Join the Seabury Team | Business and HR Manager
POSITION TITLE: Business and HR Manager
LOCATION: Administration - 2 offices - 4201 Butterworth Pl. NW, Washington DC 20016 (Tenleytown Metro) & 620 Pershing Drive, Silver Spring, MD 20910 (Silver Spring Metro)
REPORTS TO: COO/CAO
FLSA CLASSIFICATION: Exempt
Seabury Resources for Aging is a private, not-for-profit corporation registered in the District of Columbia, which provides various services to enhance the quality of life for older adults. Seabury’s mission is to provide personalized, affordable services and housing options to help older adults in the greater Washington, DC area live with independence and dignity. Seabury strives to continue to be the trusted community leader in aging services.
Overview of the Role
Reporting to the COO/CAO, the Business and HR Manager is responsible for the administrative support of corporate, financial, and human resource operations and supports the work of the CEO and COO/CAO. This is a key role within the organization and the point of contact for human resources and office management. This position also is charged with improving our corporate processes for efficiency and cost effectiveness.
The position is located in the administrative offices of Seabury and is a part of a 4 person administrative staff. The position also supports the advancement and care management teams as co-located colleagues. The Business and HR Manager sets the tone for a positive work environment as they are generally the first contact of new employees and vendors with Seabury. The position is expected to work on site and split time between the corporate office in the District and the Maryland office.
Key Duties include:
Conducts all new employee onboarding to include collecting mandatory forms, submitting PAMs and tax forms to Accountant, sending documents to the Program Directors, and preparing a new personnel file for all departments. Performs human resource data entry and personnel file maintenance including but not limited to:
HR files and databases including employee benefits, employment status, birthday and anniversary list and similar records.
Records related to grievances, performance reviews, and disciplinary actions.
File audits to ensure that all required employee documentation is collected and maintained.
In coordination with the COO/CAO, produces a quarterly e-newsletter for staff.
Sends birthday, get well and condolence cards to staff and board members.
Assists employees and supervisors with basic interpretation of HR policies and procedures.
Posts job announcements externally and internally.
Refers reference check requests and verifications of employment status to Chief Operating/Chief Advancement Officer.
Coordinates employee recognition program in conjunction with the COO/CAO.
Organizes benefits enrollment sessions and administration and serves as a point of contact with benefit vendors/administrators.
Participates in benefits tasks, such as claim resolutions, reconciling benefits statements, and distributing invoices for payment
Processes incoming human resource related mail and responds to requests from DOES and other agencies
Runs background checks
Supports outside consultants with the annual 403b audit.
Payroll and Benefits Administration
Answering payroll questions.
Facilitating resolutions to any payroll errors.
Coordinate Long Term Disability applications
Code combination invoices on bill.com
Manages invoices for administration on bill.com
Implements organization wide tech including email system, computer backup and IT support.
Manages phone and copying systems for administration and care management.
Prepares quarterly board packets.
Prepares board minutes.
Makes meeting arrangements including tech set up, ordering food, and room set up.
Assists with organizing board orientation and other special meetings.
Answers main telephone line and routes calls to appropriate staff.
Maintains corporate records and files.
Ensures business licenses and items such as tax exemption certificates are completed annually and updated as required.
Reviews systems and processes and recommends changes to improve efficiency and/or cost effectiveness.
Provides information necessary to complete Seabury’s audits and 990 forms.
Orders and organizes office and PPE supplies for administrative and advancement employees while monitoring budget impact.
Provides oversight for vendors including cleaning, copier, handyperson services and water delivery.
Prepares bank deposits.
Supports the CEO and COO/CAO through reconciliation of credit card statements, maintaining CEO’s calendar, arranging for meetings and appointments as requested and providing other administrative support as needed.
Works with accounting firm, consultants and vendors
Other duties as assigned.
Education: High School degree required; Associates degree preferred.
Human Resources Certification preferred
3-5 years of related experience in an office environment - 4 years HR experience and 3 office management
Ability to interact with volunteers including the Board of Governors.
Experience managing contractors and vendors.
Understanding of human resources systems.
Comfortable communicating in person and writing with a variety of audiences.
Good understanding of the issues and challenges facing the older residents of Washington, DC, possessing sensitivity to the needs of older persons
Superb customer relations skills
Proficient with Google Suite and Microsoft office and willingness to learn Mailchimp and Canva.
Effectively read and interpret information, present numerical data in a resourceful manner, and skillfully gather and analyze information.
Work Environment: Standard office environment
Essential Physical Functions: Ability to lift 20 pounds
Equipment Used: PC/laptop, computer printer, camera, office copier, telephone, facsimile machine, shredder, and typical office equipment.
Salary Range - low to mid-60s and a comprehensive benefits package