Chautauqua Institution

  • Human Resources & Payroll Assistant

    Job Locations US-NY-Chautauqua
    Posted Date 2 weeks ago(11/2/2018 9:52 AM)
    # of Openings
    Human Resources - Payroll
  • Overview

    Position Summary

    The Human Resources & Payroll Assistant will report to the Director of Human Resources with direction from the Payroll Manager to support recruitment, employee onboarding, data entry/integrity, legal compliance, payroll processing and record keeping/tracking for Chautauqua Institution, Athenaeum Hotel and Chautauqua Foundation. 



    • Participate in organizational recruitment strategies with goal of attracting a highly qualified workforce. Use iCIMS to update ‘employment’ section of and control flow of applications to multiple hiring managers with often simultaneous staffing priorities.  Open/close jobs on partner websites, store/forward external applications and attend select recruitment events.   
    • Contribute to orientation process for new hires. Collaborate with Human Resources and Payroll to complete electronic onboarding processes for new and returning employees from executive leaders to seasonal staff (1,600+) for preseason and operating season (June – August).  Maintain accurate information and records by using established systems to collect, enter, organize and file/scan complex data into iCims Recruitment Platform and UltiPro Payroll Software. 
    • Follow internal procedures to obtain required approvals prior to processing or updating employment records, including but not limited to: hires, secondary jobs, transfers, promotions, merit increases, wage adjustments, tax deductions or direct deposits.  Classify new, returning and transferred employees into correct employment categories to establish benefits eligibility/paid time off accruals. 
    • Run regularly scheduled system generated reports to audit data validity and provide operations management information to effectively manage onboarding processes (e.g. iCIMS Forms/E-Verify) and control labor by reviewing hours worked, overtime and paid time off accruals.
    • Support accurate and timely payment of wages for all employees, including maintaining established controls and documentation in support of payroll activities. Balances payroll accounts by resolving outstanding discrepancies prior to transmitting.
    • Communicate with time approvers organization-wide to enforce established deadlines for payroll processing and expedite resolution of required changes/discrepancies to guarantee timely payroll.
    • Support an employee-oriented organizational culture emphasizing quality, continuous improvement, collaboration and high performance. Remain accessible, visible and ready to serve as a coach for internal colleagues and employees with questions on HRIS/Payroll. 
    • Partner with Human Resources to disseminate payroll procedures to new/returning employees including: accessing employment and payroll information online/via phone application, timeclock training, timekeeping policies/procedures, reporting timekeeping errors, employee/management process for resolution of errors, distribution of funds by check/direct deposit and use of onsite banking for check cashing.
    • Communicate with Human Resources regarding labor law regulations impacting payroll procedures and work as a department to coach operations management on “best practices” and hold accountable if violations to law/policies occur.
    • Function as an internal systems expert regarding HRIS/Payroll and provide support during software upgrades and transitions while actively participating in learning processes and training.
    • Manage highly confidential payroll information in accordance with policy to protect operations and employee confidence.
    • Use tracking spreadsheet to document critical information from inception to completion, such as: benefits eligibility, leave requests, minors/work permits and termination notices.
    • Process and maintain records of wage reporting for unemployment and employment verifications.


    Formal Education Requirements

    • Minimum of an Associate’s Degree in Human Resources and prior experience with labor law/legal compliance in New York State or equivalent combination of education/experience required.
    • Professional Human Resources (PHR) or Society for Human Resources Manager Certified Professional (SHRM-CP) preferred.   

    Formal Experience Requirements

    • 1-3 years prior experience as a Human Resources Assistant or Generalist with working knowledge of HRIS/Payroll Software (particularly iCIMS/UltiPro) required.

     Skills and Abilities

    • Comprehensive working knowledge of select Human Resources and Payroll Functions, including: Recruitment, Onboarding/Orientation, Compensation, HRIS/Record Keeping, Legal Compliance with Federal/State Wage & Hour Laws and Unemployment Insurance.
    • Expert communication skills to navigate and coach employees/colleagues at all levels on complex, time sensitive and highly confidential HR/Payroll issues requiring consistent ethics and professionalism.
    • Ability to make recommendations to effectively resolve problems using independent judgement that is consistent with standards, practices, policies, procedures, regulation or law.
    • Must possess demonstrated ability to handled regular projects simultaneously and prioritize work with competing demands using balanced patience while focusing on accuracy/attention to detail.
    • Advanced word processing skills including reading comprehension, research, summarizing, editing/writing and daily utilization of MS Office 365 (Outlook, Word, Excel, Power Point, Share Point) and other web-based software.

     Working Conditions, Environmental Hazards and Physical Requirements

    • Normal levels of office noise from conversation, computers and systems.  Risk of eye strain due to heavy computer usage.   Employee should seek to change visual focus every twenty minutes to alleviate potential discomfort.
    • Combination of sedentary/standing work, periodic lifting/carrying loads and set up/tear down of equipment up to 25lbs.  85% of work is performed sitting at a desk; 15% of work is spent ‘managing by walking around’ campus (periodically in inclement weather, including: heat, rain, snow and freezing temperatures).
    • Reaches for, handles, adjusts, or maneuvers when organizing and filling paperwork at floor, desk, and overhead levels. Finger/hand manipulation approximately 90% of the time.
    • Travel required to various events, conferences and/or trainings using personal (or occasionally rental) vehicles.  Travel predominately in PA/NY within an approximate 100-miles radius.


    VIII. Contacts


    • Reports to Human Resources Director with some direction Payroll Manager
    • Provides direction/training to and collaborates with Senior Management, Management and Employees Interaction with year-round and seasonal employees of Chautauqua Foundation, Institution and Hotel



    • HRIS System Administrators (iCims, UltiPro)
    • External auditors, as required    

    Supervision and Guidance

    Training and direction are provided by Human Resources and Payroll Manager.     


    • Hours of Work
    • Human Resources Assistant will be required to average a 37.5-hour week with periodic increase of working hours required in pre-operation and operating seasons, specifically April – September. 


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