HR Manager

Description

JOB SUMMARY:

The Human Resources Manager is responsible for managing day-to-day human resources operations for the organization. This position serves as the primary HR resource for employees and supervisors and is accountable for consistently administering recruitment, onboarding, benefits, leave, employee relations, HR records, training, and employment and benefit compliance. The Manager works in collaboration with Finance on payroll and retirement plan data and develops written procedures that provide reliable coverage for recurring HR work.

The Manager reports to the CFO and exercises independent judgment in routine HR administration within approved policies and delegated authority. The Manager advises supervisors, develops recommendations on consequential personnel matters, and brings decisions requiring executive approval to the CFO or CEO. The Manager recognizes when employment counsel is needed and coordinates review through the designated executive.

JOB SPECIFIC DUTIES AND RESPONSIBILITIES:

Employee Relations and Manager Guidance

• Serve as the primary resource for employees and supervisors on HR policies, employee concerns, performance, attendance, and conduct. Advise supervisors on timely, consistent documentation and corrective action; coordinate investigations and conflict resolution, with appropriate executive and counsel involvement.
• Recommend personnel actions to authorized decision makers; maintain confidential records and follow up on approved actions.
• Manage the employee performance review process, including the review calendar, forms, supervisor guidance, completion tracking, documentation, and follow-up on employee goals and development plans. Coordinate employee engagement efforts and manager training.

Recruitment and Onboarding

• Manage recruitment workflows, including job descriptions, approved hiring ranges, postings, interview coordination, selection records, and offer preparation.
• Coordinate background checks and other authorized pre-employment steps; manage new hire orientation, required forms, system setup, and onboarding follow-up.
• Advise hiring managers on consistent and equitable hiring practices and maintain recruiting records.

Payroll and HR Systems

• Maintain accurate employee data in Paylocity and other HR systems; coordinate timely entry and verification of approved hires, changes, terminations, time off, and payroll deductions.
• Review HR-related payroll inputs, timecard exceptions, benefit deductions, and leave coding; resolve discrepancies with Finance before processing deadlines.
• Maintain documented handoffs and segregation of duties with Finance, including independent review and payroll approval by designated personnel.
• Respond to employee payroll questions in coordination with Finance and provide records for audits and reconciliations.

Benefits and Retirement Plan Administration

• Manage employee benefit enrollment, eligibility, qualifying events, open enrollment, communications, and coordination with Employee Navigator, the broker, and carriers.
• Verify benefit elections and employee contributions against payroll records; investigate and resolve enrollment and deduction discrepancies with Finance and vendors.
• Coordinate 401(k) eligibility, enrollment, required employee communications, and accurate census and compensation data with Finance and the third-party administrator.
• Support annual plan reporting and audits by assembling HR records and reviewing HR-supplied data; coordinate with the plan administrator and third-party administrator on their respective responsibilities.

Leave and Accommodation Administration

· Administer and track applicable federal and Connecticut family and medical leave, the organization’s

paid leave arrangements, disability benefits, PTO, and other applicable leave programs.

• Coordinate employee notices, medical certification handling, benefit continuation, return-to-work steps, and payroll communication while protecting medical confidentiality.
• Facilitate the interactive accommodation process and escalate complex requests or potential disputes to leadership and counsel as appropriate. ,
• Manage unemployment claim responses, hearings, and related records.
• Generate and distribute routine financial reports from accounting systems
• Compile supporting documentation for internal and external reporting

Compliance and HR Operations

• Maintain personnel files, separate confidential medical records, approved HR system access, and retention practices in accordance with applicable requirements and organizational policies.
• Own an HR compliance calendar covering required notices, training, reporting, policy reviews, deadlines, and follow-up.
• Develop and maintain written HR policies and standard operating procedures for executive review and approval; document owners, approval steps, deadlines, records, handoffs, and backup coverage. Train supervisors and staff on approved practices and monitor consistent use.
• Monitor changes in federal and Connecticut employment requirements and recommend policy or practice updates for approval.
• Manage employee workers’ compensation class coding in coordination with Finance and the carrier or broker. Review classifications against actual job duties, document proposed changes, and reconcile employee and payroll information. Assist with workers’ compensation audits by preparing duty descriptions, payroll and classification records, responding to auditor requests, and following up on discrepancies.
• Manage applicable OSHA recordkeeping, workplace notices, and reporting. Coordinate with responsible staff to collect injury and illness information, determine applicable recording and reporting requirements, complete required logs and submissions, and meet reporting deadlines. Maintain supporting records and promptly escalate serious incidents to executive leadership.
• Prepare HR reports and metrics; coordinate HR portions of audits, insurance reviews, and other compliance requests.

Training and Organizational Support

• Plan and track required employee and supervisor training and coordinate professional development activities.
• Support organizational communications and cross-department projects affecting employees, processes, or workplace culture.

Decision Making Authority

The HR Manager may decide routine matters by applying approved policies, plan terms, and procedures. Authority beyond these boundaries requires written delegation. The Manager documents recommendations and approvals and communicates the final decision through the designated process.

Routine decisions within approved policies

• Manage recruitment methods, candidate screening against approved job criteria, interview coordination, onboarding, and HR work priorities within approved positions and budgets.
• Determine routine leave and benefit eligibility, issue required notices and administer approved enrollments and changes. Escalate disputed or unusual interpretations and proposed exceptions.
• Advise supervisors on coaching and documentation, conduct initial fact-finding and assigned investigations, and coordinate approved corrective action.
• Resolve routine HR record, enrollment, and payroll input discrepancies with Finance through established review controls. Maintain records, forms, compliance calendars, and workflows that implement approved policy.
• Manage day-to-day HR vendor work and approved spending within assigned limits. Implement approved accommodations or accommodations expressly authorized within written cost and operational limits.

Recommendations requiring approval

• Recommend finalists, offer terms, starting pay, hiring ranges, and pay exceptions. Obtain the designated executive’s approval and CFO funding review before communicating a commitment.
• Recommend formal discipline and performance improvement plans in consultation with the supervisor. Obtain CEO approval for final warnings, suspension, and termination under the organization’s approval procedures.
• Coordinate the accommodation process and recommend a response. Escalate proposed denials, undue hardship determinations, significant expense, or changes to essential duties to the CFO and CEO, with counsel involvement as appropriate.
• Recommend policy changes, benefit design changes, new vendor commitments, unbudgeted spending, and policy exceptions for approval. For in-office exceptions, HR records its recommendation and the CEO makes the final decision under the applicable policy.
• Coordinate workers’ compensation classification changes and audit adjustments with Finance and the carrier or broker; obtain required financial or executive approval before accepting material cost adjustments. Carry out mandatory safety reporting within applicable deadlines while notifying leadership promptly.

Approval and escalation boundaries

The CFO retains financial approval authority within the organization’s delegation, including compensation funding and material payroll or benefit costs. Designated Finance personnel retain payroll review and approval responsibilities. The CEO retains decisions reserved by policy, including executive hiring, suspension and termination, and major policy exceptions; Board authority over CEO matters remains in effect.

Promptly escalate allegations involving senior leaders, retaliation, discrimination, significant safety concerns, legal demands, material payroll errors, and matters outside delegated authority. Follow the alternate reporting process when HR or the usual approver is involved. Do not approve changes to the Manager’s own pay, benefits, or employment status.

Requirements

Qualifications

• Bachelor’s degree in human resources, business administration, or a related field, or equivalent relevant education and experience.
• At least five years of progressively responsible HR experience, including substantial hands-on responsibility for employee relations, leave, benefits, payroll coordination, and employment and benefit compliance.
• Working knowledge of federal and Connecticut employment requirements and sound judgment in recognizing when specialized legal advice is needed.
• Experience managing confidential matters, advising managers, improving procedures, and maintaining accurate HR records and systems.
• Strong communication, organization, analysis, and follow-through; proficiency with Microsoft Office and HRIS/payroll systems. Experience with Paylocity and Employee Navigator is helpful.
• SHRM-CP, PHR, or comparable HR certification preferred.

SUPERVISON/ MANAGEMENT RESPONSIBILITY: HR Assistant