Finance and HR Operations Assistant - Academy of the Holy Names

The Academy of the Holy Names is an independent, Catholic, coeducational elementary school and a college preparatory high school for young women, sponsored by the Sisters of the Holy Names of Jesus and Mary. Our Mission The Academy of the Holy Names is a Catholic, independent school founded and guided by the Sisters of the Holy Names of Jesus and Mary. In a faith community of exceptional love, the Academy empowers students to be authentic individuals who, in pursuing their highest academic potential, engage in critical thinking, are inspired by creativity, and lead culturally aware, spiritually rich lives.

Finance and HR Operations Assistant

Summary: The primary responsibility of this employee is to manage and process bi-weekly payroll via Paylocity, manage the employee benefits cycle from open enrollment to renewal, new-hires, and terminations, as well as be the point of contact for policy renewals for: health, dental, vision, life, AD&D, STD, LTD, and any other ancillary products. This position is the primary point of contact for the Academys benefit broker and all third-party insurance/benefit providers. This position requires close attention to detail and must maintain the highest level of confidentiality due to the management of employee compensation and benefit data. The main secondary responsibilities will be to assist the HR Director and CFOO with all other administrative tasks, including but not limited to: annual reporting requirements for Safe Environment, Fingerprinting, Hiring and Onboarding systems management, maintaining employee certifications and information in Paylocity, Workers Compensation reporting, NDX and ACA reporting, and annual audit reports.

Reports to: Chief Finance and Operations Officer & HR Director

Qualifications:

• 3-5 Years processing payroll in a medium-sized office setting, school experience preferred.
• Bachelors degree in business or related field.
• Ability to maintain the highest level of confidentiality.
• Advanced knowledge of the Microsoft Office suite, including a strong background in MS Excel and MS Word
• Ability to take initiative for all payroll and benefit processes and procedures, with strong emphasis on task follow-through and completion.
• Exceptional interpersonal and communication skills, both verbal and written.
• Paylocity experience preferred

Classification: 12-Month, Full-Time, Non-Exempt, Hourly Employee (40 hours/week) Responsibilities:

Payroll Administration

• Manage and process bi-weekly payroll accurately and on time through Paylocity.
• Review employee pay data, deductions, stipends, benefit deductions, and other payroll-related items for accuracy.
• Coordinate with supervisors and department leaders to ensure time, attendance, leave, and payroll changes are submitted timely.
• Maintain payroll records in accordance with school policy and applicable legal requirements.
• Assist with payroll-related reporting, reconciliations, and year-end payroll processes.
• Serve as a confidential resource for employee payroll questions.

Benefits Administration

• Manage the employee benefits cycle, including open enrollment, new hire enrollments, qualifying life events, renewals, and terminations.
• Serve as the primary point of contact for the Academys benefit broker and third-party benefit providers.
• Coordinate benefit plans including health, dental, vision, life, AD&D, STD, LTD, and ancillary products.
• Maintain accurate employee benefit records and ensure benefit deductions are properly reflected in payroll.
• Assist with annual benefit renewal preparation, employee communications, and open enrollment meetings/materials.
• Support required benefits reporting, including ACA and related compliance reporting. Verify ACA documentation within Paycom and prepare Form 1095 at year-end.
• Maintain TIAA retirement plan, including employee enrollment, employee and employer contributions, and vested eligibility.
• Verify and distribute Form W-2s at year-end.

HR Operations Support

• Assist the HR Director and CFOO with HR administrative processes and reporting.
• Maintain employee information, certifications, credentials, and documentation in Paylocity.
• Support hiring, onboarding, and employee change processes.
• Assist with Safe Environment compliance tracking and reporting.
• Support fingerprinting/background screening processes and related recordkeeping.
• Assist with workers compensation reporting and documentation.

Compliance and Reporting

• Assist with annual audit reporting related to payroll, benefits, HR, and employee records.
• Support NDX, ACA, workers compensation, and other required annual reporting.
• Ensure payroll and benefits records are maintained accurately for compliance and audit purposes.
• Track deadlines and assist with the timely completion of required filings, renewals, and reports.

Finance and Business Office Support

• Assist the Business Office with payroll-related journal entries, reconciliations, reports, and documentation as needed.
• Provide payroll and benefits information for budgeting, audits, and financial reporting.
• Support coordination between Finance and HR to ensure employee compensation and benefit data is accurate.
• Assist with special projects, process improvements, and administrative tasks as assigned.

General Expectations

• Maintain the highest level of confidentiality with employee compensation, benefits, and personnel information.
• Demonstrate strong attention to detail and accuracy in all payroll, benefits, and HR-related work.
• Communicate professionally with employees, vendors, benefit providers, and internal departments.
• Take initiative to follow through on tasks, deadlines, and recurring processes.
• Identify opportunities to improve payroll, benefits, and HR operations processes.

Finalist candidates must be able to complete a Level 2 background screening.

The Academy of the Holy Names does not discriminate based on race, faith, nationality, or ethnic origin in its hiring process nor in the administration of educational policies, admission policies or tuition-assistance programs, athletics, or other school-administered programs. The school admits students of any race, faith, nationality, or ethnic origin, and gives to all students rights, privileges, programs, and activities generally accorded or made available to all members of the student body. In accordance with its mission, the school seeks a population composed of many different voices, viewpoints, and backgrounds. The Academy of the Holy Names is a designated drug-free workplace.