HR & Payroll Manager

The Calhoun School, a progressive Pre-K through 12th grade institution in New York City, seeks an HR & Payroll Manager. Under the direction of the CFO and Controller, the HR & Payroll Manager's main job is to perform professional tasks related to processing new hires and separations, all ongoing payroll preparation and reconciliation, and all activities related to employment, employee benefits, and statutory record keeping.

JOB RESPONSIBILITIES

Payroll

• Coordinate and monitor the entire payroll system of the organization on a daily basis.
• Monitor and ensure that all payroll information is accurate and updated at all points in time.
• Be the custodian of all payroll-related records and ensure that all compliance-related matters are performed.
• Properly and accurately ensure compliance with any requirement of wage garnishments under the law
• Keep records of overtime, bonuses, and various other records.
• Maintain an organized and well-structured filing and information retrieval system.
• Ensure compliance in respect of tax deductions and deductions made towards retirement benefits; send periodical reports to the Controller and Director of Finance, employees and the statutory state or city authorities ensuring full compliance at all points in time
• Meet with employees as needed to provide them support and review their pay for accuracy
• Completing the 941 reconciliation quarterly
• Ensure compliance with federal, state, and local payroll tax laws and reporting requirements, including W-2, W-3, and other related filings.

Benefits

• Coordinate annual open enrollment for benefits, communicate updates to employees, and ensure accurate enrollment in benefits programs.
• Ensure compliance with the Affordable Care Act (ACA) requirements, including accurate tracking and reporting of employee hours, eligibility, and timely submission of forms 1094-C and 1095-C to the IRS.
• Interface with broker and various benefit providers (Aetna, Lifetime Benefits, TIAA-CREF, EBS, unemployment and other government agencies, etc.)
• Process various life events (maternity leave, STD, LTD, life insurance, COBRA, workman’s comp, etc.)
• Prepare and maintain documents that detail our benefits package and provide these to staff.

Human Resources

• Work with school leaders to create job descriptions. Work to align the format, feel, and content of job descriptions across all departments
• Maintain the HRIS database that houses all staff information.
• Post job descriptions on a number of job boards. Research job boards to post jobs. Attending hiring fairs as needed throughout the year.
• Update the staff handbook annually in partnership with school leadership.
• Manage all aspects of the new hire orientation 
• Perform support to hiring managers as needed. Support may include initially screening resumes, joining hiring committees, or supporting with salary offers.
• Project manage the reappointment process, including sending reappointment letters to staff, tracking who has/has not returned letters, following up with individual staff and supervisors, and informing staff when we will be posting their job.
• Managing the offboarding process for staff. This includes coordinating with IT to remove their email and other tech access, ensuring staff are properly terminated in payroll and other HR systems, and meeting with staff as needed for exit interviews. 

Other Responsibilities

• Prepare reports related to payroll audits, benefits enrollment, and compliance, and assist in completing HR-related grant applications as required by the school or governing bodies. 
• Supply reports and updates to the CFO and Controller as requested.
• Embrace Calhoun as an active member of the school community.
• Work cooperatively with school leadership, faculty, staff, and all members of the Calhoun community.
• Other responsibilities as assigned.

SUCCESS FACTORS/JOB COMPETENCIES

• Computer literacy, experience with Google Suite and Microsoft Suite
• Bachelor’s degree required, further education a plus
• Minimum of 5 years relevant experience
• Experience working with HR and payroll systems, Paycom experience preferred
• Commitment to building a diverse, inclusive, and anti-racist community 
• Strong time management ability
• Commitment to progressive education values

PHYSICAL DEMANDS/WORK REQUIREMENTS
 

The physical demands and work environment characteristics described below 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.
- Physical demands: While performing the duties of this job, the employee is occasionally required to stand, walk, sit, handle tools/controls, balance, talk, or hear. Employee must occasionally lift/move up to 15 pounds. Specific vision abilities required include distance vision, color vision, and the ability to adjust focus.
 

COMMITMENT TO DIVERSITY WORK 

Calhoun is committed to addressing issues of social justice, diversity, equity, and anti-bias education in our curriculum and in our community. Teachers must be willing learners and participants in supporting this work. 

The employee is expected to adhere to all policies and procedures outlined in the Employee Handbook while employed.