Title: HR & Payroll Coordinator
Classification: Full-time (non-exempt); This position may be worked at 40 hours/week or at a reduced 32 hours/week, at the candidate’s preference. The 32-hour week can be four 8-hour days, or another arrangement agreed on with your supervisor, if it covers core needs.
Reports to: Chief Operating & Finance Officer
Job Summary: The HR & Payroll Admin Coordinator serves as the central admin support for the human resource and finance departments. This position is responsible for processing biweekly payroll, maintaining accurate employee records, coordinating onboarding and offboarding logistics, and supporting day-to-day human resources operations.
About NRF: The Newport Restoration Foundation is a non-profit located in Newport, RI and was founded by philanthropist Doris Duke in 1968. It has preserved over 80, 18th and 19th century buildings on Aquidneck Island, that are leased through a stewardship program. It also operates a museum: Rough Point, the home of Doris Duke. For more information about the organization: https://www.newportrestoration.org/.
Generous benefits: 100% employer paid medical, dental, vision, and life, insurance, health savings account contribution, 401(k) contribution (not a match), AD&D, and long-term disability insurance, 15 vacation days, 10 sick days, 12 holidays, professional development assistance. Paid time off is prorated for the 32-hour schedule. Great work environment located on the ocean in Newport, RI.
Responsibilities include but are not limited to:
Human Resources
Serve as the primary point of contact for employee inquiries regarding HR policies, procedures, payroll, benefits, and employment-related questions.
Assist the COO/CFO with the recruitment process, including updating job descriptions, posting jobs, tracking candidates, scheduling interviews, and initial screenings when applicable.
Maintain highly organized, confidential digital and physical personnel records, including medical files, I-9 documents, and training logs.
Schedule onboarding meetings, including preparing paperwork ahead of start date and any other necessary communication.
Assemble offboarding paperwork and assist in terminating benefits and deactivating access upon separation.
Oversee workplace safety, accident, and incident investigations and process claims reporting with workers compensation and OSHA.
Oversee the timely completion of the annual employee performance review process, including timeline creation and tracking, and instructions for managers and employees.
Conduct compensation research to determine market competitiveness.
Review and approve benefit invoices and resolve any discrepancies.
Assist COO/CFO with the development and updates to HR policies and procedures to reflect best practices and legal requirements and communicate
changes clearly to staff.
Advise leadership and management of HR related legal updates.
Schedule quarterly staff meetings and work with staff to develop agenda.
Assist the Communications Coordinator with quarterly staff newsletters.
Payroll Processing & Timekeeping
Timely preparation of biweekly payroll via Paylocity, for review by management.
Serve as the payroll subject matter expert.
Responsible for the execution of pay-related activities and reconciling time off.
Ensure all federal, state, and local labor law posters are updated and visible across office locations.
Assist with managing and administering the 401(K) plan, act as a liaison with third party administrator and coordinate ERISA benefits reporting requirements.
Other Duties
Assist staff with safety- and compliance-related training, testing, and record keeping, including serving as an active member of the organization’s staff Safety Committee.
Receive, sort and distribute incoming mail to appropriate staff.
Assist in the preparation of board meetings and take minutes.
Maintain and order office and custodial supplies.
Communicate important announcements to staff as needed.
Other tasks and projects as requested by the COO/CFO.
