HR Assistant - Part Time

Description

Our Story

Located in central and northern Pennsylvania, Juniata Valley Bank opened for business on August 5, 1867, well over 150 years ago! In the early years, we merged with other financial institutions and in more recent years acquired community banks to form what we are today – a financial institution with deep roots, progressive processes and products, accessible leadership, and above all else, an unwavering commitment to our people and the communities we serve.

HR Assistant Details

• Employee Type: Part-time, Non-exempt (Hourly)
• No Remote
• Schedule: 20 hours a week. Must be available during payroll weeks from Monday to Wednesday. 
• Minimum Starting Pay Rate: $16.13 per hour; pay will be commensurate with experience.
• Advancements: Being part of a small team, advancement is based on an individual’s aptitudes. Advancement opportunities include additional responsibilities

  Check out our part-time benefits/perks for an HR Assistant!

· Paid Time Off (PTO): PTO is given to all full-time and part-time employees! For full-time positions, PTO starts at 16 days (128 hours) per year and for part-time positions, PTO is based on the number of hours that are worked in a calendar year. The more you work, the more you get the following year!

· Volunteer Time Off (VTO): VTO is given to all full-time and part-time employees also! JVB compensates full-time employees for one full day and part-time employees for half a day of work in order for them to volunteer at an organization of their choosing.

· 401(k) Match: JVB offers a .50 match on the dollar up to 8%. (You put in 8%, the Bank puts in 4%!)

· 401(k) Plan – Safe Harbor: Following the close of the year, employees receive a 3% discretionary contribution into their 401(k) plans regardless of participation.

· Employee Stock Purchase Plan (ESPP): All employees are eligible to participate in ESPP each year and can purchase stock at a 5% discount!

·Employee Annual Incentive Plan (EAIP): We win as a team! All employees hired prior to July 1 who receive a “meets expectations” or better on the annual performance evaluation, are eligible to receive the annual bonus that is paid out following the close of the year so long as we meet our annual goals!

· Other free perks: All employees receive a free idLOCK checking account, a free savings account, a free safe deposit box, and various discounts on loans.

· Grow with us: We love to see our people grow! In an effort to assist, we have established a job posting program under which all open positions in Job Grades 1-7 are posted internally for five days before an external search is completed. Open positions in Job Grades 8 and above may be posted depending on experience and educational requirements.

· Work/Life Balance: We understand our people have other priorities and commitments in their lives that are important to them! As such, we are committed to providing all our people with a healthy work/life balance to help reduce some of life’s everyday stress.

General Summary

Responsible for handling administrative and clerical responsibilities related to the payroll and HR function of the Bank. These responsibilities include but are not limited to handling incoming mail, preparing mailings, sending emails, filing, ordering supplies, responding to employee questions, scanning, which includes taking over the responsibility for the personnel files and converting paper files to electronic files; creating reports within the HRIS software and Microsoft Office products for a variety of purposes including data analytics; assisting with voluminous audit requests from internal departments and external auditors and agencies; assisting with numerous projects and required government reporting; becoming a back-up for processing bi-weekly payroll which does require attendance on payroll processing days; and providing backup as needed in the absence of other HR department personnel.

Essential Duties

Regular attendance is required and will vary by position. Specific hours should be discussed with supervisors and/or division managers. Based on need, the Bank does reserve the right to adapt at any point in time.

Provides administrative support for the Human Resource Department by performing the following duties:

1. Assist the Payroll Specialist/HR Generalist with new hire orientations such as paperwork, tracking etc.
2. Onboard employees in the HRIS system.
3. Track, reconcile and submit all department invoices, including the monthly insurance/benefit invoices, ensuring that employees are being added and removed accordingly.
4. Track the daily Flexible Spending Account (FSA) charges from BDS and preparing the monthly reconciliation of FSA claims.
5. Maintain current electronic personnel files, and also scan and convert the paper personnel files to electronic personnel files, ensuring records are complete and accurate with regard to hiring, training, pay, status changes, terminations, and related information.
6. Prepare exit paperwork for terminating employees and ensure files are complete.
7. Gather and submit information to the Payroll Specialist/HR Generalist for unemployment requests.
8. Update name badges/tags, depending on office preference for existing employees, and then create for news hires upon arrival.
9. Assist with the annual mandatory poster review.
10. Prepare and distribute internal communications as needed, i.e., 401(k) statements, employee memos & notices, employee handbook updates, code of conduct reviews, benefit notices, poster revisions/updates, etc.
11. Ensure that the Procedures Manual, HR and payroll forms and check-off lists are kept current.
12. Responsible for ensuring that the department always has the supplies it needs by keeping the HR/Payroll Form Shelf and the supply closet in the back room stocked.
13. Maintain I-9 Employment Verification forms in accordance with regulations.
14. Assist with the internal campaign promotions for the United Way and Relay for Life fundraisers, i.e., distribute memos and pledge cards; maintain reports and participant data; reconcile statements; transmit payments to the appropriate agencies, etc.
15. Prepare various communications and mailings to employees, retirees with benefits, and ex-employees for items such as the 401(k) plan, salary continuation plans, and bank-owned life insurance.
16. Responsible for all filing & scanning.
17. Various other clerical/administrative support as needed.

Perform a variety of administrative and clerical duties within the building as needed including, ensuring the downstairs of Administrative Building has coverage over lunches in the absence of the Executive Assistant.

Work with the Payroll Specialist/HR Generalist and the HR Director on various audit requests from internal auditors, external auditors, and other department personnel:

1. 401(k) Audit – external auditors (BKD)
2. Payroll/HR Walkthrough Audit – external auditors (Crowe)
3. Payroll/HR Audit – internal auditors (Cherry Bekaert)
4. Safe Act – internal auditors (Cherry Bekaert)
5. Other Audits - work with other departments supplying data for IT SOX Audit, Trust Audit, Safety and Soundness, Entity Level Testing, Data Integrity Review, Finance Audits, etc.

Assist the Payroll Specialist/HR Generalist with reporting projects, including but not limited to the following government reporting:

1. Annual Affirmative Action Reporting which includes preparing and maintaining reports.
2. Annual EEO-1 Report
3. Annual VETS-4212 (formerly VETS-100) Reporting
4. Quarterly Multiple Worksite Report
5. Quarterly FTE Report

Provide support and handle the administrative pieces/aspect of the payroll process and over time grow into a full payroll back up. This includes providing support to the Payroll Specialist/HR Generalist as follows:

1. Being present on all payroll processing days, scheduling all PTO and absences around those days, unless approved in advance.
2. Be the point person, fielding employee questions and requests in order for the Payroll Specialist/HR Generalist to process payroll.
3. Assist in making changes in the HRIS system, including maintenance, payroll, HR, and benefit-related changes, as directed.
4. Work with the Payroll Specialist/HR Generalist as well as the HRIS vendor to ensure that all taxes for various plans are accurately set up, calculated, and completed in their needed timeframes.
5. Ensure New Hires are reported to the Department of Labor via the E-verify system.
6. Assist employees with basic HRIS questions and issues in the self-service portal, such as time and attendance.
7. Administer and maintain the time and attendance module. Monitor and edit employees’ punches and PTO. Answer all related questions and ensure the accurate flow of data for payroll processing.
8. Add, edit, and track various training and travel time in the HRIS system.
9. Complete numerous post-payroll processes and reports in Excel as a backup.

Abide by the current laws and organizational policies and procedures designed and implemented to promote an environment which is free of sexual harassment and other forms of illegal discriminatory behavior in the workplace.

Complete various trainings to stay current on legislation impacting payroll practices and tax changes

Cooperate with, participate in, and support the adherence to all internal policies, procedures, and practices in support of risk management and overall safety and soundness and the Bank's compliance with all regulatory requirements, e.g., Bank Secrecy Act (BSA), Community Reinvestment Act (CRA), Equal Credit Opportunity Act, etc.

Coordinate specific work tasks with other personnel within the department as well as with other divisions, and departments in order to insure the smooth and efficient flow of information.

Comply with established operating policies and procedures in order to maintain adequate controls and to support the Bank's adherence to outside regulatory requirements.

Communicate with management and staff personnel in order to integrate goals and activities.

Respond to inquiries relating to his/her particular area, or to requests from other bank personnel, customers, etc., within given time frames and within established policy.

Perform tasks which are supportive in nature to the essential functions of the job, but which may be altered or re-designed depending upon individual circumstances.

Job Location

First Floor, Administrative Office, Mifflintown, PA 17059

All levels, all offices

Equipment/Machines

Computer Biz Hub (Printer, Copier, Scanner)

Telephone Calculator

Automobile ID Maker

Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Requirements

Education/Training: A high school diploma or equivalent

Skill(s):

• Proficient in Microsoft Excel and Word
• Ability to prioritize, initiative, problem-solving and self-motivation
• Proficient math skills with a high degree of accuracy critical
• Proficient verbal and written communication skills
• Proficient interpersonal skills with a service orientation for both internal and external customers
• Ability to exemplify the 4C’s Values of JVB – Committed, Caring, Connected, Capable
• Visual and auditory skills and ability to stand, sit, stoop, reach and lift items weighing approximately 10 lbs.

Experience:

• A minimum of two (2) years' experience in related positions, desired.
• Experience with Microsoft Excel and Word, required.
• Familiarity with processing payroll and understanding taxes and benefits, preferred