Filing Assistant Jobs in Springfield, MA (NOW HIRING)

Position Summary

Performs Human Resource functions including benefits administration, leave management, recruitment and retention, records management and payroll backup. Provides administrative support to the Human Resources, Leadership, and Marketing teams. Reports to the SVP, Senior Human Resources Director.

Essential Functions

Benefits Administration 

• Administer health and welfare benefit plans, including enrollments, changes, and terminations; ensure processing in HRIS and with health insurance carriers to ensure accurate enrollment and proper deductions
• Administer leave management programs including FMLA, MA PFML, LTD, and COBRA enrollments
• Manage payment of benefit invoices with Finance 
• Administers annual open enrollment
• Assist with the administration of the 401(k) Retirement Plan

Recruitment and Retention

• Post open positions and place job advertisements for job postings
• Create and send offer letters and onboarding packages to newly hired candidates
• Complete appropriate background checks 
• Manage new employee onboarding and orientation
• Ensure retention through employee engagement activities, surveys, and communication
• Partner with Marketing on employee and volunteer events

Record Management

• Maintain all electronic and paper employee, benefit, and payroll files
• Create and perform financial reporting and comparison on employee compensation and benefits to budget
• Accurately process, audit, maintain employee I-9 files
• Complete employment verifications 
• Maintain employment application files and Affirmative Action (AA) reporting data 
• Manage periodic reporting requirements including Workers’ Compensation, EEO-1, VETS-100, annual notices, and AA plan filing
• Assist with data requests for compliance audits
• Maintain and annually update all employment/payroll/benefit records according to retention schedule
• Stay current on all compliance regulations required for the role and update required employment law postings for all Bank locations

Payroll Processing 

• Manage time & attendance system and assist employees and managers with pay issues 
• Act as backup for bi-weekly payroll processing 
• Prepare weekly, monthly, quarterly, or annual reports and verify quarterly and annual tax reporting 
• Maintain and update personnel records in Human Resources Information System (HRIS) and on paper
• Set up new hires and process employee changes and separations in HRIS
• Maintain HRIS including updating existing fields and developing new structure

Administrative Support

• Provide administrative support including coordinating logistics of internal and external meetings
• Prepare Board room in advance of meetings 

All other duties as assigned or required of the position

MINIMUM QUALIFICATIONS:

• High school diploma and 3+ years of relevant work experience including payroll processing, benefits administration, recruitment, and records management and knowledge of Federal and State employment laws
• Exceptional interpersonal and communication skills with ability to collaborate effectively with a diverse group of individuals at all levels of the organization 
• Strong attention to detail with the ability to work efficiently & accurately
• Demonstrated ability in problem solving, exercising independent judgment and sound decision-making
• Ability to demonstrate a high degree of confidentiality, discretion, tact and diplomacy
• Strong organizational skills, including the ability to prioritize workflow
• Proven flexibility, and ability to remain calm and adapt in a fast-paced, ever-changing work environment
• Proficiency in Microsoft Office Suite including Teams and SharePoint, data entry skills, and the aptitude to learn new programs and software

PREFERRED QUALIFICATIONS:

• 5+ years of relevant work experience
• College degree in Business, Human Resources, or related field
• Experience working with ADP Workforce Now
• Work experience in the banking industry

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Supervisory Responsibility
None

Work Environment
This role operates in a professional office environment and routinely uses standard office equipment.

Physical Demands
Reasonable accommodations may be made to enable qualified individuals to perform the essential functions. 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 talk or hear. The employee frequently is required to sit; use hands to finger or feel; and reach with hands and arms.

Position Type/Expected Hours of Work
This is a part-time, non-exempt position with work schedule of weekdays, 20-25 hours per week.