Full-Time Human Resources and Payroll Coordinator

ArtsQuest Bethlehem, PA Starting from $35568.00 per year

Human Resources and Payroll Coordinator

Arts Quest Values Diversity, Equity, Inclusion and Belonging

Our employees are the most valuable assets we have. The collective sum of the individual differences, life experiences, knowledge, inventiveness, innovation, self-expression, unique capabilities, and talent that our employees invest in their work represents a significant part of not only our culture, but our reputation and the organization’s achievement as well.

At ArtsQuest a diverse, inclusive, and equitable workplace is one where all employees feel valued and respected whatever their age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, and/or veteran status. We embrace and encourage our employees’ characteristics that make them unique, because we value and appreciate diverse life experiences.  

Supports:             Vice President of Human Resources

Mentors:              HR Intern

Essential Functions:  Provide administrative support to the VP of Human Resources and Finance teams in areas including but not limited to employee relations, recruitment, payroll processing and reporting, compliance reporting, record keeping, file maintenance, policy administration, benefits and HRIS administration.

Promoting Positive Employee Relations:

Act as a resource to staff by responding to employee requests and questions in a friendly and timely manner; deliver exceptional customer service by quickly responding to inquiries, directing employees to the appropriate sources for answers and problem-solving with them to resolve issues. 

  • Thank Q Peer-to-Peer recognition program administration, collecting cards, tracking, reporting, and determining rewards within budgetary guidelines and announcement of winners.
  • Birthday card and service anniversary card distribution; pull monthly list, complete and mail out to staff.   
  • Coordination of other employee engagement programs, i.e. wellness programs (health and financial), staff meeting activities, etc.
  • Participate in the Diversity, Equity, Inclusion, and Belonging Committee to help promote a more diverse, equitable, inclusive and welcoming workplace.
  • Participate in Safety Team meetings to promote a safe working environment for all staff; help draft meeting agendas, maintain accurate records of meetings, and ensure any relevant meeting materials are distributed to team members in advance.
  • Work with the Communications Department to plan and execute internal communications for employees.

Payroll Administration:

  • Review timecards for hourly employees bi-weekly prior to payroll processing for accuracy, working with department managers to correct any discrepancies in a timely fashion.
  • Communicate in person, on the phone and via e-mail with staff members and supervisors to assist with questions about the timekeeping system, use of Employee Self-Service payroll system re: their W-2’s and their paystubs, direct deposit, benefits, updating their records, completion of forms, records, etc. 
  • Responsible for processing 3 bi-weekly payrolls and completing all internal and external payroll reporting.
  • Run reports for the Finance Department out of the timekeeping system as needed for audit, grant and compliance purposes.

 Recruitment, Orientation and Training:

  • Responsible for recruitment of hourly and seasonal employees as well as assistance with full-time recruiting as needed, identifying department needs, pre-screening, scheduling interviews, responding to job seekers, making hiring recommendations to managers, and making job offers while maintaining exceptional customer service with applicants, cultivating and retaining customers.
  • Schedule interviews for hiring managers; assist them by providing directions to candidates, scheduling rooms for interviews and following up with hiring managers as needed.
  • Attend job fairs and other recruitment activities as needed; responsible for posting employment opportunities on targeted online community job boards.
  • Assists in organizational training and development efforts; mandatory trainings, tracking, new employee orientation and follow up for both year-round and seasonal staff.
  • Works with the Office Specialist to update employee directories and with the Director, Office of the President to update organizational charts.
  • Responsible for updating ArtsQuest websites whenever staff information or employment opportunities change.
  • Act as backup and a resource for staff in the absence of the VP of Human Resources.

 Personnel Records, Policies and Procedures, Record Keeping and Compliance:

Works with the VP of Human Resources to ensure policies and procedures are administered in accordance with federal and state regulations.

  • Timely filing and compliant upkeep of personnel records.

o   Verifies I-9 documentation and maintains current records in accordance with federal law.

o   Submits online Criminal History and Child Abuse Clearance requests for employees (verification, follow up, processing, filing).

o   ACA Hours Tracking and Administration, running reports, alerting the VP of HR to any potential issues; monitoring PTO use for hourly employees, making modifications when necessary. 

o   GL Account Coding on HR Expenses, i.e., recruitment, supplies, meetings, training, etc.

o   Assist with updating, tracking signatures, compliance and administration of policies and procedures; assist in the recommendation and creation and maintenance of employee guidelines; modifying documents, markup, word/pdf and communication of any guideline changes. 

o   HRIS database management for onboarding new employees, employee data, benefits administration, training dates, I-9 and Background Checks, driver’s licenses, Social Security Verification, first aid training, compliance tracking, address changes, tax changes, payroll deductions, etc.

o   Paid Time Off (PTO) administration; calculating carryover balances, etc.

o   Performance management process tracking and administration; assisting the VP of Human Resources with any procedural updates and reporting.

o   Participates in meetings and seminars as necessary to keep abreast of changes in the law, to assist the VP of Human Resources in compliance activities.


Benefits Administration/Administrative Support:

  • Assist with benefits enrollments, changes, and terminations; process required documents through payroll database and insurance broker to ensure accurate record keeping and proper deductions.
  • Coordination of the annual Benefits Expo/open enrollment process.   
  • Makes photocopies, faxes documents and performs other clerical functions.
  • Prepares new employee files, files papers and documents into appropriate employee files.
  • Manages updates and communications from the HRIS.  
  • Assists or prepares correspondence, processes mail.
  • Assists with processing of terminations, collecting access cards and keys and conducting exit interviews with hourly and seasonal staff as needed.

Knowledge, Skills and Abilities Required:

  • Two or more years of relevant work experience in a Human Resources support role and a strong interest in learning and growing in this area preferred; a basic understanding of the principles and practices of human resources is helpful; Associates or bachelor’s degree in Human Resources, PHR or SHRM-CP Certification or relevant work experience supporting Human Resources a plus.  
  • Prior experience in processing payroll preferred using JetPay/NCR Workforce Today and maintenance of the HRIS. 
  • Effective oral and written communication skills, outstanding interpersonal skills; the ability to establish and maintain effective working relationships with the public, other staff members as well as vendors, sponsors, members, partners, and volunteers.
  • The ability and desire to work collaboratively with others in a team environment.
  • A passion for the arts; sense of humor, sense of fun and a true desire to be of service to others.
  • Computer/web proficiency including Excel, Word, PowerPoint, and Outlook is required; JetPay Workforce Today or other HRIS system experience is helpful. 
  • This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
  • Highly organized with the ability to set goals, meet deadlines and maintain the highest level of confidentiality; ability to work with minimal daily supervision, concentrate and accomplish tasks despite frequent interruptions.

Note:  As job descriptions cannot be exhaustive, the position holder may be required to undertake other duties that are broadly in line with the above key duties and as assigned by supervisor when necessary.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to see, talk, or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.  The employee frequently is required to lift to 10 pounds frequently, up to 25 pounds occasionally, with or without reasonable accommodation.

Employee must be physically able to walk measurable distances and stand for extended periods of time during events and festivals.   Employee should have the ability to follow and communicate directions effectively, both orally and in writing, and on the telephone.

Employees must have the ability to work a flexible schedule, including evenings, weekends and holidays when necessary; some extended and irregular hours will be required during our festivals and events.  Employee should have the ability to read, write and communicate in English; bi-lingual ability in Spanish or other language is a plus.

Position Type/Expected Hours of Work
This is a full-time entry level position. Normal business hours are Monday through Friday, 8 a.m. to 5 p.m., however the employee must be willing and able to work outside normal business hours in order to support our events and activities throughout the year as needed, including evenings, weekends and holidays when necessary.

Travel:  Some travel is required between buildings and is expected for this position.  Employee should have reliable transportation to enable them to travel between our buildings and facilities which are all within a mile of one another. 

The following qualities are desirable, but are not required:

  • A passion for the arts, music and cultural programs.
  • Previous Human Resources support experience.
  • Experience working in a non-profit environment.

Work Culture:

ArtsQuest has a culture of CARES; Creativity, Adaptability, Risk Taking, Evaluation and Sustainability; In order to be successful at ArtsQuest you must be willing and able to take ownership, and make significant contributions to the success of the organization:

  • We value a collaborative work style as well as the ability to work cross-functionally.
  • We not only work in an office environment in close vicinity with other staff members, across multiple buildings, we also work outdoors in all types of weather during festivals and events.
  • We sometimes work long and unusual hours, including some evenings, weekends and holidays.

Salary and Benefits:

A salary range has been established and will be discussed with qualified candidates. Salary will be commensurate with experience. Benefits include medical, dental, vision, term life, and disability insurance, as well as a 403(b)-retirement savings plan. We offer a generous paid time off policy as well as discounts on select visual arts and education programs, concerts, comedy and cinema, festivals, and events.

FLSA Status:  Exempt


ArtsQuest and the ArtsQuest Foundation are Equal Opportunity Employers




ArtsQuest is an EEO employer - M/F/Vets/Disabled
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