What are the responsibilities and job description for the Human Resources Operations Administrator position at Affiliated Distributors (AD) and Careers?
Position Summary:
The HR Operations Administrator will support key programs and functions such as associate benefits and wellness, performance management processes, associate recognition and engagement initiatives, and recordkeeping and compliance requirements. They will administer programs that align with AD’s culture and help ensure a positive associate experience.
Primary Responsibilities:
1.Benefits & Wellness
a.Plan and execute a benefits spotlight series to highlight key offerings and updates.
b.Distribute benefits summaries to new associates post-enrollment.
c.Develop and execute an annual wellness learning and activities calendar, including wellness fairs, biometric screenings/vaccinations, and challenges, promoting holistic associate wellness.
d.Manage eligibility and wellness platform vendor relationship.
e.Conduct wellness program status checks and manage reward disbursement.
2.Performance Management
a.Maintain and optimize the relationship with performance management system(ChartHop), building custom forms and fields based on business needs and addressing system issues.
b.Complete system setup, monitoring, and follow-up for talent reviews, individual development plans (IDPs), and management by objectives (MBOs).
c.Develop and distribute clear communication and instructions for associates.
d.Manage the approval process and ensure creation/storage of required documents.
3.Associate Recognition & Engagement
a.Manage the service award vendor (Terryberry) relationship, including uploading eligibility files, coordinating invoice processing, and addressing service issues.
b.Promote recognition program adoption through regular reporting to people managers.
c.Provide support to managers regarding form collection and distribution processes.
d.Facilitate engagement survey setup (Energage) and reporting.
e.Conduct weekly Fundamental quiz reporting, post updates, send reminders, and manage gift card payouts. Audit and revamp associate, departmental and managerial set up.
4.Record & Process Maintenance
a.Oversee organizational chart software (OrgChart), including setup of custom scenarios/fields and ensuring accurate data integration with Paylocity. Save updated charts on monthly basis.
b.Create and maintain documentation to support personnel changes, ensuring accurate storage and organization.
c.Develop and update HR processes and procedures.
d.Maintain HR folders, associate records, and email groups (e.g., Outlook and ChartHop).
e.Monitor and respond to queries in the HR email inbox.
5.Onboarding
a.Manage the background and I-9 check process, ensuring timely and accurate completion.
b.Maintain the Paylocity onboarding module, ensuring new hires receive updated information.
c.Conduct HR onboarding sessions.
6.Offboarding
a.Manage the offboarding checklist and ensure all steps are completed.
b.Provide exiting associates with pay and benefits information.
c.Act as the liaison for IT offboarding processes.
7.Front Desk & Facilities Support
a.Provide front desk and phone coverage on a rotational schedule and as needed to support the Office Assistant. Serve as backup for stocking, cleaning, and maintenance requests
b.Assist in updating and maintaining phone lists, email lists, etc. as needed.
c.Create and update monthly birthday and service anniversary slides for office display.
8.Payroll Backup
a.Approve and process associate changes (e.g., positions, pay, tax setups).
b.Administer state/local tax setups as required.
c.Process payroll for US (weekly, biweekly), Canada (semi-monthly), and Mexico(semi-monthly).
d.Manage payroll notes and assist with HR-related payroll tasks.
e.Complete verifications of employment.
f.Serve as contact for associate system issues, documenting and troubleshooting concerns in collaboration with the HR & Payroll system (Paylocity) support team.
9.Perform all other tasks, duties and responsibilities as directed. This may also include ad-hoc projects, as assigned.
Requirements:Knowledge, Skills, and Abilities:
- Strong customer focus with a high sense of urgency.
- Excellent written and verbal communication skills.
- Ability to effectively manage multiple tasks and prioritize.
- Strong organizational, follow-up, and analytical skills.
- Comprehensive research and project management abilities.
- High proficiency in problem-solving and attention to detail.
Qualifications:
- Bachelor’s degree in Human Resources, Business Administration/Management, or related field preferred. Relevant work experience may substitute for formal education.
- At least 2 years of relevant human resources experience (including internships).
- Proficient in Microsoft Office: Outlook, Excel (data sorting, formulas, formatting), Word, and PowerPoint.
- Experience with HRIS required.
Additional Comments:
- This position is based in Wayne, PA Tuesday through Thursday and remote Monday and Friday with standard business hours of 8:00 a.m. – 5:00 p.m.
- Occasional local travel, with the possibility of infrequent air travel.
AD is proud to be an equal employment opportunity employer. Qualified candidates are considered for employment without regard to race, religion, gender, gender identity, sexual orientation, national origin, age, military or veteran status, disability, or any other characteristic protected by applicable law. At AD, we support a collaborative and inclusive environment. We value open participation from individuals with different ideas, experiences, and perspectives which we believe makes AD a better place to work.