Ruby Receptionists

Job Description: Job Summary The Human Resources Manager is responsible for managing the Company's Human Resources operations under the direction of the Vice President, Human Resources, Administration & Labor Relations. This position administers the Company's shoreside employee benefits programs, retiree health plan reimbursement program, employee leave administration, personal injury coordination, employee relations, Human Resources Information System (HRIS), employee engagement initiatives, and Human Resources compliance. The position also serves as the Human Resources liaison with the Seafarers International Union (SIU) to assist mariners with benefit-related questions and coordinate benefit matters with the Union. This position supervises the Receptionist/Human Resources Assistant and coordinates employee appreciation programs, service and longevity awards, retiree recognition, Company events, employee communications, and social media initiatives. Working closely with the Vice President of Human Resources, Administration & Labor Relations and the Payroll Department, this position ensures the accurate administration of employee benefits, leave programs, personnel transactions, retiree health reimbursements, payroll-related employee changes, and other Human Resources operations while promoting employee engagement and delivering exceptional customer service to employees. Key Interactions Vice President, Human Resources, Administration & Labor Relations, Payroll Department, Director of Talent Acquisition & Employee Relations, Director of Training & Development, Executive Leadership Team, Department Directors, Managers, Supervisors, Employees, Finance, Risk Management, Seafarers International Union (SIU), Benefits Brokers, Insurance Carriers, Third-Party Administrators, Medical Providers, Legal Counsel, HRIS Vendors, Community Organizations, Event Vendors, and Regulatory Agencies. Required Knowledge, Skills, and Abilities Ability to communicate and exchange information professionally to perform essential job functions, including communicating with employees, managers, vendors, union representatives, and other business partners, with or without reasonable accommodationAdhere to all company policies and applicable regulationsAnalyze, troubleshoot, and resolve issues, escalating when appropriate Demonstrate strong ethical conduct, problem-solving, interpersonal skills, professionalism, sound judgment, relationship building, and customer service skills in all interactions Demonstrated working knowledge and experience using ADP Workforce Now within the past six monthsExperience administering employee benefit programs, retiree benefit programs, Human Resources Information Systems (HRIS), leave administration, and employee recognition programsExperience assisting with departmental budget preparation and administration preferredExperience in a unionized environment is preferredInterpret and follow complex written and verbal instructions Learn and apply company policies, procedures, and the Towing Safety Management System (T.S.M.S.) Maintain confidentiality of sensitive business and personnel information Manage multiple priorities while maintaining accuracy and service standards Minimum of five (5) years of progressively responsible Human Resources experience with emphasis on benefits administration, Human Resources operations, employee relations, leave administration, payroll coordination, and employee engagement. Professional certification such as SHRM-CP, SHRM-SCP, PHR, SPHR, CEBS, or related Human Resources certification preferred. Requires proficiency in standard business hardware and software, including Microsoft Office and web-based systems Strong attention to detail, analytical ability, and problem-solving skillsStrong knowledge of employee benefits administration, leave administration, payroll coordination, and Human Resources complianceSupervisory experience preferredSupport departmental and organizational goals and objectives Thorough knowledge of Human Resources operations and employment practicesWork independently and collaboratively in a team environment Working knowledge of FMLA, ADA, COBRA, HIPAA, ACA, ERISA, and applicable federal and state employment laws Essential Duties and Responsibilities The following statements describe the principal responsibilities of this position and are not intended to be an exhaustive list of all duties assigned. Human Resources Operations Administer and maintain the Human Resources Information System (HRIS), ensuring employee data integrity and timely personnel transactionsEnsure compliance with Company policies, procedures, and Human Resources best practicesMaintain accurate employee records and confidential Human Resources documentationMaintain compliance with federal, state, and local employment laws and Company policiesManage the daily operations of Human Resources while providing exceptional customer service to employees and managementProcess employee status changes, organizational updates, personnel actions, and employment documentationRecommend and implement improvements to Human Resources policies, procedures, workflows, and operational efficienciesUtilize ADP Workforce Now to perform essential HR and payroll-related functions, maintain accurate employee records, and support day-to-day workforce administration Employee Benefits Administration Administer the Company's shoreside employee benefit programs, including medical, dental, vision, life insurance, disability insurance, voluntary benefits, Flexible Spending Accounts (FSA), COBRA, retirement plans, and wellness initiativesCoordinate the annual Open Enrollment process, including employee communications, enrollment meetings, benefit education, and system administrationServe as the primary Human Resources contact for employee benefit eligibility, enrollment, life events, claims assistance, and benefit questionsPartner with benefit brokers, insurance carriers, consultants, and third-party administrators to ensure efficient administration of benefit programsMonitor benefit invoices and assist with reconciliation, reporting, and annual renewalsAssist with annual benefits analysis and recommendations for plan improvements Retiree Benefits Administration Administer the Company's retiree health plan reimbursement program. Verify retiree eligibility and process reimbursement requests in accordance with Company policyCoordinate retiree benefit communications and maintain accurate reimbursement recordsWork closely with Payroll and Finance to ensure timely reimbursement processingServe as the primary contact for retiree benefit inquiries SIU Benefit Coordination Serve as the Human Resources liaison with the Seafarers International Union (SIU) regarding mariner benefit questionsAssist mariners with understanding available benefit programs and direct employees to the appropriate SIU representatives when necessaryCoordinate with SIU representatives to resolve benefit-related issues while maintaining positive labor-management relationships Leave Administration Administer employee leave programs, including Family and Medical Leave Act (FMLA), Americans with Disabilities Act (ADA) accommodations, military leave, personal leave, bereavement leave, and other Company leave programsCoordinate leave requests, medical certifications, employee communications, return-to-work documentation, and compliance requirementsPartner with Payroll to ensure accurate leave coding and payroll processing Personal Injury Administration Coordinate the Company's personal injury administration program by working closely with employees, Risk Management, Payroll, medical providers, legal counsel, insurance carriers, and third-party administrators. Maintain confidential claim documentation and employee communicationsAssist employees throughout the recovery process and coordinate return-to-work activitiesCoordinate payroll and benefit continuation related to employee injury claims Employee Relations Assist managers and employees with interpretation and application of Company policies and procedures. Provide guidance regarding employee relations matters, performance concerns, corrective action, attendance issues, and workplace conflictSupport the Vice President with workplace investigations and employee relations initiativesPromote consistency, fairness, and professionalism in the administration of Company policies Employee Engagement & Communications Coordinate employee appreciation events, service awards, longevity awards, retiree recognition programs, wellness initiatives, holiday celebrations, and Company-sponsored eventsCoordinate employee recognition programs that reinforce the Company's culture and valuesManage internal employee communications and Company social media initiatives supporting recruiting, employee engagement, recognition, and organizational cultureAssist with employee surveys and engagement initiatives Payroll Coordination Maintain a collaborative partnership with the Payroll Department to ensure timely and accurate processing of personnel actions affecting payrollCoordinate employee status changes, benefit deductions, leave administration, retiree reimbursements, and other payroll-related Human Resources activitiesAssist in resolving payroll discrepancies related to employee benefits and Human Resources transactions Budget Administration Assist the Vice President of Human Resources, Administration & Labor Relations with the preparation, administration, and monitoring of the Human Resources departmental budgetMonitor expenditures related to employee benefits, recognition programs, Company events, departmental operations, and Human Resources initiativesAssist with vendor management and budget forecasting Compliance & Reporting Assist with Human Resources audits, compliance reporting, and regulatory filingsPrepare Human Resources metrics, benefit reports, employee analytics, and departmental reports for Executive LeadershipMaintain compliance with HIPAA, COBRA, ACA, ERISA, FMLA, ADA, and other applicable employment laws and regulationsEnsure proper record retention and confidentiality of employee information Other Responsibilities Supervise the Receptionist/Human Resources Assistant by providing coaching, work direction, performance evaluations, and professional developmentParticipate in special projects and organizational initiativesPerform other duties as assigned by the Vice President of Human Resources, Administration & Labor Relations Education Bachelor's degree in Human Resources, Business Administration, Organizational Leadership, or a related field preferred but not required with equivalent Human Resources experience Required Licensure & Certifications Valid driver's license required if operating a company vehicle or traveling between company locations is an essential function of the position Working Conditions Core work hours are generally 7:30 a.m. to 4:30 p.m., Monday through Friday. Work hours may reasonably vary based on business needs, meetings, employee-relations matters, operational requirements, or other business needs. Occasional evening, weekend, holiday, or after-hours work may be requiredOccasional travel may be required to attend training, seminars, work-related events, or operational needsWork will be performed in the office and in the field environments Special Projects Assist the management and/or executive team when requested to complete special projects and complete all assignments within a negotiated time frame established by the department managerCompletion of other duties as assigned by the department manager as they relate to the program and position BEHAVIORAL COMPETENCIES Ability to maintain professional and effective working relationships with employees, customers, vendors, and other business partnersAccountability Adaptability Attention to Detail Collaboration Communication Continuous Improvement Customer Focus Initiative Integrity Leadership Organization Problem Solving Professionalism Relationship Building Teamwork Essential Job-Related Physical & Mental Requirements (With or Without Reasonable Accommodation) Physical:Ability to access company facilities, operational areas, or other work locations as needed to perform essential job duties, with or without reasonable accommodationAbility to access vessels, docks, shipyards, and/or company facilities as necessary to perform essential job duties, with or without reasonable accommodationAbility to bend, twist, kneel, stoop, and/or reach for itemsAbility to communicate effectively in person, by telephone, and through written communicationsAbility to handle, move, and manipulate office materials and equipment as necessary to perform assigned dutiesAbility to move throughout the office and operational locations as necessary to perform assigned dutiesAbility to occasionally lift, carry, push, pull, or move office materials, records, or equipment necessary to perform essential job functionsAbility to operate standard office equipment and, when required by assigned duties, company vehicles or other equipment in accordance with applicable policies and training requirements with or without reasonable accommodationAbility to operate standard office equipment, including computers, telephones, printers, and related equipmentAbility to push, pull, and/or squatAbility to read, prepare, and review written documents and electronic communicationsAbility to remain in a stationary position for extended periods while working at a computer workstation Cognitive and Job-Related Requirements: Ability to analyze information, solve problems, and make sound business decisionsAbility to communicate effectively verbally and in writing to perform essential job functions, including communicating safety information, operational requirements, and business-related documentationAbility to complete required training and maintain applicable certificationsAbility to interact professionally, ethically, and respectfully with employees, customers, vendors, leadership, and the publicAbility to exchange and understand information necessary to perform essential job functions, with or without reasonable accommodationAbility to express oneself clearly and effectively, orally and in writing, and use ethical and professional judgmentAbility to build effective working relationshipsAbility to maintain regular and reliable attendance and punctuality consistent with the essential functions and scheduled requirements of the position, with or without reasonable accommodationAbility to manage multiple assignments and meet deadlinesAbility to multitask and plan time efficiently Ability to perform the duties and responsibilities of the position with minimal supervisionAbility to receive, understand, and respond appropriately to safety warnings, alarms, communications, and operational instructions, with or without reasonable accommodationAbility to so