verifying and coding pay rates, deductions, and other payroll settings.
• Assist in resolving payroll disputes with employees.
• Create and manage compensation plans, which encompass suggestions for Cost of Living adjustments, Merit Increases, Minimum Wage Increases, and Pay Adjustments.
• Handle all Personnel Action Forms related to pay adjustments for employees.
• Create salary ranges for each position using market pay data.

Performance Management and Accountability:

• Coordinate annual performance evaluations activities for staff.
• Create and monitor measurable performance objectives for CCAEF management.
• Collaborate with managers to aid in setting performance objectives for their direct reports.
• Establish a Performance Rating system incorporating weighted measurable objectives to assign an annual Performance Score to each employee.
• Ensures that managers fulfill their responsibilities, including conducting check-ins with staff, performing performance reviews, and managing payroll tasks.
• Enforce accountability measures and strategies for senior management.

Employee Engagement and Team Leadership:

• Manage the Administrative Assistant position and supervise other Administration staff supporting HR operations.
• Lead the Fun Committee, directing and implementing various activities aimed at enhancing employee morale and retention.
• Assist in coordinating, planning, and executing All Staff Meetings.
• Attend staff meetings, including All Staff, Safety, Senior Staff and others as required.
• Manage and supervise Academic Internship and Fellowship programs in conjunction with Education Manager.

Other duties as may be deemed necessary by the direct supervisor. 

Knowledge, Skills, and Abilities:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Knowledge and understanding of current state and federal employment laws.
• Ability to handle and protect confidential information with great sensitivity
• Ability to work with limited supervision and high motivation.
• Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations.
• Knowledge of Paylocity HRIS and various applications including MS Office, email programs, and shared documents.
• Ability to manage a high level of detail.
• Strong oral and written communication skills. Speaks clearly and persuasively in positive or negative situation, listens and gets clarification. Writes clearly and informatively.
• Ability to accomplish multiple task priorities in a fast-paced work environment.
• Strong oral and written communication skills. Speaks clearly and persuasively in positive or negative situation, listens and gets clarification. Writes clearly and informatively.
• Ability to work with all levels of staff as well as volunteers.

Education and Experience:

• Minimum of 5 Generalist experience in a Human Resources position in a company with 100-400 employees preferred.
• Minimum 2 years employee relations experiences.
• Four-year degree in Human Resources Management, Business Administration, Business Management or related field of study. 
• Strong verbal, written, customer service, communication and problem-solving skills.
• Non-profit work experience helpful but not mandatory.

Physical demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 10 pounds, and occasionally lift and/or move 20 pounds.
• Specific vision abilities required by this job include, close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working Environment:

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is moderate.

The California Center for the Arts, Escondido is proud to be an Equal Opportunity Employer and considers qualified applicants without regard to race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identify, age, disability, veteran status or any other protected factors under federal, state or local law.