HR Systems & Records Assistant

Description Job Summary

Under the supervision of the Human Resources Director, the HRIS & Records Assistant will be responsible for the front-line administration and internal entry, maintenance, auditing, and processing of sensitive employee data. This role ensures employee records and HRIS information are accurate, timely, and up to date. This position will also aid in other various duties as assigned by the Director to further advance the ministry.

• Answer and screen incoming calls and emails.
• Assist in managing the Human Resources inbox.
• Maintain digital and hard copy file system.
• Schedule and coordinate meetings, agendas, and appointments.
• Create and/or revise systems and documents as necessary.
• Assist in projects as assigned.

• Manage and maintain HRIS systems to ensure accurate and timely employee information.
• Serves as the primary recipient and processor of organization-wide Personnel Status forms.
• New Hires/Rehires
• Internal Transfers
• Status Changes/Title Changes
• Wage Adjustments
• Terminations
• Position Approvals
• Process approved Personnel Status Forms in the HRIS and monitor pending changes to ensure timely and accurate updates.
• Add necessary payroll adjustments resulting from Personnel Status Forms to the payroll manual adjustment sheet.
• Process employee terminations, including required HRIS updates, termination paperwork, and related payroll adjustments.
• Work closely with Weekday Preschool to process Personnel Status Forms, contracts, reviews, and employee changes.
• Update and maintain employee employment status in Fellowship One Go.

• Assist with training timecard managers on Time and Labor in Paylocity.
• Participate in year-end W-2 and 1095 audits.
• Perform other payroll duties as assigned.

• Update and maintain the Open Positions Detail Report to ensure 100% accurate annual reporting.
• Participate in Open Enrollment reconciliation.
• Assist with recruiting, onboarding, and benefits activities as assigned.
• Conduct exit interviews as needed.

• Assist with ACA compliance activities, including January and July Evidence of Offer uploads and ACA Dashboard updates.
• Assist with Hours Verification reports for ACA compliance and budget preparation.
• Perform monthly audits to reconcile electronic employee files with HRIS records.
• Create and compile weekly, monthly, quarterly, and annual reports, including Payroll Groups, Default Hours, and Employee Status reports to verify accuracy in the system.

• Provide backup support for invoice entry, monthly bankcard statements, mileage reimbursements, and credit card statement reconciliation.
• Provide backup support for processing the detailed Met Life self-bill.
• Perform other duties as assigned by the Human Resources Director.

• High school diploma, Associates degree preferred.
• Two (2) years of administrative experience.
• PC skills including Microsoft Office Suite (Excel, Outlook, Publisher, Word, Planner, and Teams).
• Any equivalent combination of training and experience.
• Called to support ministry.
• This position requires that the candidates be actively attending and have completed grow track with approval as a dream team member.

• High customer service and detail focus.
• Exhibit good judgment, honesty, integrity, responsibility, and punctuality through the utilization of professional work standards.
• Ability to work in a fast-paced environment while meeting critical deadlines.
• Knowledge of modern office methods and procedures, filing, telephone techniques, and office equipment; as well as English usage, spelling, grammar, and punctuation.
• Ability to get along well with others and handle confidential matters.
• Ability to manage time and multiple priorities to meet deadlines.
• Ability to communicate effectively and professionally, orally, and, in writing.
• Must be punctual, pleasant, and tactful with professional appearance and conduct.
• Exhibit professionalism and always maintain confidentiality.
• Capacity to interact positively and provide service to others at all levels within James River Church.
• Ability to establish and maintain effective working relationships with supervising personnel, coworkers, civic organizations, business professionals, and the public.
• Must have strong analytical skills and critical thinking skills.
• Exhibit a spirit of unity.

James River Church is Pastor-led, and staff driven with board oversight. James…